ahc ifas user guide - allan hancock college · 2016. 6. 17. · how to run a detail transaction...

AHC ONESolution User Guide

GL REPORTING

Version: 1.0

Revision Date: May 14, 2014

Author/Editor(s):

Shelly Allen, Karen Vasquez

AHC ONESolution User Guide GL REPORTING

Allan Hancock College page ii May 14, 2014

Document Change Log

Revision Revision Date Editor(s) Change Description

1.0 May 14, 2014 Karen Vasquez Final


Allan Hancock College page iii May 14, 2014

Contents INTRODUCTION ............................................................................................................................... 1

Purpose ....................................................................................................................................... 1

Intended audience ...................................................................................................................... 1

Scope ........................................................................................................................................... 1

References................................................................................................................................... 1

Definitions and Acronyms ........................................................................................................... 1

Overview ..................................................................................................................................... 2

GETTING STARTED ........................................................................................................................... 2

HOW RUN A CDD REPORT (GENERAL INFO) .................................................................................... 3

HOW TO RUN A PROGRAM CODE LISTING ...................................................................................... 4

HOW TO RUN AN OBJECT CODE LISTING ........................................................................................ 5

HOW TO RUN A BUDGET TO ACTUAL REPORT ................................................................................ 6

HOW TO RUN A DETAIL TRANSACTION REPORT ............................................................................. 8

HOW TO RUN A BUDGET TRANSFER WORKFLOW REPORT .......................................................... 10

HOW TO PRINT A CDD REPORT ..................................................................................................... 12

APPENDIX A – GENERAL STANDARDS FOR ONESOLUTION SELECTION CRITERIA ......................... 13

Global Standards ....................................................................................................................... 13

CDD and ONESolution Screen Standards .................................................................................. 13

Figures Figure 1 – Reports Tab ..................................................................................................................... 2

Figure 2 – CDD Report Status ........................................................................................................ 3

Figure 3 – Program Code Listing ...................................................................................................... 3

Figure 4 – Program Code Listing Selection Criteria ......................................................................... 4

Figure 5- CDD DEPT Picklist ............................................................................................................. 4


Allan Hancock College page iv May 14, 2014

Figure 6 - Program Code Listing ...................................................................................................... 5

Figure 7 – Object Code Listing Selection Criteria ............................................................................ 5

Figure 8 – Object Code Listing ......................................................................................................... 6

Figure 9 – Budget to Actual Report Selection Criteria..................................................................... 7

Figure 10 – Budget to Actual Report ............................................................................................... 7

Figure 11 – Actual Column Drill Down Report ................................................................................. 8

Figure 12 – Detail Transaction Report Selection Criteria ................................................................ 8

Figure 13 - GL Transaction Report ................................................................................................... 9

Figure 14 - Budget Transfer Workflow Selection Criteria ............................................................. 10

Figure 15 - Budget Transfer Workflow Report .............................................................................. 11

Figure 16 - Workflow E-Mail .......................................................................................................... 11


Allan Hancock College page 1 May 14, 2014

Introduction

Purpose The purpose of this document is to provide guidance on how to use the General Ledger

Reporting of the ONESolution system at Allan Hancock College.

Intended audience The intended audience for this document is all departments that use the ONESolution system.

This document assumes that the user understands the tasks necessary to perform their job.

Scope This document explains the most common functionality and fields used in the General Ledger

Reporting of the current ONESolution system at the college at this time. Only CDD reports are

covered. Additional general ledger CDD reports may be added as time and need dictate.

References 1. AHC ONESolution Desktop and General Navigation User Guide

2. AHC ONESolution Workflow User Guide

3. AHC ONESolution Web Forms User Guide

4. Object Codes: Expenditure(From Report Tab run GL8102)

5. Object Codes: Technology (Desktop – AHC User Guides)

6. Program Codes (From Report Tab run GL8101)

Definitions and Acronyms AHC Allan Hancock College

Desktop A graphical interface that allows users to interact with an application. It

is a small application that opens a doorway to a much larger application.

Department Code A three character code used to define a department.

Drill Down A method that allows dynamic linking of reports. After one report has been displayed on the screen, the user can “follow” a drill down to view a more detailed analysis of the data row.

CDD Click, Drag, and Drill, the reporting application used by ONESolution.

Fund Code A two digit code used to group similar district functions, i.e. general

fund, bookstore fund, or student center fee fund.

Object Code A four digit expenditure classification category of an item or service

purchased.

Officer Code A four character code used to define a cabinet level administrator.



Program Code An eight digit expenditure classification of an institutional function or operation related to an academic discipline or a grouping of services.

Source Code A two or three character code used to define a categorical/restricted program or grant.

Unrestricted Codes Unrestricted codes are used to account for resources available for the general purposes of district operations and support of its educational program.

Restricted Codes Restricted codes are used to account for resources available for the operation and support of educational programs that are specifically restricted by laws, regulations, donors, or other outside agencies as to their expenditure. Restricted codes are also called categorical programs or grants.

WBT# Workflow Budget Transfer number

Workflow An application that directs a ONESolution process or web form through

an approval process or path.

Overview This document explains how to run ONESolution CDD reports. CDD reports automatically

output to your screen when they run and are in PDF format. The user does not need a separate

license for Adobe Acrobat Pro for generating ONESolution PDF reports.

Getting Started ONESolution utilizes a function called a Desktop. It provides user customization abilities as well

as single-click access to components within ONESolution. See the AHC ONESolution Desktop

and Navigation User Guide for log-on instructions. All reports discussed in this guide can be

accessed from the appropriate ONESolution Desktop tab or from the Finance green dollar icon.

Figure 1 – Reports Tab



How Run a CDD Report (General Info)

A CDD report is launched by clicking on the link in the Reports tab. Fill in the selection criteria in

the form and click Submit.

You will first see a CDD report status dialog box. The status will be either Starting or Running.

While this box is displayed you may click on the cancel button to stop the report.

Figure 2 – CDD Report Status

Once the first page of the report is displayed on your screen, the status will continue to read Running until all pages are available. The top right section of the report will display the current page number and the total number of pages. If the report is not complete you may stop it by clicking on the cancel icon. Use the right and left arrows to browse between pages of the report.

Figure 3 – Program Code Listing



How to Run a Program Code Listing From the Reports tab click on report GL8101: Program Code Listing to open the selection criteria

box for the report.

Click on the Submit button to launch a report of all active program codes. To run the report to include a select group of program codes place your cursor in the Program field and type the first digit(s) of the program code and the asterisk (*) as the wild card. For example, to see all mathematical science program codes type 17* and click the Submit button. Don’t forget to delete the default * if you are typing in a complete value.

Figure 4 – Program Code Listing Selection Criteria

You can also run a report of a select group of program codes by clicking on the ellipsis button to open a pick list for Fund Code, Officer Code, Department Code, Source Code. For example, click on the ellipsis in the Department Code field to open the Department pick list. Click on Kinesiology, Rec/Athletics to highlight it, click the Done button, and then click the Submit button. The report will display only Kinesiology, Rec/Athletics program codes.

Figure 5- CDD DEPT Picklist



Below is an example of a program code listing. The program, description, and director are the most useful columns on the report. The other columns are program code background parts that link program codes together and are primarily used by the district accounting staff.

Figure 6 - Program Code Listing

How to Run an Object Code Listing From the Budget Content Group click on report GL8102: Object Listing to open the selection

criteria box for the report.

Click the Submit button to launch a report of all current object codes. You can also run a select

group of object codes by typing the first digit(s) of the object code and the asterisk (*) as the

wild card. For example, to see all supply object codes type 4* and click the Submit button.

Figure 7 – Object Code Listing Selection Criteria



Below is an example of an object code listing. The object code and description are the most useful columns on the report. The other columns are object code background parts that link object codes together and are primarily used by district accounting staff.

Figure 8 – Object Code Listing

How to Run a Budget to Actual Report To track your budget and expenditures you will need to run a budget to actual report. From the

Budget Content Group click GL8105: Budget To Actual with Encumbrances by Program/Object to

open the selection criteria box for the report.



Typically you will run this report by selecting a single program code. However, if a more

exclusive grouping of program codes are needed, as in the case of a categorical program,

additional selection criteria are available. Enter the criteria desired, i.e. program code, date

range, and click Submit.

Figure 9 – Budget to Actual Report Selection Criteria

Below is an example of a budget to actual report for program code: 17010000 (Mathematics) and object code: 4* (Supplies and Materials).

Figure 10 – Budget to Actual Report

CDD reports include a unique feature called a drill down which allows users to view a sub-report of the main report. Drill down areas will display in blue font and when the cursor is placed over the area it will change to an icon of a drill. Left click on the drill down area to launch the sub-report. Below is an example of a drill down on the Actual column for object code 4520 in the Budget to Actual report example.



Figure 11 – Actual Column Drill Down Report

How to Run a Detail Transaction Report The transaction detail drill down in the budget to actual report allows you to view only one

object code at a time. A more versatile CDD report is available that allows you to choose various

selection criteria to view detail for more than one object code.

From the Budget Content Group click GL8104: Transactions by Program and Object Code to

open the selection criteria box for the report.

Figure 12 – Detail Transaction Report Selection Criteria



Below is an example of a detail transaction report for program code: 17010000 (Mathematics),

Object Codes 4310 and 4520 (Instructional and Office/Operation Supplies), and period of

10/16/14 – 5/14/14:

Figure 13 - GL Transaction Report



How to Run a Budget Transfer Workflow Report

The Budget Transfer Workflow report is a CDD report that shows the current status of your

Budget Transfer Web Form as it moves through the Workflow process. Please see the AHC

ONESolution Workflow User Guide and the AHC ONESolution Web Forms User Guide for more

information. From the Webforms/Reports tab click WF8005: Budget Transfer Form Workflow

Report to open the selection criteria box for the report.

To launch the report you may enter one or more of the following: Start Date, Current Date

(Report Date), your user name as the Creator, the WBT#, or the Status, and click Submit.

Figure 14 - Budget Transfer Workflow Selection Criteria



Figure 15 - Budget Transfer Workflow Report

This report will detail the status of your budget transfer, the history of who has already

approved the budget transfer, workflow comments, and what approvals remain.

New – Definitions for Instance Status:

I – In process (workflow approval pending)

F – Failure (will need to be created again)

S – Success (will be posted by the end of the next business day)

New – Definitions for Approved column:

Accepted – approved in workflow and sent to next approver

Pending – waiting for approver in workflow tasks

Undefined – transfer was forwarded from the last approver

Obsolete - transfer was approved by a back-up approver

Not Accepted – not approved

The last approval will be by the Budget Analyst which will generate the following e-mail message to the creator:

Figure 16 - Workflow E-Mail



How to Print a CDD Report CDD reports automatically output to your screen when they run. If you need to print the

report, click on the PDF icon.

Once the report is in PDF format, you can save it to your hard drive or print the report on your

local printer . Move your cursor to the bottom center of the screen to see these controls.

See the AHC ONESolution Desktop and Navigation User Guide for instructions on saving CDD

reports to Archive (not recommended).



Appendix A – General Standards for ONESolution Selection Criteria Selection criteria usage changes depending on where you are in the system. There are global

standards that work the same way no matter where you are, and others that only work in

specific applications. Global standards work everywhere in the system.

Global Standards 1. Dates should be entered as MM/DD/YY.

2. Numeric information may be entered with an optional decimal point.

a. 20.00 can be entered as 20. or 20

3. When you enter values for selection criteria, the system recognizes a list of values when

a comma separates each of the values.

a. PR numbers: 17896, 17842, 17901

4. The system assumes that a hyphen (-) indicates that a range is being specified.

Therefore, when you are selecting a value containing a comma or dash such as a name,

enclose the value in quotation marks.

a. Name: “Jane Doe-Smith”, “Jones, Fred”, James Brown

CDD and ONESolution Screen Standards Enter selections in desired fields on the ONESolution data entry screens or as CDD criteria by

following these standards for selection criteria:

To specify a range, use a colon ‘:’. For example: Entering 123:321 becomes between “123” and “321” (including 123 and 321). The ‘%’ or ‘*’ is used as the wildcard symbol. ABC% or ABC* will return all records in

which the specified field entry begins with ABC.

ahc ifas user guide - allan hancock college · 2016. 6. 17. · how to run a detail transaction...

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