Getting Started
INTERFACE BASICS
1. Reset Button
Pressing the Reset button will clear all report parameters that have been entered, and sets the form back to its initial state, the same as when the form is first opened.
Navigation Tip:
Always click the Reset button prior to running reports that contain different select criteria. This will assure that all values have truly been cleared from the previous report.
2. Fiscal Year (FY)
Years that have been loaded in the data warehouse will be shown in the list, sorted in descending order with the most recent fiscal year at the top of the list. The year deemed to be the Current Fiscal Year is pre-selected by default. If you wish to select multiple fiscal years, click on the first value and drag your mouse to the last value to highlight a series of years. You can also hold down the control key and click on individual years to select them. If you wish to include all years in your report, you can either select all of the entries in the list, or you can click the Fiscal Year button at the top of the list. Clicking this button clears all selected values and this has the effect of running a report without specifying a year.
Navigation Tip:
- To select, click and highlight year.
- To unselect, click the FY again.
- If no years are highlighted, all Fiscal Years are assumed selected.
Note: UMDW will maintain five fiscal years. Fiscal year 2004 through the current year will be included at launch.
3. Fiscal Period (FP)
This displays the fiscal periods for data that is loaded for the fiscal year that is highlighted. By default, no fiscal period is selected when opening the reporting dashboard. This has the effect of producing a report as of the end of the fiscal year. If the selected fiscal year is the current year and the year has not yet ended, the report will include all financial activity, including future activity. If you want a report through a specific period, make sure you select the period.
Navigation Tip:
- To select, click and highlight the fiscal period.
- To deselect, click the Period button.
- If no periods are highlighted, all Fiscal Periods are assumed selected
4. Look Up/Drill Down
The Lookup/Drilldown feature allows you to "look up" chart elements based on all or part of the title or the code, or to "drilldown" a chart element to find the code you want. The Lookup feature will be discussed first, followed by the Drilldown feature.
Look Up - Chart Elements
These 10 Lookup buttons correspond to the Banner chart elements. There are several ways to input data into these fields.
Some basic notes:
- If you want to search based on a portion of the chart element title:
- Click on the Account chart element - the following pop up will appear:
- Enter all or part of the title.
- Click OK
Drill Down Feature
The drilldown feature allows the user to walk down the levels of an element from the financial chart of accounts. Click the "Lookup" button - it now changes to "Drilldown".
In the example that follows we will drill down the Fund element to find Student Housing.
- Click on the Account chart element - the following pop up will appear:
If you want to enter multiple values for a chart element.
- The first way is to just select multiple values (one at a time) from the drop-down list. Only the most-recently selected item will be displayed in the drop down list and the adjacent title field. However, if you click the "View Multiple Values" drop down list to the right, you will see multiple entries have been entered. If you click one of these multiple values, the title will reappear in the title field.
- You can also enter multiple values using your keyboard. First, key in the value 62214, but press the down arrow key instead of the [Enter] key. Pressing the down arrow lets the program know to stay on the same field while allowing you to enter additional values. Enter another account code 62204 and then press [Enter]. Notice that both entries can be displayed in the Multiple Values drop-down list.
The user can enter chart elements in any of the 10 fields on the screen. If the value is known, simply type the code into the Chart Element field. If the value is not known, clicking on the button allows the user to search for the code by Title. Clicking on the desired button opens up a drop-down listing of all valid account codes for that Chart Element.
Note: Each "Look-up" chart element corresponds to the row directly to the right. Only one value at a time can be displayed for each chart element selected.
5. Including Lower Levels?
The general rule is to always check the "Include Lower Levels?" box. This will ensure that if you select a high level, non-data enterable chart element, all the elements that roll to it will be included on the report. Those that are very familiar with the chart (such as "the accountants") may elect not to include the lower levels. If you do not check this box when you run the report the results will be zeroes since no activity is recorded at this level.
Note: If your report only displays zeroes on it, make sure that you have a check in the "Include Lower Levels?" box.
6. Chart Elements - Entering
This is where you would enter the chart element if known.
7. View Multiple Values
If a field contains one or more selected values, an icon will appear to the right of the View Multiple Values field, next to the chart element code that has codes keyed in. This indicator is also used to delete selected values. In the example below, the 'View Multiple Values' box shows all the different account codes that will be included in your query. Highlight one account code and click the "X" next to the box to delete the value.
8.Exit Button
Clicking the Exit button closes the database connection and exits Microsoft Access. It is the same as clicking the "X" in the upper right corner of the Windows title bar.
9. View
The results of your query can be viewed in 3 formats:
- Report (default)
Gives the information in a pre-defined formatted report. - Data Sheet
Gives the information in a "spreadsheet" like format listing the data that drives the report. You can paste this data into your own spreadsheet. There will be no totals shown. - Condense Button
Displays a data sheet with less columns for exporting to Excel or other programs. The only amount columns displayed are "Budget", "Actual", "Encumbrance" and "Available". You can use this feature on most Operating Ledger reports.
SQL
Display the SQL code used to pull the information from the various tables that will drive the report. Advanced users of access2banner can use the SQL statement as a starting point for writing their own queries.
10. Database Window
Clicking the Database Window button closes the Reporting Dashboard form, but does not exit Microsoft Access. Instead, you are in the database window, where experienced users of access can create their own queries and reports. To restart the Reporting Dashboard, click on the Forms tab at the left edge of the window and then double click the form titled Dashboard.
11. Parameter Sets
Queries the user creates can be saved here for future use. The user can name the query and describe what it does for reference later.
Saving Parameters
1. Enter a query.
2. Click the Parameter Sets button.
3. Click in the name box in the Saved Parameters for Operating Ledger.
4. Type in the Name of your query.
5. Type in a description of the query
6. Click Save
To run the query at a later date, Click the Parameter Sets button and double click the query you have saved.
12. Help
Clicking the Help button displays a web page containing training materials.
13. Access2Banner Logo
Clicking on this button will display the current version of the front end in use.
More Button
The More button can be found on both the Transaction tab and Payroll tab:
Transaction Tab
The "More" button gives the user the ability to search transactions by using the Vendor ID, Vendor Name, or by using the Search button. Once you have selected a vendor, click OK and it will be added to your query. If you select the wrong vendor, you can click the Reset button within the Vendor Parameter Form to start over. The user will have the same option of selecting multiple vendors as other parameter selections.
Payroll Tab
The "More" button gives the user the ability to view any of the Payroll Reports by Employee(s). Users can enter an Employee ID, Employee Name or use the Search button. The user can also select a calendar year from this button. Once the Calendar Year has been selected, the user can select how the employee is paid from a PayID box, such as; Bi-weekly, Monthly, etc or by Transaction Dates.
In addition, the ‘More’ button gives the user the ability to view the Payroll Reports by deduction code (BDCA), earn code (Earn), employee class (ECLS), and/or position number (Posn). To make a selection click on the button next to the headings BDCA, Earn, ECLS, or Posn and another window will open allowing you to search or you can click on Enter and a listing will appear.
- Payroll deduction codes (BDCA) are the employer payroll expenses such as payroll taxes, retirement, health insurance, etc. and the items that are deducted from the employee’s gross wages such as federal and state withholding taxes.
- Earn codes (Earn) will display the different types of earn codes for a specific type of pay, such as Regular time (REG), Annual Leave (ANN), Sick Leave (SCK), etc. Included in the listing are Earn Codes that are used to calculate the appropriate payroll taxes when an employee has received a taxable fringe benefit.
- Employee Class (ECLS) are codes used to distinguish between the different types of employees based on the position they are working such as Faculty, Letter of Appointments, Temporary Employees, etc.
- Position numbers (Posn) are codes used for a unique position or a pooled position. Generally, an employee will have one position. Sometimes the employee has more than one position for items such as Extra Compensation, Stipends, Communication Device Allowances, etc.
The BDCA and Earn options are only available for the FOAPAL – Summary, FOAPAL – Detailed, Payroll by Employee – Summary, and Payroll by Employee – Detailed (payroll reports #1 through #4). Payroll Reports #5 though #7 will run however they will include all data.
NOTE: When selecting the BDCA codes, the user has the ability to select any code however the codes that are for employee only deductions, such as 0FW or 0SW federal and state withholding, nothing will show up on the related expense report or the user may see a message stating that “No data matches your criteria”.
The user must have a funding source such as an index or grant on the main page in order to have any amounts appear on a report. If there isn’t a funding source provided, the user will see an error message stating “No qualifications entered. You must enter qualifications to continue.”
The OK, Reset and Multiple Values options work the same as they do for the Transaction ‘More’ button.