VU Financial Reporting Application
Selecting Report Criteria
Using the Drop Down Boxes
Using the Tree Structure
Other Selection Options
Other Report Criteria
Main Help Menu
In addition to selection
of accounts, sub accounts, etc., there are various other options that can be
used to customize a report. <top>
Using the Drop Down Boxes:
There are 6 drop down boxes, for Chart, Account, Sub Account, Report Code, Manager and Fund Type. Activating the drop down will display a scrollable list of available values for that item. Typing one or more character(s) into the text box will scroll the list to a matching value. A selection can be made by a mouse click on a value in the drop down list, or by typing a valid value in the text box. The selection will be made immediately in the case of a mouse click, or in the case of typing directly, the selection will be made upon pressing enter or activating any other control.
When a selection is made, several things happen. The list on the right side of the form is updated to show what chart/account/sub accounts would be included in a report, given the selections made. All of the drop down boxes are filtered to only include values that are valid given the selections already made. Selections made are displayed in the text boxes of the drop downs. When appropriate, the tree structure will be expanded and scrolled to show the location of the selection (or the first element of a selection) in the hierarchical structure.
Pressing the "Clear" button will remove all selections, or an individual selection can be removed by choosing the option "<all>" from the drop down list. <top>
Using the Tree Structure:
Nodes of the tree can be expanded or collapsed by clicking on the plus and minus signs in boxes to the left of the nodes. Drilling down into the tree reveals finer levels of detail. Any node can be selected with a mouse click on the text of the node. The selected node is highlighted, the account/sub account combinations that roll up to that node are displayed in the list to the right of the form, and when possible, the values in the drop down list are also updated to match the selection.
Choosing the root node of
the tree, the top VPIT node, will clear all selections. If you wish to
report on all of UITS, click on the second node, the VPIT Sub Accounts node, and
select the Include radio button in the Report Code Hierarchy box. Be aware
that running a report or a query on all UITS sub accounts will take about 3
The tree can also be expended or collapsed by use of the buttons located lower left, or from the Tree menu. Each selection from the tree completely supersedes previous selections, unless the selection "lock" box is checked. <top>
Other Selection Options:
Clear and Lock Options:
The "Clear" button at the top right of the form clears all selections, and resets all the drop down boxes. If the "Lock" check box is checked, then "Clear" retains the current selections, and only resets the drop down and the tree. The "Lock" option can be used to create more complex reports, by choosing some selections, locking them in place, and then adding additional selections. Only unique selections will be added to the list.
When using the Lock feature to add multiple selections, remember to use the Clear button to reset the dropdown boxes between selections. If you try to clear a dropdown box by selecting <all>, you will add unwanted items to your selection criteria.
Direct Editing of Selections:
The selection list to the right of the screen is normally read only. In unusual cases where there may be no other alternative to create the combination of selections for a desired report, the list can be made editable by right mouse clicking and choosing "Editable" from the pop-up menu. Other pop-up options allow the export and import of selection lists.
Running the Report:
Two buttons midway down the right side of the form allow you to select either the print image report, or the interactive drill-down report. Either choice will open a new window where the data can be viewed, printed or exported. <top>
Other Report Criteria:
A time period must be selected for the report. The default is the current month and year. The month and year can be selected from drop down lists to the right of the form, just below the selection list. Months are fiscal months, so July is month 01 and June is month 12. 00 and 13 are also valid selections, representing beginning budget (00) and Year End (13). Month 13 may contain adjustments made beyond the end of June.
Active Sub Accounts:
Radio buttons near the bottom right of the form can be used to select only active, only inactive, or all sub accounts. The default is active only. Sub accounts may be inactivated once they are no longer used, but it is still possible for activity to hit inactive sub accounts. Keep in mind that there is no effective data on sub account inactivation, subs currently flagged as inactive may have been valid in prior periods. When running historical reports, select all sub accounts to be sure to capture all activity.
Report Code Hierarchy:
Radio buttons near the bottom right of the form can be used to include or exclude account/sub account combinations that roll up to reporting codes which report to the selected level. Choosing the "Include" option will select the current level and all lower levels, choosing the "Exclude" option will select the current level only. <top>
Report options can be selected from the "Options" section of the main menu. There are nine user-selectable options that determine how data will be presented in the requested report. A check mark displayed in the menu to the left of an option indicates that option is selected or active. There are also menu options to save your options, as selected, to be your default, to be reloaded each time you use the program, or to reset all options to the program's default value. The options and their meanings are as follows:
Force 0110 Income - Cash carried forward from a previous fiscal year can be budgeted as income (offset by an expense budget) so that it can be seen in current year financial reports. This budgeted income does not clear, since the funds are already on the balance sheet as cash. In our reports, we can "force" this income to appear as cleared, so that we do not show a false income shortfall. The default value is "Y".
Exclude Salary Accruals - At year end, an entry is made to show accrued vacation liability as an expense. This option, if selected, excludes this liability from year end balances. Default value is "Y".
Transfers as Inc/Exp - Reports can show two main categories of Income and Expense, or three categories of Income, Expense and Transfer. If this option is selected, transfer income will be included in the income section, transfer expenses included in the expense section. If unselected, all transfer activity will be isolated in a separate Transfer section.
Report Base Budget - Budget adjustments can either be "base", meaning that they will are intended to be a permanent change to the budget in future fiscal years, or "current", meaning they are adjustments only for the current fiscal year. This option selects base budget for reporting. Default value is "N".
Report Current Budget - Mutually exclusive with "Report Base Budget". Default value is "Y".
Divide Budget Monthly - If this option is selected, the annual budget will be divided over twelve months, and only the portion allocated to the portion of the fiscal year selected will be presented in reports. If this option is unselected, the full annual budget will be presented. The default value is "N".
Include Encumbered - Some expenses, specifically non-hourly compensation and purchase orders, are said to be "encumbered". This means that although these expenses have not actually been paid, funds are shown as committed to these expenses so as not to overstate available funds. If this option is selected, encumbrances will be included in reports, if unselected, encumbrances will be omitted. Default value is "Y".
Include Forecast - Beginning in December and continuing through April, the UITS FO enters monthly forecasts for income and expenses through the fiscal year end. This is to provide a monthly report which is as close as possible an accurate projection of the year end position. If this option is selected, forecasts will be included in reports, if unselected, forecasts will be omitted. Default value is "Y".
Include Sub Objects - In some cases, sub object codes are utilized to differentiate between sub categories within a single object code. Object codes are an additional three character alphanumeric field. If this option is selected, sub object codes will be included in reports. If unselected, object codes will be the final level of income or expense detail. Default value is "N". <top>
Other Features, Other Information:
The status bar at the bottom of the screen contains 4 panels. Each panel displays some aspect of the applications status. The leftmost or first panel displays the applications current task. If there is no current task, it displays "ready". The second panel displays the time in milliseconds required to run the last completed task. The Third panel displays the currently logged in user. The final panel displays the server connection status.
If the application is not connected to the server, the Server "Connect" button and menu items are active. You can choose these options to establish or re-establish a connection. <top>