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Running Your Account Reconciliation Reports

• Instructions for Running Reconciliation Report Set
• Instructions for Running SDSU Actuals Inquiry Reports
• Instructions for Running SDSU Encumbrance Inquiry Reports
• Instructions for Running the Current Year Reports
• Instructions for Running the Account Analysis Reports
• Instructions for Running the Funds Inquiry Report
• Instructions for Running the Funds Available Analysis Report

Note: documents in Word format (DOC) require Microsoft Viewer, download word.

Instructions for Running SDSU Actuals Inquiry Reports

SDSU Reconciliation Report Set.doc [On-Line SDSU Reconciliation Report Set Tutoriall]

A Report Set consists of several reports designed to run in conjunction with each other.  A Report Set expedites running several reports simultaneously.

The Reconciliation Report Set includes three reports:
            CURRENT YEAR REPORT
            ENCUMBRANCE REPORT 
            Budget Available Report

1. Login to SDRPT.
   
   
2. Select SDSU GL Inquiry reponsibility
   
   
3. Navigate: All Reports & Processes > Financial > Single Report Set > Okay
   
   
4. From the list of values for report sets, select “Reconciliation Report Set”.
   
   
5. Select the “Period” for which you wish to run the reports and click on “Apply”.
   
   Clicking on “Apply” will update each of the three reports in the set with the “Period”you selected.
   
   
6. Navigate to the “Optional Components” tab of each report.  Select Segment Override” to indicate the specific values for which you want to run the report.
   
   The Budget Available Report and the Encumbrance Report can be run for a specific ORG or a specific ORG and ACTY, or a specific ENDVR.   To request all ACTYs and all ENDVRs, those defaulted in values of 000 and 0000 must be blanked out.  The Current Year Report can be run for a single ACTY other than 000 or for all ACTYs by blanking out the defaulted in value of 000.  ENDVR is hard-coded in the body of the Current Year Report and the defaulted in value of 0000 must be blanked out in segment override.
   
   
7. Navigate back to the “Required Parameters” tab, check each report you want to run and click on “Submit”.   OR There is an option to “select all” here which would check all three reports in one keystroke. After submitting your requests, you may want to make note of the Request ID numbers for each of your reports.
   
   There are two alternative methods by which you can view, save, and print your reports:
   Navigate: View > Requests > Find.  Locate the report in the concurrent manager list of reports.  With your cursor on that report, select “View Output”.  The view of your report can be printed or saved.  When printing the view, change page orientation from Portrait to Landscape.
   
   Or
   
   Navigate: Report Manager for r12 > Monitor Requests.  Click on the Output Icon to view your report.  The view of your report can be printed or saved.  When printing the view, change page orientation from Portrait to Landscape.
   
   While these reports were designed with a primary focus on the Organization, ORG, Other segment overrides can be used in the Budget Available Report and in the ENCUMBRANCE REPORT.
   
   Segments FUND, FUNC, and ENDVR cannot be overridden in the CURRENT YEAR REPORT.  Blank out defaulting in ENDVR in Segment Override for the CURRENT YEAR REPORT as well as ACTY 000.
   
   Use a Content Set to run the Reconciliation Report Set for your College or Division:
   
   The Reconciliation Report Set can also be run using a Content Set rather than segment override.  Select a Content Set from the Content Set list of values in the Optional Components tab.  If you select a Content Set which does not contain a suffix “- R12”, your output will include and parent report and an individual report for each ORG in the Content Set.  If you select a Content Set which has the “-R12” suffix, the output will include a single report for each ORG in the Content Set (no parent report is generated in content sets containing the R12 suffix)
   
   OR
   
   Use a Parent ORG to run the report set.  For example, Parent ORG 44000 College of Education can be selected in Segment Override.  This will create Budget and Encumbrance reports which summarize the data for all children ORGs assigned to 44000.  CURRENT YEAR REPORT will list detail by child ORG summarized within the report’s subtotals.
   

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Instructions for Running SDSU Actuals Inquiry Reports

SDSU Actuals Inquiry Report .doc [On-Line SDSU Actuals Inquiry Tutorial]

1. Login to SDRPT.
   
   
2. Select SDSU GL Inquiry responsibility.
   
   
3. Select SDSU Actuals Inquiry Report.
   
   
4. Enter the Begin Date and End Date of the desired date range; note that the default is the current date.



5. Enter your desired ORG.  Additional segments can be left with default values from low (00000) to high (99999) or you can enter specific ranges (the more specific the ranges, the faster the report runs).



6. Group by Level 1 and Group by Level 2 can be used to provide subtotals on the report by account segment.  For example, entering “ORG” in Group by Level 1 and entering “NACCT” in Group by Level 2 will result in a report with subtotals for each NACCT and one grand total for the ORG



7. If you wish to include CASHNet journal transactions, change the default “No” to “Yes.”



8. If you wish to include Labor Distributions (payroll and benefits), change the default “No” to “Yes.”



9. After entering your segment values, click “Next.”



10. Choose the desired format for your report from the Format drop-down menu.
    
    • “Excel”—results in an .xls document that can either be saved to your workstation or opened in your web browser.
    • “FO”—results in a document that opens in your web browser and consists of HTML formatting instructions (not useful for our purposes here).
    • “HTML”—results in an HTML document that opens in your web browser.
    • “PDF”—results in a .pdf document that opens in your web browser.
    • “RTF”—results in an .rtf document that can either be saved to your workstation or opened in your word processing program.


11. Click “Next.”



12. Review your choices to confirm they are accurate and then select “Submit."



13. Click “OK” to proceed to Report Monitoring.

    If you wish to run more than one report, click “Home” in the upper right corner of the screen.  Choose “SDSU Actuals Inquiry Report” and begin again.  After you have run all the reports for a given session, click “OK” to proceed to Report Monitoring.

    You can also access Report Monitoring directly from the Home page.

14. If there is no icon in the Output column, check the status in the Phase column (longer reports take longer to complete).  Click “Refresh” until the Phase shows completed and there is an icon in the Output column.

    To view your report, click the icon in the Output column.  Depending on what format you chose (see Step 2 above), the document will either open automatically or you will see a file download dialog box and have the opportunity either to open or to save your report.

    If you have chosen “Excel” format, when you open the report—either here at Report Monitoring or later from the saved version on your workstation—you will get a warning that the document you are trying to open is in a different format from that specified by the .xls file extension.  Do not worry about this.  Choose “Yes” to proceed with opening the report.

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Instructions for Running SDSU Encumbrance Inquiry Reports

SDSU Encumbrance Inquiry Report .doc [On-Line SDSU Encumbrance Inquiry Tutorial]

1. Login to SDRPT.
   
   
2. Select SDSU GL Inquiry responsibility.
   


3. Select SDSU Encumbrance Inquiry Report.



4. Enter your desired ORG range or one specific ORG.  Additional segments can be left with default values from low (00000) to high (99999) or you can enter specific ranges (the more specific the ranges, the faster the report runs).



5. Enter a specific Purchase Order number or leave blank for multiple purchase orders



6. If you wish to include requisitions or purchase orders without outstanding balances, change the default value “No” to “Yes”



7. After entering your segment values, click “Next.”



8. Choose the desired format for your report from the Format drop-down menu.
   
   • “Excel”—results in an .xls document that can either be saved to your workstation or opened in your web browser.
   • “FO”—results in a document that opens in your web browser and consists of HTML formatting instructions (not useful for our purposes here).
   • “HTML”—results in an HTML document that opens in your web browser.
   • “PDF”—results in a .pdf document that opens in your web browser.
   • “RTF”—results in an .rtf document that can either be saved to your workstation or opened in your word processing program.


9. Click “Next.”



10. Review your choices to confirm they are accurate and then select “Submit.”



11. Click “OK” to proceed to Report Monitoring.

    If you wish to run more than one report, click “Home” in the upper right corner of the screen.  Choose “SDSU Encumbrance Inquiry Report” and begin again.  After you have run all the reports for a given session, click “OK” to proceed to Report Monitoring.

    You can also access Report Monitoring directly from the Home page

12. If there is no icon in the Output column, check the status in the Phase column (longer reports take longer to complete).  Click “Refresh” until the Phase shows completed and there is an icon in the Output column.

    To view your report, click the icon in the Output column.  Depending on what format you chose (see Step 2 above), the document will either open automatically or you will see a file download dialog box and have the opportunity either to open or to save your report.

    If you have chosen “Excel” format, when you open the report—either here at Report Monitoring or later from the saved version on your workstation—you will get a warning that the document you are trying to open is in a different format from that specified by the .xls file extension.  Do not worry about this.  Choose “Yes” to proceed with opening the report

    
    

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Instructions for Running the Current Year Reports

Current Year End Report.doc [On-Line Current Year End Tutorial]

1. Login to SDRPT.
   
   
2. Select SDSU GL Inquiry responsibility.
   
   
3. Under “All Reports & Processes," select “Financial."
   
   
4. When Request window appears with Individual Report radio button on, select OK.
   
   
5. On the Required Parameters tab of the Run Individual Reports page, select “CURRENT YEAR REPORT” from the list of values (LOV) for reports.  Select the period for which you are generating the report.
   
   
6. Move to the Optional Components tab of the Run Individual Reports page. Invoke the list of values for Segment Override. 
             
   • Ledger should default in for you.
     
   • ORG is the Organization you select.
     
   • Select a specific activity or delete any value (including 000) under ACTY for all activities used by your Organization.
     
   • Select a specific endeavor or delete any value (including 0000) under ENDVR for all Endeavors used by your Organization.Then select “OK” for override segment definition.  (Do not modify NACCT, FUND, or FUNC).
     
     
7. Select “SUBMIT” to run the report.
   
   
8. Return to the Required Parameters tab to find the Request ID # assigned to your report.
   
   
9. Under the GL Inquiry menu item Report Manager for r12, select Monitor Request.  Find your request in the list of requests by its Request ID#.  Hit the Refresh button to update Status of your request.  When the status is “Completed,"  you should see a view output icon under the output column.  The view output icon here looks like two pages of a report with a circular arrow over them.  Click on the output icon next to your report.
   
   
10. In Page Set Up, change the orientation of the report from Portrait to Landscape.
    
    
11. Change Scaling to Fit one to many.   File Save As, name your report with extension .xls, and save to a particular location on your desktop.  When you reopen the report on your desktop, change the “Save as Type” from Web Page to Microsoft Excel Workbook.
    
    

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Instructions for Running the Account Analysis Reports

Account Anaylsis Report.doc [On-Line Account Analysis Tutorial]

1. Login to SDRPT.
   
   
2. Select SDSU GL Inquiry responsibility.
   
   
3. Under “All Reports & Processes," select “Standard."
   
   
4. When Request window appears with Single Request radio button on, select OK.
   
   This brings up a Request Parameters window.
   
   
5. From the list of values for reports, select SDSU GL Account Analysis – xml2.
   
   
6. Complete your parameters.  You can select this report for balance type Actuals or Budget or Encumbrance.  You can run this report for a single period or a range of periods within the current fiscal year.  You can run this report for a single account or for a range of accounts.  Selecting Order by Account orders your output by Natural Account NACCT. Selecting Order by Balancing Segment would order your output by FUND.
   
   
7. Next select output options.  From the drop-down list, select EXCEL.  Click on Submit.  Note the request ID# for your report.  Respond NO to the select another report (unless you do wish to submit another request).
   
   
8. Under the GL Inquiry menu item Report Manager for r12, select Monitor Request.  Find your request in the list of requests by its Request ID#.  Hit the Refresh button to update Status of your request.  When the status is “Completed,"  you should see a view output icon under the output column.  The view output icon here looks like two pages of a report with a circular arrow over them.  Click on the output icon next to your report.
   
   
9. In Page Set Up, change the orientation of the report from Portrait to Landscape.
   
   
10. Change Scaling to Fit one to many.   File Save As, name your report with extension .xls, and save to a particular location on your desktop.  Set "Save as Type" from Web to Microsoft Office Excel Workbook.
    
    
11. You can now print your report or Close out of Oracle and access and print the report as you saved it to your desktop.
    

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Instructions for Running the Funds Inquiry Report

Funds Inquiry Report.doc [On-Line Funds Inquiry Tutorial]

1. Login to SDRPT.
   
   
2. Select SDSU GL Inquiry responsibility.
   
   
3. Select Funds Inquiry from the menu.
   
   
4. Oracle takes a few moments here to retrieve Forms.
   When the Funds Available Inquiry form appears, you can select parameters for your inquiry.
   
   
5. From the list of values for Amount Type, select Period to Date, Quarter to Date Extended, Year to Date Extended, or Project to Date.  For our example query, we chose Year to Date Extended.
   
   
6. Select a Period for your Inquiry.
   
   
7. Select an account or a range of accounts for your inquiry.  Click on OK and your inquiry processes.
   
   
8. With your cursor on a line in the results of your query, select Period Balances from the Tools menu.
   
   
9. In a year to date inquiry, the monthly increments that built your year to date total are displayed.
   
   
10. With your cursor on any period, select Actual Lines from the Tools menu.  (You could also select Budget Lines or Encumbrance Lines for your drill).  With your cursor on the line of interest, select “Drilldown."  You may need to minimize a blank window to see the results of your drill.   Much information about your transaction appears.  Select “View Transaction” to see more details.  If you have drilled into Receivables, select “Line” from the Tools menu.  If you have drilled into Payables, select “View Invoice Overview” from the Tools menu or navigate to any of six tabbed regions to gain further information about the transaction.
    
    
11. Carefully minimize windows to close drilldown and return to query another line in your query results.
    

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Instructions for Running the Funds Available Analysis Report

Funds Available Analysis Report.doc [On-Line Funds Available Analysis Tutorial]

1. Login to SDRPT.

2. Select SDSU GL Inquiry responsibility.

3. Select “Standard” from the All Reports and Processes menu.

4. Oracle takes a few moments here to retrieve Forms. When the Request window appears, select OK for Single Request.

5. In the window that appears, from the list of values for Name, select Budget – Funds Available Analysis.

6. Select the parameters for your report:

   • Ledger defaults in: SDSU Ledger.
   • Page break segment defines the focus of your report.   

   Segment	Segment Description
   ORG	Organization
   ACTY	Activity
   ENDV	Endeavor
   FUND	Fund
   FUNC	Function
   UNUSED

ORG is the recommended page break segment.

7. You can select a single ORG or a range of ORGs using the Lower and Higher Page Break Ranges.

 

If you have any questions on how to run these reports, contact Financial Reporting at ext. 4-2567 or contact the BIS HelpDesk at ext. 4-0899.

 

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