ProCard Transactions. Module: Finance Data Warehouse. Table of Contents. Overview Step 1: Log into Finance Data Warehouse...

Transcription

1 PrCard Transactins Mdule: Finance Data Warehuse Table f Cntents Overview... 2 Step 1: Lg int Finance Data Warehuse... 3 Step 2: Dashbard Set-Up... 5 Step 3: Reprt Set-Up...7 a. PrCard Transactins Page...7 b. Reprt Filters... 9 c. Clumn Labels d. Save Custmizatin Step 4: Review Results General Features a. Print/Exprt References Cntact tut_fwd_prcard_gcard.pdf Page 1 f 16

2 Overview Finance Data Warehuse is the reprting system used by departments t extract financial data. New users can request access t Finance Data Warehuse by cmpleting the System Access Request frm and return it t CMS Security, ext. zip Training t access FDW is nt required, but users can enrll in the Intr t Finance Data Warehuse class (Curse N. FIN008). Fr mre infrmatin abut this and ther finance curses, refer t Training. Emplyees with the respnsibility f rdering gds/services r making travel arrangements fr their department can pay fr these purchases with ne f the university prcurement cards: PrCard is used fr purchasing gds and services. GCard is t prepay a specific list f travel expenses. Refer t Prcurement Pathways fr mre infrmatin abut the PrCard and GCard prgrams. Fr reprting purpses, FDW users can run a PrCard Transactins reprt t btain PrCard r GCard purchasing histry. The data surce is cming frm the CFS PrCard mdule which is used by cardhlders each mnth t cmplete the statement recnciliatins. This guide will g thrugh the steps f running PrCard Transactins reprt. tut_fwd_prcard_gcard.pdf Page 2 f 16

3 Step 1: Lg int Finance Data Warehuse 1. In MySJSU, click the Finance Data Warehuse hyplink. The CSYu page displays. 2. Click Finance Data Warehuse buttn. tut_fwd_prcard_gcard.pdf Page 3 f 16

4 3. Select San Jse. 4. Click Lgin. 5. Enter yur SJSUOne ID and passwrd. tut_fwd_prcard_gcard.pdf Page 4 f 16

5 The Finance Data Warehuse Hme Recent page displays. The last six pages/dashbards visited by user are displayed n this page. There are hyperlinks n page allws user t quickly navigate t the pages/dashbards. If this is yur first time lgging int FDW, this page will be blank. Step 2: Dashbard Set-Up FDW has dashbards that cntain a cllectin f reprts. The nes cmmnly used by departments are: Financial Reprting: Dashbard cntains a cllectin f summary reprts with a drill dwn feature that allws users t view transactin details. Transactin Inquiry: Dashbard cntains a cllectin f transactin detail reprts such as Open POs and PrCard Transactins. Befre running any reprt within a dashbard, the values must be selected and saved. 1. Click Dashbards, lcated at tp right f page, t display menu. 2. Click Transactin Inquiry hyperlink. tut_fwd_prcard_gcard.pdf Page 5 f 16

6 The Transactin Inquiry Dashbard Hme displays. 3. Frm the drp dwn menu select the fllwing values- Business Unit: SJ000- San Jse Budget Ledger: Standard Budget Grup Budget Scenari: Base 4. Click Apply. 5. Click the Page Optins icn. 6. When the Page Optin menu display, select Save Current Custmizatin. tut_fwd_prcard_gcard.pdf Page 6 f 16

7 7. Enter a name fr yur custmizatin. 8. Check bx fr Make this my default fr this page. 9. Click OK. Dashbard set-up is cmplete. Step 3: Reprt Set-Up a. PrCard Transactins Page 1. G t Dashbards. 2. Click the Transactin Inquiry hyperlink. tut_fwd_prcard_gcard.pdf Page 7 f 16

8 3. Click the tab fr PrCard Transactins frm the Transactin Inquiry Dashbard. The PrCard Transactins page displays. tut_fwd_prcard_gcard.pdf Page 8 f 16

9 b. Reprt Filters The instructins belw are fr setting up a department level PrCard Transactins reprt. A department level reprt will extract PrCard r GCard purchase histry that were psted t all Funds assciated t the selected Department ID(s) r Dept Level. Imprtant: D nt type the value in the field; instead, select frm the drp dwn menu r use the Mre/Search feature in the field t lcate it. # Field Value t Select Additinal Inf 1 Business Unit SJ000-San Jse A default based n Dashbard settings. Defaults t current fiscal year. 2 Fiscal Year Select a fiscal year Yu can chse ne r mre fiscal years by checking the bxes as needed in this field: 2017 = FY = FY = FY = FY and etc. tut_fwd_prcard_gcard.pdf Page 9 f 16

10 As f Perid Frm 1 Defaults t Perid 1 t SJSU s fiscal year begins n July 1 st (Perid 1) and ends June 30 th (Perid 12). As f Perid T 12 Chse specific perid r perid range as needed. Defaults t Accunt Type 60-Expenditures 5 Fund Uncheck the bx fr X value. Leave this field as-is since all PrCard and GCard expenses are psted t an expense accunt (an accunt that begins with a 6). Fr a department level reprt, leave this field blank. 6 Dept PC Origin 7 PC Owner 8 Advanced Filters Select DeptID(s) frm the drp dwn menu by checking bx r g t Mre/Search in field t lcate value. USB fr PrCard UST fr GCard Select name f cardhlder. Click icn t expand Dept Tree and Dept Levels sectin. Leave this field blank if yu want t select at the rganizatin level (line # 6 t 8). If yu belng t department such as a cllege r divisin where there are many departments assciated t it, then yu will want t select values rganizatinal level (Dept nde) fields: Dept Tree Name and Dept Level 1 t Dept Level 5 fields instead f the Dept field. Optinal t select. Leaving this field blank will put up data fr bth cards. Optinal t select. Leaving this field blank will put up data fr cardhlders with transactins psted t yur Dept r Dept Level. This applies if yu are selecting at the Dept Level (rganizatin). tut_fwd_prcard_gcard.pdf Page 10 f 16

11 Dept Tree Name SJ_Dept_Primary This applies if yu are selecting at the Dept Level (rganizatin). D nt select frm this field if yu have selected value in the Dept field. This sectin applies if user will select Dept nde at the rganizatin level. Organizatin level allws yu t select a Dept nde which will pull up data fr all DeptIDs within that nde (rganizatin). 9 Nte: T delete SJ_Dept_Primary click in the field t highlight it and press the delete buttn n keybard. This applies if yu want t select Dept nde (rganizatin level). Dept Level 1 t Dept Level 5 Select DeptID nde (Nxxxx) frm ne f the fields. D nt select frm this field if yu have selected value in the Dept field. This sectin applies if user will select Dept at the rganizatin level. Organizatin level allws yu t select a Dept nde which will pull up data fr all DeptIDs within that nde (rganizatin): Dept Level 1 = Ttal University Dept Level 2 = Divisin Dept Level 3 = Cllege Dept Level 4 = Department/Prgram Dept Level 5 = Department/Prgram 10 Apply Filters Click buttn Data results will display in bttm prtin f page. tut_fwd_prcard_gcard.pdf Page 11 f 16

12 c. Clumn Labels Data displays at bttm f page after clicking the Apply Filters buttn. Select a label fr each clumn header. # Field Value t Select Additinal Infrmatin 1 Clumn 1 t Clumn 6 We recmmend, the fllwing labels t be represented in the clumns: 2 OK 3 Select Reprt View Clumn 1- Fund Fdescr Clumn 2- Dept Fdescr Clumn 3- Accunt Fdescr Clumn 4- PC Owner Clumn 5- PC Origin Clumn 6- Hide Click buttn t apply selected labels t reprt. Pr Card Transactin dwnlad t Excel The label and rder f the headers will be up t the user. The clumns are cnnected t the headers that are in yellw. tut_fwd_prcard_gcard.pdf Page 12 f 16

13 d. Save Custmizatin After applying selected values and chsing clumn header labels and reprt view, save yur custmized reprt in Page Optin. The saved custmizatin is specific t the reprt where it was created and saved. Fr example, yur custmizatin saved in Open PO page will nt be fund in the PrCard Transactins page. # Field Value t Select Additinal Infrmatin 1 Page Optins Save Current Custmizatin Apply Save Custmizatin Edit Saved Custmizatin Yu can save many custmizatins (versins f reprt), but nly ne can be the default. Select a different saved custmizatin t run. Yu can save as many custmizatins fr a reprt, but nly ne can be the default. Used t change default, delete, and rename existing custmizatin. tut_fwd_prcard_gcard.pdf Page 13 f 16

14 Step 4: Review Results The infrmatin displayed in the Results sectin cmes frm the PrCard and GCard recnciliatin statement cmpleted by the cardhlder. # Field Additinal Infrmatin The Clumn 1 t 5 are tied t the headers in yellw. Chartfields: 1 Clumn 1 t Clumn 5: Dept Fdescr Department descriptin Fund Fdescr Fund descriptin Acct Fdescr Accunt descriptin PC Owner The name f cardhlder PC Origin USB fr PrCard and UST fr GCard 2 Invice ID The invice # fr PrCard r GCard billing statement. 3 Invice Date Date f the PrCard r GCard billing statement. 4 PC Trans Date Date the transactin psted t PrCard r GCard accunt. 5 PC Supplier Name Supplier Name 6 PC State Supplier s business lcatin 7 PC Dist Amunt Transactin amunt charged t the chartfield string. 8 PC Reference # Additinal infrmatin entered by the cardhlder in the recnciliatin. 9 PC Descriptin Additinal infrmatin, an explanatin r a justificatin the cardhlder in the recnciliatin. fr purchase entered by tut_fwd_prcard_gcard.pdf Page 14 f 16

15 The fiscal year where transactin was psted in: 10 Fiscal Year 2017 is FY is FY is FY and etc. The accunting perid transactin was charged in. There are 12 mnths (July 1 t June 30) in a fiscal year and each mnth are identified as fllws: 11 Perid July is Perid 1 Octber is Perid 4 December is Perid 6 and etc. General Features a. Print/Exprt # Field Additinal Infrmatin We recmmend exprting this reprt t an Excel r CSV. Once in that frmat, 1 Exprt user can mdify the reprt fr efficient printing. tut_fwd_prcard_gcard.pdf Page 15 f 16

16 References Finance Training ( Finance Tutrials ( MySJSU ( Prcurement Pathways ( System Access Request Frm ( Cntact If there are any questins regarding Finance Data Warehuse, please cntact Finance Supprt at r tut_fwd_prcard_gcard.pdf Page 16 f 16