Revised on: 23rd January 2010

TechnologyOne Financials

Reports & Enquiries Training guide for End Users

TechnologyOne Financials – Reports & Enquiries – training for End Users

This training manual will describe how to get the best out of your enquiry and reporting tabs:

Reports Tab ........................................................................................................................... 1 

Exercise – Funds Availability by Natural Account within Project ........................................... 2 

Discussion – Operational Projects: Funds Availability Reports ......................................... 3 

Discussion – Research Projects: Funds Availability Reports ............................................. 3 

Exercise – Funds Availability by Project within Budget Centre ............................................. 4 

Discussion – Budget Centre: Funds Availability Reports ................................................... 5 

Discussion – New or Modified Projects .............................................................................. 5 

Discussion – Other Reports ............................................................................................... 5 

Project Enquiry Tab................................................................................................................ 6 

Exercise – Enquiry on Research Projects ............................................................................. 6 

Exercise – Enquiry on Operational Projects .......................................................................... 6 

Key Enquiry Grid Customisations ....................................................................................... 7 

TechnologyOne Financials – Reports & Enquiries – training for End Users 1

Reports Tab There will be limited reports available in the production environment at go-live.

The three key project reports that will be available are:

• Funds Availability by Natural Account within Project

• Funds Availability by Project within Budget Centre

• New or Modified Project Chart Accounts

TechnologyOne Financials – Reports & Enquiries – training for End Users 2

Exercise – Funds Availability by Natural Account within Project This report enables you to review the expenditure of a project by Natural Account.

There are two different types of output depending on whether the project is operational or research.

This exercise shows how to run a Funds Availability Report:

1. Workplace: UTAS Central Finance Officer

2. Workplace tab: Reports

3. Click on Funds Availability by Nat Acct within Project. This opens the process.

4. Select the Destination

5. Select the Year

6. Select the Month enquiring on

7. Enter the Project Number

a. Example 1 will be an Operational Project 010000 (run @ 31/12/09)

b. Example 2 will be a Research Project 014578 (run @ 31/12/09)

8. Run Report in the Actions to perform

9. The report will run to Excel

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Discussion – Operational Projects: Funds Availability Reports

The Funds Availability reports are similar to those experienced in the previous system. They operate from a Periodic Ledger (e.g. each year has its own ledger) and the income and expenditure for the year being enquired upon will be reported against that years’ budget (including any carry forwards).

Discussion – Research Projects: Funds Availability Reports

The Funds Availability reports for Research projects are significantly different to those experienced in the past. They operate from a Perpetual Ledger, therefore all reports will give a Life to Date budgets, expenditure and income (excluding contract income).

There are some key points to discuss:

• Account 10950: Operating Actuals – This account is relevant only for migrated projects – it will not be used for projects opened in T1. The balance in this account represents the Accumulated Funds Balance as at 31st December 2008 from the old FMIS.

• The report splits income and expenditure into three columns, prior year(s) income and expenditure, current years’ income and expenditure and the Life to Date position.

• Research Budgets will be loaded as income and expenditure budgets. Certain accounts are excluded from this report (see Appendix) due to the expenditure budget being loaded (in the past an income encumbrance was loaded). Other reports will be written to enable you to review the Contract Income Variance.

There are two columns showing Funds Availability on these reports relating to the current year.

The Funds Availability (University) is the balance of project(s) that the University looks at when reviewing the carry forward positions at the end of a financial year.

The Funds Availability (Budget Centre) is the balance of the project(s) after additional commitments the budget centre may have recorded against the project(s).

There is Drilldown capability on these reports for Actuals.

TechnologyOne Financials – Reports & Enquiries – training for End Users 4

Exercise – Funds Availability by Project within Budget Centre This report enables you to review the funds availability by Budget Centre.

This exercise shows how to run a Funds Availability Report:

Workplace: UTAS Central Finance Officer

10. Workplace tab: Reports

11. Click on Funds Availability by Project within Budget Centre. This opens the process.

12. Select the Destination

13. Select the Year (for demonstration select 2009)

14. Select the Month enquiring on (for demonstration select Dec+Adj)

15. Select Budget Centre (for demonstration select BC 307)

16. Group by Discipline/Depart (there is a selection of groupings that can be chosen from this menu)

17. Start Processing in the Actions to perform

TechnologyOne Financials – Reports & Enquiries – training for End Users 5

Discussion – Budget Centre: Funds Availability Reports

The Funds Availability report will show all projects from both ledgers and will be displayed based on the Group by criteria requested.

The Life to Date funds availability will be provided for Research projects e.g. the report doesn’t show the breakdown by years as demonstrated in the earlier report.

Discussion – New or Modified Projects

This report will show by a selected date range projects that have been added or modified. The data returned will include all information held against that project, including Contract Titles.

For the training session, the trainer will show a copy of this report, but it will not be run given all projects were loaded on the same date.

Discussion – Other Reports

Financial Services are currently in the process of developing other reports.

There will be a demonstration on the following:

• Profit and Loss Statement.

• Profit by Funds Source (to demonstrate how natural accounts can be consolidated).

TechnologyOne Financials – Reports & Enquiries – training for End Users 6

Project Enquiry Tab You can conduct enquiries at the Account Number level right down to more detailed Transaction enquiries.

This exercise will show you how to enquire upon an Account and review Period Balances and Transaction Listing details.

Exercise – Enquiry on Research Projects Workplace: UTAS Admin Officer - General

18. Workplace tab: Project Enquiry

19. Click on Research & Trusts Ledger

20. Perform enquiry on project 014578

Exercise – Enquiry on Operational Projects Workplace: UTAS Admin Officer - General

21. Workplace tab: Project Enquiry

22. Click on Operational Project Ledger Current Year 2010

23. Perform enquiry on project 010000

Your trainer will discuss other key search criteria which are available for use with particular reference to consolidation of natural accounts:

- Budget Acct Category – the highest level of consolidation

- Budget Group

- Budget Account Group

- Budget Account Sub-Group

Your trainer will also show you how to use the Search Function

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Key Enquiry Grid Customisations

There are some useful customisation of the Transaction Listing grid. These include:

Narration 1 In most instances Narration 1 is a free form field for the user to populate, however, for UTRANs and Feeder Systems, they may include:

- Job Description/Work Category (AMS UTRAN)

Narration 2 In most instances Narration 2 is a free form field for the user to populate, however, for UTRANs and Feeder Systems, they may include:

- Asset # = SCLS number (ITR UTRAN/PC Lease Scheme)

- Vehicle Registration number (Vehicle Fleet Standing Hire)

- Date of Hire (Vehicle Fleet Chargebacks)

- Requested for (General Journals/UniPrint)

Narration 3 In most instances Narration 3 is a free form field for the user to populate, however, for UTRANs and Feeder Systems, they may include:

- Recharge Month

- Travel Return Date (Vehicle Fleet)

Activity These are the predefined Activities within T1. These activities would mostly relate to:

- Travel

- Printing

- Events & Marketing

Feeder System Reference

This field is generally populated by UTRANs and Feeder Systems and may include:

- Service Desk Reference Number (ITR UTRAN)

- Work Request Number (AMS UTRAN and Central Charge)

- Booking Reference Number (Vehicle Fleet)

- Job Number (UniPrint)

- Reference Number (CSL Central Charge)

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Participant/ Employee

This field is populated in a number of ways and can include:

- Requested for (General UTRAN)

- Requestor (AMS UTRAN, UniPrint, CSL)

- Driver (Vehicle Fleet)

- User Name (PC Lease Scheme)

Please note that these fields have been setup for the future use – while some feeder systems have been altered to accommodate these additional changes, others may take some time for the information to be populated.

It is anticipated that by supplying this information, you will be able to perform more detailed enquiries.