Cognos Training Guide November 2015

• Cognos is the name of the Concur reporting tool and is updated with information from Concur daily.

• Anyone in finance can have access to Cognos to run reports for their division. To request access, send an email to travel.admin@nbcuni.com with the employee’s SSO.

• Managers that have expense reports submitted for their approval automatically have access to run Cognos reports for their employee hierarchy.

• Send an email to travel.admin@nbcuni.com with all Cognos related questions, requests and concerns.

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General Overview

Primary Reports

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Primary Reports - Definition The Primary Reports were identified and refined by the T&E Super Users as the reports that provide insight and understanding into a division’s overall T&E spend The four Primary Reports are:

• Posted to SAP with Report Key • Accrual with Personal • Personal Charges (Whole Transaction) • Cash Advances (detailed view)

If you want to schedule these reports for your own division, below is the path to the reports for all users: NBCUniversal Media LLC > Business Friendly Reports > T&E Reporting and Monitoring Framework for Scheduling

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Primary Reports - Posted to SAP with Report Key NBCUniversal Media LLC > Business Friendly Reports > Posted to SAP Reports

Example Output

This report details the transactions that have been posted from Concur to SAP (i.e., expenses that have been processed through the following statuses User Submitted, Concur Review, Processor Review, and Manager Review & Approval) during the time period selected in the prompt. Prompts – sent to SAP date, allocation company code, employee company code, report key, employee ID, allocation cost object and allocation profit center

Important Items • There are two amount fields, the expense amount field represents the total amount

of the expense where the amount in SAP represents how much was allocated to a specific code or will be blank if the item was marked as personal

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Primary Reports – Accrual with Personal NBCUniversal Media LLC > Business Friendly Reports > Accrual Reports

Example Output

This report shows all transactions listed on an employee's account within Concur that are in a status of "unassigned," "unsubmitted," or "sent back to employee" and includes personal charges as of the date the report runs Prompts – accrual date, company code (of the employee), profit center (of the employee), employee ID

Important Items • Corporate cards are suspended for expenses with days aged greater than 60 and

status of unassigned or not submitted (excluding aged airfare charges) • Unassigned (charge has not been placed on an expense report) • Not Submitted (charge is on an expense report, but has not been submitted

for review)

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Primary Reports – Personal Charges (Whole Transaction) NBCUniversal Media LLC > Business Friendly Reports > Other Detailed Reports

Example Output

This report highlights items that have been flagged by employees as "Personal Charges" within Concur and posted to SAP during the time period selected in the prompt. These are entire expenses marked as personal, not itemized portions.

Prompts – sent to SAP date, transaction date, company code (of the employee), employee ID

Important Items • Corporate cards should NOT be used for personal expenses in place of a personal

card. Corporate cards are subject to suspension for excessive personal use

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Primary Reports – Cash Advances (detailed view) NBCUniversal Media LLC > Business Friendly Reports > Cash Advance Reports

Example Output

This report details all cash advances taken by each employee during the time period selected in the prompt. Users can view the report the cash has been assigned to and if that report has been posted to SAP Prompts – cash advance date, company code (of the employee), employee ID

Important Items • Not all employees have access to cash advances • Two methods to withdraw cash, against a corporate card or from Treasury in NY

Accrual Reports

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Accrual Reports – SAP Output (bursted to finance)

Example Output

This report details corporate card charges that have not been posted to SAP as of the date the report runs. This accrual report does not contain cash transactions and does not contain charges marked as personal.

• Record Type: Accrual designation for SAP • Time Stamp: When report was sent to SAP • SAP Document Type: TE designation for SAP • Bank Card Posting Date: Date card transactions posted to Citibank • Company Code: Employee company code as of day report runs • GL Account: GL account where entry is posted • Profit Center: employee profit center as of day report runs • Amount: Transaction Amount • Group ID: Concur group ID, used for administration • Credit Card Reference ID: Transaction ID from Citibank

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Accrual Reports – FA Group (bursted to finance)

Example Output

This report details corporate card charges that have not been posted to SAP as of the date the report runs. This accrual report does not contain cash transactions and does not contain charges marked as personal.

• Record Type: Accrual designation for SAP • Time Stamp: When report was sent to SAP • SAP Document Type: TE designation for SAP • Bank Card Posting Date: Date card transactions posted to Citibank • Company Code: Employee company code as of day report runs • GL Account: GL account where entry is posted • Profit Center: Employee profit center as of day report runs • Amount: Transaction Amount • Group ID: Concur group ID, used for administration • Credit Card Reference ID: Transaction ID from Citibank

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Accrual Reports Differences between SAP Output and FA Group Output

FAQs

• FA Group Output sheet includes more fields including merchant, merchant city/location, merchant state/province/region, merchant country, passenger name (if air), and issuing carrier (is air)

• SAP Output includes only those fields that are posted to the ledger in SAP

• Are personal charges included in the accrual report? • Charges that have been marked as personal are not included in the

accrual • How can I see pending personal charges?

• Run the Accrual with Personal report • How do I add someone to the accrual report distribution list?

• Send an email to travel.admin@nbcuni.com and your T&E Super User • Include the employee SSO and the corresponding profit centers or profit

center groups for the distribution • How can I see more detail behind what is in the accrual report?

• For more details, run the Accrual Report with Personal report

Exception Reports

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Exception Reports – Exception Posted-Prompted NBCUniversal Media LLC > Business Friendly Reports > Other Detailed Reports

Example Output

This report details all expenses in specific categories (events, gifts, ground transportation, hotel, hotel phone, and meals) over a certain dollar threshold that have been posted to SAP during the time period selected in the prompt. Prompts – date range (ad hoc or prior month), company code, employee ID, profit center, cost object, amount for each category

Important Items • Not all company codes will have information for all six categories

Other Detailed Reports

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Other Detailed Reports NBCUniversal Media LLC > Business Friendly Reports > Other Detailed Reports

This folder contains reports that were not required by the T&E Super Users, but may be helpful in identifying additional information provided by employees in expense reports. Reports include: • Active Employee Profile – lists employee profile information including manager and if bank

account has been confirmed • Amount Expensed across Child Expense Type – details by employee the amount spent in

each expense type category • Complete Spend Report – details all transactions (posted to SAP and currently accruing) for a

specific employee or division • Gift Detail – lists all recipients and business reasons for gift expenses • Ground Transportation – details the to/from locations and expense description entered by

employees for all limousine and taxi expenses • Hotel Nights and Total Spend – lists the total spend and number of nights for each hotel stay

by employee • Meal Header-Cost Per Attendee – lists the cost per attendee for each meals-multiple

attendees expenses entered by an employee or division • Meals by Report Process Status_jp1 – details all meals entered by an employee and includes

the other attendees names and organizations • Pending Manager Approval Days – details how long a report has been pending approval from

a specific manager • Vendor Report – details transactions as specific vendors, user can select the vendors • Weekend Spend – details the transactions made by employees on weekends

Reconciling SAP and Concur

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Reconciling SAP and Concur – Concur Report NBCUniversal Media LLC > Business Friendly Reports > Posted to SAP Reports > Posted to SAP with Report Key

1. Run the report by clicking the blue ‘play’ button

2. Choose format of the output (Excel 2007 recommended) then click Run

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Reconciling SAP and Concur – Concur Report NBCUniversal Media LLC > Business Friendly Reports > Posted to SAP Reports > Posted to SAP with Report Key

3. Complete required prompts – Sent to SAP Date and Allocation Company Code *Sent to SAP date is one day prior to posted date in SAP

4. Optional prompts

5. Click Finish

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Reconciling SAP and Concur – SAP Report

1. Run ZR344_GD20 2. Minimum required parameters include Posting Period, Fiscal Year, Company Code, System Source Code (TE) and FI-SL Document Type (TL and Z6)

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Reconciling SAP and Concur – SAP Report

3. Change the layout of the results

Click ‘select layout’ icon then select /ZCONCURLO

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Reconciling SAP and Concur – SAP Report

4. Export the data into Excel to easily match the results from Concur and SAP

User Field 5 contains the report legacy key from Concur

Running a Report in the Background

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Running a Report in the Background Running a report in the background is best when you only want to run a report once, but it will contain a large amount of data and do not want to wait 10 minutes staring at the loading wheel.

1. Click blue ‘play’ button

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Running a Report in the Background

2. Select advanced options

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Running a Report in the Background

3. Choose Run in the background and enter select Now

4. Uncheck HTML and check Excel 2007

5. Check Send the report by email then click Edit the options

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Running a Report in the Background

6. Enter the email address of the recipient of this report and include a message to the recipient if necessary

7. Click Okay

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Running a Report in the Background

8. Ensure that Prompt for values is checked

9. Click Run

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Running a Report in the Background

10. Complete all required prompts noted by the orange asterisk

11. Click Finish

Scheduling a Report

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Scheduling a Report – Copy to My Folders

1. Check the box of the report you wish to copy 2. Click the Copy

icon

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Scheduling a Report – Copy to My Folders

4. Click the paste icon

3. Click the My Folders tab

A copy of the report is now in your My Folders that only you can see

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Scheduling a Report

1. Click the schedule icon

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Scheduling a Report

2. Choose the frequency/what day you want the report to run

3. Choose what time you want the report to start running *Note: the time defaults to PST unless you change your profile settings

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Scheduling a Report

4. Check the Override the default values box 5. Uncheck HTML 6. Check Excel 2007

7. Uncheck Save 8. Check the Send a link to the report by email box 9. Click Edit the options…

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Scheduling a Report

10. Enter the email addresses of the employee(s) you wish to receive the report

11. Type the body of the email that the employee(s) will receive

12. Check the Attach the report box

13. Click Okay

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Scheduling a Report

You can see that you have entered recipients

14. Check the Override the default values box

15. Click Set…

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Scheduling a Report

16. Complete prompts

17. Click Finish

Tips & Tricks

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Tips & Tricks • Reports will run the best in Internet Explorer, but may be run in Firefox and Chrome.

It is the most simple to export to Excel using Firefox • Always click the blue ‘play’ button on the right hand side to run a report

• This allows you to choose your format and enter your prompts/filters • Hold down the control key after entering prompts/filters when running the report to

Excel if using Internet Explorer • Email travel.admin@nbcuni.com for guide to change pop up blockers that

require you to hold down the control key • When looking at a folder/list of reports, always check if there is a second page • Copy a report and move to My Folders when you want to a schedule a report to

email to you or another person • You can change your preferences or check what reports you have scheduled under

the ‘person’ icon • Email travel.admin@nbcuni.com with any questions related to reporting