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Version 3

02/03/2017

Training, Evaluation & System Support

www.umw.edu/tess

SharePoint Report Manual

Companion Manuals:

Banner Budget Queries & Reports

Purpose and Overview

The purpose of this manual is to provide information

and instruction for reports that are located within

SharePoint that are available to users with access to

Banner Finance security classes.

Finance reports are located within the Report Center

at Sharepoint.umw.edu.

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Table of Contents

PURPOSE AND OVERVIEW ..................................................................................................................................... 1

Table of Contents ............................................................................................................................................... 1

SHAREPOINT REPORT ACCESS ................................................................................................................................ 2

SECURITY RESTRICTIONS ........................................................................................................................................ 2

HIERARCHY REPORTS ............................................................................................................................................. 2

PURPOSE ...................................................................................................................................................................... 2 ACCESS THE HIERARCHY REPORTS ..................................................................................................................................... 2

CASH BALANCE REPORT ......................................................................................................................................... 5

PURPOSE ...................................................................................................................................................................... 5 ACCESS THE CASH BALANCE REPORT: ................................................................................................................................ 5 TO RUN A CASH BALANCE REPORT: ................................................................................................................................... 5 READING THE REPORT: .................................................................................................................................................... 6

PAYROLL DETAIL REPORT ....................................................................................................................................... 6

PURPOSE ...................................................................................................................................................................... 6 ACCESS THE PAYROLL DETAIL REPORT: ............................................................................................................................... 6 SHAREPOINT PAYROLL DETAIL REPORT VIEWS ..................................................................................................................... 6

Search for All Employees within a Department: ................................................................................................... 6 Search by Pay Period ............................................................................................................................................ 8 Search by Person: ................................................................................................................................................. 8

READING THE REPORT ..................................................................................................................................................... 8 EXPORT THE PAYROLL DETAIL REPORT ............................................................................................................................... 9

INVOICE TRANSACTION REPORT .......................................................................................................................... 10

PURPOSE .................................................................................................................................................................... 10 ACCESS THE INVOICE TRANSACTION REPORT ..................................................................................................................... 10 RUNNING THE REPORT .................................................................................................................................................. 10 SHAREPOINT INVOICE TRANSACTION REPORT VIEWS .......................................................................................................... 11

Search for All Invoices within a Date Range ....................................................................................................... 11 Search for All Invoices by Purchase Order .......................................................................................................... 11 Search for All Invoices by Vendor ....................................................................................................................... 12 Search for All Invoices by FOAPAL ...................................................................................................................... 13

VERIFIED VENDOR REPORT .................................................................................................................................. 13

PURPOSE .................................................................................................................................................................... 13 ACCESS THE VERIFIED VENDOR REPORT ............................................................................................................................ 13 RUNNING THE REPORT .................................................................................................................................................. 14 EXPORT THE VERIFIED VENDOR MATCH REPORT ................................................................................................................ 14

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SharePoint Report Access

SharePoint Reports that are available to the UMW Community are located within the SharePoint

Report Center.

To Access a SharePoint Report:

1. Navigate to the University of Mary Washington SharePoint Homepage

https://sharepoint.umw.edu/SitePages/Home.aspx. You will need your AD password to

log in to SharePoint.

2. Select Report Center.

3. Select Access Existing Report.

4. Finance shared reports are listed in the Community Reports/Finance folder.

Security Restrictions

SharePoint Reports outlined in this manual are restricted to users with access to Banner Finance.

Hierarchy Reports

Purpose

SharePoint Hierarchy Reports provide a tiered structure of Active and Inactive Banner Chart

of Accounts elements. Report parameter options allow you to select the two digit hierarchical

structure, one level hierarchy, or several hierarchies. A hierarchy represents a specific

reporting structure.

Hierarchy Reports available for selection are the Fund, Organization, and Account Code.

Access the Hierarchy Reports

All Hierarchy reports are have the same report parameters and are retrieved the same way.

To Retrieve a Hierarchy Report:

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1. Select the appropriate Hierarchy Report from the Community Reports/Finance folder.

2. The report parameters are located to the right of the webpage and will look similar to the

one below:

3. Select the As of Date calendar icon to retrieve information as of a specific Date.

Note: This field will default to today’s date.

4. The Chart of Accounts parameter will default to the letter M.

5. The Status field will default to Active and Inactive. To view only Active elements select

the Status dropdown unselect the (Select All) checkbox and select the Active checkbox.

6. Select the Code dropdown to choose the appropriate category. Within the dropdown,

codes are grouped by hierarchy as found within the chart of accounts

Sample Account Code Parameters with the option of

70, or all expenses selected.

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To choose several different hierarchical levels, hold the Alt and Shift keys and mark your

selection. Below is the Organization report sample showing 10, 30 and 40 area

selections.

7. When you selections are complete, select the Apply button located on the bottom right of

the form.

8. The report will be in spreadsheet format and allows for scrolling, or the report may be

exported into several different format options (Excel, PDF, Word..)

9. To export, select Actions found at the top left of the report menu bar and choose your

Export format option.

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Cash Balance Report

Purpose

The SharePoint Cash Balance report is best used for funding sources which carry a cash

balance from year to year. Funds associated with cash balances typically begin with a 2 or

an 8. Contact Budget or Accounting for questions related to cash balance fund sources.

The report shows the current cash balance available within the fund source in real time. Cash

balance will show as a debit (cash is available) or a credit (cash is NOT available, the balance

on the account is overspent).

As with any finance reporting, be respectful of finance processes and posting timelines. For

instance, credit card posting, journal entries, cash deposits and vendor payments all play a

role in the fund’s available balance.

The two Account Codes displayed on this report are:

11000 - Claim on Cash – current available balance which will carry the debit or credit

balance.

21000 – Vendor Accounts Payable – reflects pending invoices, not yet paid. The balance

shown in 21000 should be deducted from the 11000 for proper cash balance.

Access the Cash Balance Report:

Select the Payroll Detail Info Report from the Community Reports/Finance folder in the

SharePoint Report Center.

To Run a Cash Balance Report:

1. Enter the Fund Code in the Fund Code Parameter

2. Select Apply at the bottom of the Parameter column.

3. The report results will display

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Reading the Report:

Account Code 11000 – Claim on Cash = the amount of cash in the current fund. A Debit

balance indicated by a D in the Debit/Credit column indicates the Fund source has a positive

cash balance and is available to spend.

Account Code 21000-Vendor Accounts Payable = pending payments not included in the cash

balance. A Credit indicator reflects pending invoices for vendor payment. A Debit indicator

would be a pending credit (increase) to the cash balance. Transaction details can be viewed on Banner Finance SSB Budget Queries.

Payroll Detail Report

Purpose

The SharePoint Payroll Detail Report provides gross pay, hours and rate per pay period for

all employee types. This report allows for comparison with the Banner Budget Status

(FGIBDST) report by Payroll document code.

The Payroll Detail Report does not include information regarding Tax, Retirement,

Insurance, Annuities and related personal categories.

Access the Payroll Detail Report:

Select the Payroll Detail Info Report from the Community Reports/Finance folder in the

SharePoint Report Center.

SharePoint Payroll Detail Report Views

Search for All Employees within a Department:

1. Enter the Fund, Organization and Program codes associated with the department.

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2. Choose (Select All) from the Account code dropdown menu.

3. Select All persons from the Person dropdown.

4. To view records for all persons for all dates within a fiscal year, keep the Null checkbox

selected.

5. Select the appropriate Fiscal Year.

6. Select Apply in the lower right corner of the screen.

7. The Payroll Detail Information will populate to the left of the parameter values.

The section in this manual Reading the Report identifies specific classification codes,

such as Frequency Type, that are used within this report.

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Search by Pay Period

Based upon the results generated by selecting Null as the Start Date and End Date parameter,

several Pay Periods are included in the report results.

To narrow your search results to display a specific Pay Period. Locate

the Period End Date column within the report results. This Column

indicates the end date of the pay period.

Note: Pay Periods end on the 9th and 24th for Full-Time Employees.

To generate a report for a specific Pay Period, enter the Period End Date in the Start Date

and End Date fields.

Search by Person:

1. Enter the Fund, Organization and Program codes

associated with the department.

2. Choose (Select All) from the Account code dropdown

menu.

3. Open the Person dropdown menu. Scroll to and select

the name of the person.

4. To specify a date, unselect the Null checkbox and use the

Calendar icon to select a Start Date and End Date.

5. Select the Fiscal Year.

6. Select Apply to run the report.

Reading the Report

Within the report, there are several columns with specific codes that signify a specific

classification, pay schedule or pay type. The following is an outline of these codes and an

explanation of what each code signifies.

Frequency Type identifies employee classification. Full-time employee pay periods end on

the 9th and 24th of each month. Wage and student employee pay periods end every other

Sunday.

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Payroll Calendars which outline specific pay period start and end dates are located on the

Payroll website.

Code Frequency Type Period End Date

70 Classified 9th and 24th of each month

71 Faculty 9th and 24th of each month

72 Administrative Faculty 9th and 24th of each month

73 Adjunct Faculty 9th and 24th of each month

41 Wage, non-students Bi-weekly on Sunday

45 Students Bi-weekly on Sunday

Pay Type identifies pay categories applied during a pay period.

Code Pay Type

12 Summer School Pay

23, 29 Second Job/Special Pay

30 Supplement/Special Pay

34, 35 Phone Stipend Pay

45 Student Stipend Pay

O1, O2, OT Overtime Pay (overtime, alternate shift pay)

R1 Regular Pay

Additional Pay Types are outlined on the CIPPS Standard “Special” Pay Codes.

Note: Pay Types may not always match the CIPPS pay code listing due to unique pay codes

created by DOA specifically for UMW use.

Export the Payroll Detail Report

1. Go to Actions in the upper left hand corner of the SharePoint Report. Under Actions,

several options are available for exporting the data into a different format. Instructions

below use Excel as the format example.

2. Select Actions, then Export.

3. Select Excel to export this document.

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4. Select Open to open this document in a new Excel window.

5. Click Enable Editing at the top of the screen.

6. The Pay Rate column is located to the right of the document

7. The Gross Pay column indicates the total amount paid before taxes and withholdings.

Invoice Transaction Report

Purpose

The Invoice Transaction Report provides invoice information by Transaction Date,

FOAPAL, or Purchase Order. The commodity description is included in the report for each

line item.

The clock icon indicates that this information is not updated in real time. A date

indicating last refresh date will be prominent at the top of the report once run.

Access the Invoice Transaction Report

Select the Invoice Transaction Report from the Community Reports/Finance folder in the

SharePoint Report Center.

Running the Report

1. Complete all parameters for desired report results.

2. Select Apply to run the report.

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SharePoint Invoice Transaction Report Views

Search for All Invoices within a Date Range

1. Use the calendar icon to select the From and To Transaction Date to create a date range

parameter.

2. To retrieve all invoices from all Purchase Orders, Vendors, and FOAPALs, keep all

remaining parameter values as they are or enter ALL for each parameter value.

Search for All Invoices by Purchase Order

1. Select a From and To Transaction Date range.

2. Enter the Purchase Order number.

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3. To retrieve information for all FOAPALs, keep all remaining Parameters values as they are

or enter ALL to search for all FOAPAL parameters.

Search for All Invoices by Vendor

1. Select a From and To Transaction Date range.

2. Enter ALL in the Purchase Order field.

3. Enter the Vendor Id.

4. To retrieve all invoices for all FOAPALs, keep all remaining Parameters values as they are

or enter ALL to search for all FOAPAL parameters.

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Search for All Invoices by FOAPAL

1. Select a From and To Transaction Date range.

2. Enter ALL in the Purchase Order field.

3. Enter ALL in the Vendor Id field.

4. Enter the appropriate FOAP information. Activity and Location codes are optional.

Cardinal Verified Vendor Report

Purpose

The Verified Vendor Report provides vendor name and ID in the Banner and Cardinal

systems, Cardinal Vendor Status and indicates whether the vendor is registered in eVA.

Access the Verified Vendor Report

Select the Verified Vendor Report from the Community Reports/Finance folder in the

SharePoint Report Center.

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Running the Report

To find your vendor, use the Search feature found on the report header.

If desired, the report may be exported for ease of search or filtering.

Cardinal Vendor Status Indicator

The Cardinal Vendor Status field indicates whether a vendor has an active Cardinal ID. All

vendors must have an active Cardinal ID before payment can be made.

A = Active Vendor

I = Inactive Vendor

E = Unapproved Vendor

If a vendor is Inactive or Unapproved, contact Accounts Payable.

Export the Verified Vendor Match Report

To export this report:

1. Go to Actions in the upper left hand corner of the SharePoint Report. Under Actions,

several options are available for exporting the data into a different format. Instructions

below use Excel as the format example.

2. Select Actions, then Export.

3. Select Excel to export this document.