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What are reports like in the new system?
Reports and inquiry screens are available in the system and will vary by module in terms of what types of reports are available. There is an online tutorial on viewing the inquiry screens and reports from the perspective of a faculty member or PI. Go to Training Services for more information about this tutorial.
Trying to print Departmental Deposits and getting an 'Unable to Connect to Ren Server' Error.
Have them go to Reporting Tools > Report Manager > click on the Admin Tab and a pdf will be there to print.
Plant or Agency information on UM Reports (5/20/09)
There are two ways to get Plant or Agency fund data to appear on the UM Reports.
One way is to first run the report without the Plant and Agency funds, then on the report under the date and time information there is a link to "Include Plant and Agency" funds. Clicking on the link triggers the report to be run again with the additional fund codes are included.
The other way is to input any specific Plant or Agency funds in the Fund prompt and the report will pull back the data for those funds (where in the past it would return nothing if this was done). There are not edits on the Fund code prompt so you can put in any Current Non-sponsored, Plant, or Agency fund (or series of these funds) and it will pull the activity. If the fund prompt is left blank (to retrieve all funds), then you will have to use the first method listed above to add in the Plant or Agency funds.
Plant or Agency information in PeopleSoft reporting
Most units are using the UM Reports, but if you are using the versions of the reports in PeopleSoft, there is a button available once you're at the spot to run the report--click on the button saying "include plant and agency" funds. Keep in mind that in PeopleSoft if you don't click the check box for Plant and Agency, you cannot select any of those funds for your report. If you do click on the button, then you can run the report for a specific Plant or Agency fund. Just a reminder, in PeopleSoft you cannot run a range of funds as you can in UM Reports, so it is "all" or "one".
Non-sponsored UM Reports
Some units have noticed that the amounts on the Account Budget Status for Current Non-Sponsored Funds report do not always match the detail in the drill down. This is usually because the transaction detail for the report includes all journal entries while the summary contains just those JEs that have posted. The summary report pulls its data from the General Ledger while the detail drill down pulls its data from the individual source modules. Pulling the detail data from the source modules allows units to see pending activity and provides better performance for running the report. Some reasons why journal entries haven't posted yet: transactions from source modules post to the GL nightly and the process to post may not yet have run; journal entries may have been created in a now-closed accounting period but are not yet fully processed; etc. If you notice a discrepancy that cannot be accounted for due to journal entries not yet posted, notify the University Financial Helpline.
Asset transfers and retirements displayed incorrectly on the carryforward page and reports (4/9/09)
Solutions have been found to resolve the issue of inaccurate information being displayed on the carryforward page and departmental reports for asset transfers and retirements.
Processing for asset retirement transactions has been fixed in PeopleSoft Financials as of 3/30/09. For asset retirements processed after 3/30/09 there will be no effect on the capital asset activity or expenditure lines on the carryforward page or departmental reports (unless the asset was sold for cash). A one-time correcting entry will be made by Accounting Services to correct asset retirements made prior to 3/30/09. This entry will be made in Period 9.
Processing for asset transfer transactions has not been fixed in PeopleSoft Financials. Additional research is required to determine a solution to this issue. As a workaround, a correcting entry will be processed by Accounting Services at the end of each month to remove the effect of all asset transfer transactions from the capital asset activity and expenditure lines on the carryforward page and departmental reports. The first entry, which will be made in Period 9, will cover all asset transfers made in periods 1-9.
Please review the memo posted on the finsys Web site for further details and examples.
UM Reports: Save to Excel -- you asked for it, so it has been put back! (3/10/09)
The Save to Excel button has been restored for the Transaction Detail for Current Non-Sponsored Funds report on UM Reports. Blank spreadsheets will still occur if the report pulls a large amount of data or takes an extended period of time to run--the fix for this is being investigated.
Sponsored UMReports are available (2/23/09)
Sponsored Reports - We are happy to announce that the eight delivered sponsored reports in PeopleSoft are now in UM Reports. The reports can be found under the Category called Enterprise Financials and the Sub Category called Sponsored. Please follow the link below on how to run financial reports in UM Reports here.
Proposal Notes – Departmental end users are now able to view Negotiate Award notes on their Proposals/Awards. This allows the user to monitor the progress of proposal submission and award set up.
Income Distribution Verification Report
The UM Income Distribution Verification report has been updated to correctly display quarterly distribution and reinvestment amounts for endowments that have a split distribution. Navigation to the report is Cash Management > Investment Pools > UM Income Distribution Verification report. To run the report, enter either ECEF or EGIP in the Pool ID field on the run control page. In the Period Start Date field enter the last day of the quarter. In the Period End Date field enter the first day of the next quarter. For example, to run the report for the second quarter distribution, enter 12/31/2008 in the Period Start Date field and 1/1/2009 in the Period End Date field.
Transaction Detail Report Updates
The following modifications have been made to the Transaction Detail Report for Current Non-Sponsored Funds:
Updated nVision Reports – information for users (1/26/09)
The nVision reports have been updated with several changes. Reports have been updated to reflect the ‘Prior Year Carryforward Balance’, as calculated on the Carryforward page. Reports have also been updated to capture the capital asset clearing accounts (168001, 168002). The dollars for the capital asset clearing accounts will now appear in the ‘Total Capital Assets Purchases‘ section of the reports. All layouts have also been updated to include Accounts Receivable.
In addition, a new nVision layout, UM_FGL_BUD_ACT_ACCT_BAL, has been created to display both current period and year to date activity on a single report.
New nVision Drills – information for users
Eighty eight new nVision Drills have been added to allow drill down for Business Unit, ChartField1, ChartField2, FinEmplID (ChartField3), Department, Fund, Period, Project, and Program. Included in the new drills is an enhanced Journal Drill to better represent how the University conducts business. The Drill will provide the Journal ID, Journal Line #, Account, Department, Fund, Project, ChartField1, ChartField2, FinEmplID (ChartField3), Amount, Journal Date, and the Journal Line Description for those entries that have been posted.
The new Drills will be in production by January 27th and are available anytime an nVision report is run. In order to access the drills, the Excel nVision Plug-In must be installed on the PC. Note: If the plug in is not already installed, installation instructions can be found on the Training Services Web site under the following section: Financial System Access > Navigation > System Requirements. The document name is ‘How to Download and Install the Excel nVision Plug-in’.
Departmental Deposit Report
The Department Deposit Report has been modified to present accounting distribution lines in the order that they were entered online by the preparer. Additionally, a problem has been fixed in which the control total was miscalculated under rare conditions.
PCard Purchase Detail Report
This report now includes the distribution information for the distribution details for each PCard transaction.
New PCard Views and Query
The delivered PeopleSoft Financials records for procurement card data contains the 16-digit procurement card number along with the user’s name and other sensitive data. Because of the sensitivity of the data, the users were not able to use the delivered records in queries. The purpose of this customization is to provide procurement card data views that mask the procurement card number and remove other sensitive data. These views have been added to the query tree for general inquiry access, allowing for reporting and public queries to be developed providing the user with information that is not available through inquiry. One may use query: UM_DPO_PCARD_TRANS_BY_BARCODE. The query will allow the department to lookup procurement card transaction information that has posted to their accounts.
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Reporting and Visibility of the Asset Clearing Accounts
At the inception of PeopleSoft it was determined that the Asset Clearing accounts (168001 and 168002) would not be considered as encumbrance amounts or used in the Carryforward Calculations.
As of 12/31/2008 all activity on the Asset Clearing accounts (168001 and 168002) will now be recorded and reported as Pre-Encumbrance and Encumbrance amounts. As a result, the Asset Clearing accounts will now be visible in the Account Budget Status report (PeopleSoft and UM Reports) and the Budget Status by ChartField string report (PeopleSoft and UM Reports). Furthermore, the Carryforward calculation and Carryforward page will now take into consideration the amounts posted to these accounts.
This change will provide visibility to Asset Clearing account activity that has been committed but not yet capitalized. In the past, the amounts would not be visible until the Assets had been capitalized and transferred to the corresponding Capital Asset Account. By adding these accounts to the reports and Carryforward amounts, users will have visibility to amounts on Requisitions, Purchase Orders and Vouchers prior to the Capitalization process.
It is important to note that this change will only capture those transactions that were entered on or after 12/31/2008. There is an additional effort underway to provide visibility to those amounts that were entered on Requisitions and Purchase Orders prior to 12/31/2008.
Additional Notes to Report Users:
Account Budget Status Report - Current Non-sponsored Funds
Data posted to the 168001 and 168002 accounts will now appear in the Capital Asset section for the Pre-Encumbrances/Encumbrances column, Revenues/Expenditures column, Recognized/Obligated column and Unrecognized/Unobligated Budget Balance column.
Budget Status by ChartField String - Current Non-sponsored Funds
Data posted to the 168001 and 168002 accounts will now be captured in the Net Expenditures calculations.
Carryforward Calculation and Carryforward Page
The Carryforward calculation will now capture and report account 168001 and 168002 as Capital Asset Activity section for the Fund Balance column, Available Balance column and the Budget column where applicable.