Bi-Tech: On-Line Reports€¦ · Bi-Tech: On-Line Reports 3 Last Updated: 6/20/2007 D. To select options for the Budget & Expense Report: 1. Option descriptions will unfold below

Bi-Tech: On-Line Reports

1 Last Updated: 6/20/2007

A. Select Reports Menu: 1. Single click on the + in front of the Reports

folder. 2. The Reports folder will expand to show the

folders or reports. 3. Single click on the + in front of the Site

Reports folder 4. The Site Reports folder will expand to show the

available reports.



B. To select a report folder: 1. Four folders will unfold:

Fiscal contains two reports – the Budget and Expense Report and the Position Control (PCN) Report. Human Resources/Payroll contains the Employee ID Lookup Report. Purchasing contains only the Purchase Order Inquiry Reoprt at this time but will have more reports once the on-line purchase request is implemented later in 2007. Stores Inventory contains no reports at this time but will have reports once the on-line purchase request is implemented later in 2007.

2. Single click on the appropriate folder. C. To select a report: 1. Single click on the report name.

2. The report item expands to allow you to enter selection criteria

3.

Please see the following pages for more details on selection options for the reports.



D. To select options for the Budget & Expense Report: 1. Option descriptions will unfold below the report

name and option entry boxes will appear beside the descriptions.

2. Enter your site number over the 999. NOTE: Site numbers are listed on the last page of this documentation. If you do not enter a site number the report will come up empty.

3.

Leave “*” in the second box for all resources at your site OR Enter the value for the resource over the “*” In the second box.

4. The report date defaults to the end of the current month. This will select fiscal year-to-date budget & expense data for the report up to and including the current month.

5. Press Enter to submit the report.



E. The report is running: 1. This new web screen tells you that the report is

running 2. The screen does not require any action

3. You can cancel the report at any time by single

clicking the cancel box. F. The report navigation: 1. The report appears in a new web screen. Notice

that your 7i screen is still available on your computer

2. The report navigation bar is at the top of the report. It contains 4 navigation arrows.

3. If the report contains more than one page, the Forward Arrow will be lighted. Single click on the arrow to move to the next page.

4.

Single click the Back Arrow to move to the previous page.

5. The Arrows on either side of the Forward and Back Arrow move you to the last page or the first page of the report with a single click.



G. Reading the Budget & Expense Report: 1. Fiscal Year: The report fiscal year

2. Site: Selected site and description

3. Report Date: To and from dates for the selected data

4. Resource: Resource code from the account code. The report selects all the data for that resource coded to your site.

FOR EACH RESOURSE: 5. Budget Actual: The July 1 adopted budget plus

or minus all subsequent budget transfers. 6. YTD Actual: The total of all expenditures from

the beginning of the fiscal year. 7. Unexpended Balance: Budget less

expenditures. 8. Encumbrances: Outstanding/Encumbered

purchase orders 9. Unencumbered Balance: Unexpended Balance

less the encumbrances.



H. To see resource detail : 1. Move the cursor to the resource you want to

look at. 2. When it turns into a drill, Single click on the

resource. NOTE: Detail reports are called “drill down” reports. In addition to the resource summary (first level) there are 4 detail (drill down) level reports.

3. A blue box will appear beside the resource

4. Move the cursor to the blue box. It will turn into a hand.

5. Single click the hand in the blue box. 6. You will see the Report Running screen

described before. I. Level one resource detail: 1. Here you find the same columns of information

but at a major object level (1000, 2000, etc.). 2. To go to the org key level:

3. Move the cursor to the object accounts you want to look at.

4. When it turns into a drill, Single click on the object.

5. A blue box will appear beside the resource



described before.



J. Level two resource detail: 1. Here you find the same columns of information

for the object but at an Org Key level. 2. To go to the actual accounts.

3. Move the cursor to the Budget Amount, or YTD actual or Encumbrance Amount for which you would like to see the detail.

4. When it turns into a drill, Single click on the amount.

5. A blue box will appear beside the amount



described before. Notes about the screens: 1. The screens are regular web screens

You can: • Minimize them • Maximize them • Stack them

They are active until you “X” them out. For Drilling down, you can go back to a previous

screen and drill down on a different field and a new screen will come up.



A. B. C. D. E. F. G. H. I. J. K. Select Options for the Budget Report: 1. Transactions are printed and totalled by org key

A. Object: Object for the transaction B. Post Date: Date transaction posted to the

general ledger. C. Reference: From the source document

D. PO#: Purchase Order and Credit transaction numbers

E. Description: From the source document F. SS: Transaction Type

L. Select Options for the Budget Report: G. Misc: From source document

H. Debits: Amount expended

I. Credits: Amount returned, credited, abated

J. Net: Debits less credits

2. If you want to see the details for a PO (will not work with the CR memo in the above example) move the cursor to the number and when it turns into a drill follow the directions in the previous section. NOTE: It may take a minute for the report to appear.



M. To view Purchase Order Detail: 1. For Purchase Orders only:

2. In the PO# Column move the cursor to the PO# you want to look at - when it turns into a drill follow the directions in the previous section. NOTE: It may take a minute for the report to appear.

M. Purchase Order Status Report: 1. Purchase Order Information: All of the

information pertaining ordering and shipping the goods.

2. Items: All of the items on the PO

3. Notes: Any special instructions relating the the PO

4. Encumbrances: Current amounts encumbered. Will be empty for a fully paid/closed PO.

5. Open Hold Activity: Payments made to the vendor for the PO.



M1. To see a specific Purchase Order or Purchase Request: 1. Move the cursor to the PO: Purchasing folder.

2. Single click on the folder. 3. Move the cursor to the report name: Purchase

Order Status Inquiry. 4. Single click on the report name: 5.

The report item expands to allow you to enter selection criteria

M1. To select options for the Purchase Order Status Inquiry report: 1. Option descriptions will unfold below the report


2. Enter your purchase REQUEST over the “R”. Be sure to use caps for any letters in the PO number. OR Enter your purchase ORDER number over the “P”

3. Press ENTER NOTE: This report can take as long as a minute to load.



M1. Purchase Order Status Report: 1. Purchase Order Information: All of the

information pertaining ordering and shipping the goods.

2. Items: All of the items on the PO

3. Notes: Any special instructions relating the the PO

4. Encumbrances: Current amounts encumbered. Will be empty for a fully paid/closed PO.

5. Open Hold Activity: Payments made to the vendor for the PO.



N. To view Position Control Reports:

Position Control (PCN – Hourly): Provides you with the timecard positions assigned to your site. Position Control (PCN – Monthly): Provides all regular monthly paid positions, allocated FTE, funding and employees assigned.

1. Single click on the report name you wish to

view.



O. Select Options: 1. Option descriptions will unfold below the report


2. Enter your site number over the 000. NOTE: If you do not enter a site number the report will come up empty.

3.

Leave “*” in the second box to include all employes at your site OR Enter the value for the resource over the “*” to obtain only those employees in that particular resource

4. Press Enter to submit the report.



P. The report is running: 1. This web screen tells you that the report is

running 2. The screen does not require any action

3. You can cancel the report at any time by single

clicking the cancel box. Q. Reading the PCN Monthly Report: 1. Site: Selected site and description 2. Resource: number and description

3. OrgKey/Object: Associated with PCN

4. PCN/Emp ID: PCN number and Employee ID 5. Job Title/Employee: Job Title description and

employee(s) assigned to the PCN 6. Appr/Filled/Avail FTE: Total approved, filled

and available FTE for that PCN



Q. Reading the PCN Monthly Report, (Cont.): 9. CERT/CLASS: Position type; CE for

Certificated and CL for Classified 10. Salary Sch and Salary Range: The standard

salary schedule and range for that position 12. Hrs Day/Days Year/Pay Months: The

standard Work Hours, Days and Months for that position. IF the employee has less work hours than the standard, the reduced number of hours for that employee will be reflected to the right of their name.

15. PCN Total: Approved, Filled and Available FTE totals by PCN

R. Reading the PCN Hourly Report: 1. The PCN Hourly Report provides you with the

hourly (timecard) positions to your site. These positions are to be used for your additional pay or hourly employees who receive pay based on timecards.



S. Employee ID Finder: 1. Single click on the Human Resources – Payroll

Folder. 2. Single click on Employee ID Finder T. Employee ID Finder: 1. To find an employee by Name: Enter the LAST

NAME in caps on line 1. If it’s a common name, you can also enter all or a portion of the FIRST NAME followed by a * on line 2. E

2. Single click on Submit



U. Employee ID Finder: 1. To find an employee by SSN: Enter the 9 diget

social security number on line 1. 2. Single click on Submit V. Employee ID Finder: 1. To verify it’s the correct employee, the street

name will be listed next to the employee ID and name



W. Printing Reports: 1. Click on the options icon 2. At the pull down screen click on Print W. Printing Reports, (cont.): 1. Click on your local printer 2. At the pull down screen click on Print



X. Saving as a PDF file: 1. Click on the PDF icon X. Saving as a PDF file, (Cont.): 1. The report will be copied to Adobe format on

your desktop screen 2. Click on the disk icon to start the save process



X. Saving as a PDF file, (cont.): 1. On the Save the Copy box, click on the Save In

arrow 2. Move down and click on the C: Drive X. Saving as a PDF file, (cont.): 1. When you see the C: drive in the Save In box 2. Click on save



X. Saving as a PDF file, (cont.): 1. On your desktop click on “My Computer” X. Saving as a PDF file, (cont.): 1. Open your C: drive by double clicking on the

icon



X. Saving as a PDF file, (cont.): 1. Find the report on your C drive, open and

copy to the folder you want to save the report in

Documents

Bi-Tech: On-Line Reports€¦ · Bi-Tech: On-Line Reports 3 Last Updated: 6/20/2007 D. To select options for the Budget & Expense Report: 1. Option descriptions will unfold below