ENTERPRISE REPORTINGFINANCIAL REPORTS

Advanced Users Training

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At the conclusion of class participants should:● Have knowledge of Flexible Features● Understand how to use financial reports in combination with agency

chart of accounts to run management analysis reports● Understand the different data elements in financial reports that help

you answer questions such as “what do I have to spend?”, “what have I spent?”, and “what do I have left to spend?”

● Know how to schedule allotment and expenditure reports● Know how to schedule estimated revenue versus actual reports

ER Course Objectives

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• ER Hours of Operation– 24/7 for Viewing Reports– Daily system update from 8 p.m. – Midnight - New reports

cannot be generated

• Patches – Between 12:00 a.m. and 7:30 a.m. on the Last Monday of every month.

• Getting Support– 8:00 a.m. to 5:00 p.m. Monday through Friday– 360-407-9100 (Solutions Center)– SolutionsCenter@des.wa.gov

ER Operation & Supports

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Flexible reports provide the ability to create reports that have data sorted in a manner that is functional to you and your business requirements.

What are “Flexible” reports?

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• Report Group - give you the ability to select the account codes that will be used to sort data in your report

• Subtotals – can be chosen for any level of groupings within the Report Groups – which group totals are computed and displayed

• Group Balances – The Include Balances option will provide the beginning and ending balances for each group for the time period selected

• Section (Standard) - provide additional groupings within a summary report that are static

• Section (Custom) – provide additional groupings within a summary report that are dynamic and allow you to decide what data you want displayed in the report

Features available in the flexible reports include….

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• Groups determines how data is sorted on a report

• Group 1 = first level of sort, Group 2 = second level of sort, Group 3 = third level of sort, and etc.

Report Group

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• For transaction detail reports, detail line is displayed for lowest group

• Selection parameters are titled “Group #”.

• Pick list values for Group parameter are AFRS account code elements (e.g., Account, Program, Project, etc.)

• Must follow Hierarchies when selecting account codes.

• Reports with flexible groups provide from four to eight group selections

Report Groups Cont…

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• Assume we need an Expenditure Activity report that is sorted first by Account, then by Program Index (PI), Subobject, and Sub-subobject

• Use the following group selections:

Report Group Example

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• Report Groups will display as shown below.

Report Groups on a Report

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After all the data for first Sub-subobject is displayed, report will list the next Sub-subobject and its detail lines, and so on. It will continue displaying data for the groups in the order selected.

Report Groups on a Report

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• Group subtotals determine for which groups totals are computed and displayed

• Detail transaction reports: selection parameter is entitled “Period Activity Group #”

• Summary level reports: selection parameter “Subtotal Group #”

• Pick list values are “Yes” (display a group total) or “No” (do not display a group total)

Group Subtotals

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• If we want to display totals for all 4 groups. Use the following group subtotal selections:

Group Subtotals Example

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• Report Subtotals will look like this:

Group Subtotals on a Report

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• Another example of Group Subtotals:

Group Subtotals on a Report

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• Group balances are the beginning and ending balances for each group level.

• On detail transaction reports, selection parameter is entitled “Include Balances”

• Pick list values are “Yes” or “No”• Selection is global; it applied to balances

for all groups

Group Balances

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• Using previous example, assume we select “Include Balances” = Yes.

Group Balances Example

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• Example of Group Balances

Group Balances on a Report

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Schedule an Expenditure Activity Flexible, selecting 1 account. Use the following flexible features:

Group 1 = Account

Group 2 = Program Index

Group 3 = Subobject

Group 4 = Sub-subobject

Period Activity Group 1 – 4

Change to No

Include Balances

No

Note the data displayed at lowest group level

Note no subtotals

Note no beginning & ending balances

Exercise 1

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Schedule an Expenditure Activity Flexible, selecting 1 account. Use the following flexible features:

Group 1 = Account

Group 2 = Program Index

Group 3 = Subobject

Group 4 = Sub-subobject

Period Activity Group 1 – 4

Change to Yes

Include Balances

No

Note the data displayed at lowest group level

Note addition of subtotals

Note no beginning & ending balances

Exercise 2

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Schedule an Expenditure Activity Flexible, selecting 1 account. Use the following flexible features:

Group 1 = Account

Group 2 = Program Index

Group 3 = Subobject

Group 4 = Sub-subobject

Period Activity Group 1 – 4

Yes

Include Balances

Change to Yes

Note the data displayed at lowest group level

Note subtotals

Note addition of beginning & ending balances

Exercise 3

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• Each section is a separate sub-grouping of Report Groups

• Each section is independent of the other sections

• All sections should have the same total

• At least one section must be selected

• With flexible sections, you get to choose how the data is displayed on a report

• Think of a section as a ‘mini-report’ for the Report Groups

Flexible Sections

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There are two types of sections: Standard and Custom

– Standard sections provided pre-selected groupings:• Account/Expenditure Authority• Expenditure Authority Type• Organization• Project• Object • Revenue Source

– Custom sections allow users to select their own combination of account codes.

Flexible Sections

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• Standard Sections

Standard Section Example

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• Custom sections

Custom Section Example

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• We need an Allotment Expenditure/Revenue Status report at the Subprogram level. We need to see funding data and Object & Subobject data for each Subprogram.

• Use the following Report Group selections:– Group 1 = Program– Group 2 = Subprogram

• Use the following Section selections:– Funding data = Account/Expenditure Authority– Object data = Object/Subobject

Flexible Sections on a Report

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• Must select groups for all chart of account codes above lowest account code group selected– E.g., If grouping by Activity, must select the following:

• Group 1 = Program• Group 2 = Subprogram• Group 3 = Activity

• Applies to the following Chart of Account hierarchies:– Program (Program, Subprogram, Activity, Subactivity, Task)– Organization (Division, Branch, Section, Unit)– Project (Project, Subproject, Project Phase)– Object (Object, Subobject, Sub-subobject– Revenue Source (Major Source, Source, Subsource)

AFRS account code hierarchies

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• Schedule an Allotment Expenditure/Revenue Status Flexible, selecting 1 account, through current fiscal month. Group 1 = Program Group 2 = Subprogram Select “Account/Expenditure Authority” in Account/Expenditure Authority Section

Exercise 4

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• Reschedule an Allotment Expenditure/Revenue Status Flexible from exercise 4 Group 1 = Program Group 2 = Subprogram Select “Account/Expenditure Authority” in Account/Expenditure Authority Section Select “object” in Object Structure Section

Exercise 5

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• Reschedule an Allotment Expenditure/Revenue Status Flexible from exercise 5. Group 1 = Program Group 2 = Subprogram Select “Account/Expenditure Authority” in Account/Expenditure Authority Section Select “object” in Object Structure Section Select “yes” in Staff Section

Exercise 6

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• What do I have to spend?• What have I spent?• What do I have left to spend?

Questions about spending

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• Right click on Allotment Expenditure / Revenue Status Flexible report and select History.

Questions about spending

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• Double click on one of the reports we ran in exercises 4 through 6.

Allotment Expenditure / RevenueStatus Flexible

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• Allotments are spending plan for your agency.

What do I have to spend?

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• Actuals (Act) are the Expenditures, Accruals, and Encumbrances input into AFRS.

What have I spent?

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• The Variance (Var) is the difference between your Allotment and Actuals.

What do I have left to spend?

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• Open the Allotment Expenditure Flexible folder.• Schedule a Allotment Expenditure Analysis

FYTD/BTD Flexible report using the following parameters:– Account – Select One– Dollars/Staff Content – Dollars– Report Group 1 – Account– Report Group 2 – Program– Report Group 3 – Subobject– Subtotal Group 1 – No– Subtotal Group 2 – Yes– Subtotal Group 1 – No

Exercise 7

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• Note on the Allotment Expenditure Analysis FYTD/BTD Flexible the report groups define the columns displayed in the report.

Exercise 7

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Thank you