eReports

1
eReports

• Financial eReports are a set of pre-structured
  web-based reports that extract information from
  the University data warehouse, available on line
  at www.nyu.edu/ereports

2
Introduction

• Access to eReports is defined by the department
  or organization to which a user belongs and is
  subject to security policies of the University
• eReports are refreshed and updated every hour

3
Overview

• The goal is to demonstrate what the eReports can
  provide
• We will overview all available reports, but focus
  on which eReports can benefit the Principal
  Investigator
• Additional sessions are provided to focus on the
  needs of Administrators and support staff

4
Agenda

• Chartfield Structure Combinations
• Site Maps
• Requesting eReports
• View eReports
• Overview possible areas of error
• Where to obtain more information

5
Chartstring Structure
6
Chartstring Structure Example

• CUFS
• fame

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Chartfield Combination
8
Site Map
9
Login

• Open your internet explorer and enter
  http//www.nyu.edu/ereports
• Getting Started provides requirements and other
  startup information.
• Choose Login to access eReports

10
User Name and Password

• You will be prompted to enter you user name and
  password.
• Your user name is your Kerbos ID
• Get an assigned password

11
Main Menu

• It is recommended to change your password as soon
  as possible, which is your second option
• Click School of Medicine (SOM) - fame

12
School of Medicine - fame

• The Crosswalk Inquiry Reports allow you to
  convert chartstring combinations from CUFS to
  fame and vice versa
• Click on Crosswalk Inquiry Reports

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Crosswalk Options
Crosswalk entire CUFS chartfield to fame
Crosswalk CUFS Fund/ Area/ Org only to fame
Crosswalk the CUFS Object / Sub-object only to
fame
Crosswalk the entire fame chartfield to CUFS
Crosswalk all CUFS Object / Sub-object to fame
account codes (provides all possible expense
categories in fame)
CLICK ON THE FIRST OPTION CUFS to fame All
Chartfields
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Requesting Crosswalk Reports
1. Enter your CUFS fund
2. Enter CUFS area
3. Enter your CUFS Organization
4. Enter your CUFS Obj/Sub Obj
5. Keep as PDF
6. Click Submit
15
Crosswalk - example
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School of Medicine - fame

• Click the back button four times or until your
  are at the School of Medicine (fame) screen
• Click on SOM Organization Budget (formerly MFR
  Reports)

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Back Arrow

• There is a small black arrow circled in red that
  will give you a menu instead of continuing to use
  the back button

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Organization Budget Reports

• Grant, Operating and Fund Balance are the three
  types of Organizational Budget Reports (OBR)s
• Each type includes
• Summary Report
• Detail and Special Detail Reports
• Purchase Order Activity Report
• Payroll Distribution Report

19
OBR Site Map with Fund Reference
20
Organization Budget Reports

• The Summary Report provides the budget, expenses
  and projections
• The Summary Report format is the only report that
  varies with each type of OBR
• All other reports are in the same format but
  represent different time periods
• Grant Year represent the grant year
• Fund Balance and Operating are based on the
  fiscal year

21
Organization Budget Reports

• The Detail Report lists the expenses and income
  that have been charged to the chartstring for the
  requested month and year. Special Detail is year
  to date.
• The Purchase Order Activity Report lists expenses
  that Purchasing Services has scheduled to pay,
  but Accounts Payable has not paid.
• The Payroll Distribution Report lists the
  employees and amounts that were expensed against
  the requested chartstring.

22
Grant Year Reports

• As mentioned, the Grant Year Reports are based on
  the grant year
• Click on Grant Year Reports

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Grant Year Reports Cont.

• The Summary Report
• Can be viewed on screen
• Broken down by account and viewed on screen
• Broken down by account and downloaded into excel
• Click Grant Year Summary Report

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Requesting Reports Tips

• To request all combinations within your access,
  leave the asterisk () in the parameter field.
  (Can not leave a field blank)
• You must enter the period end date as mmddyy or
  mm/dd/yy
• If you have parameters they must be on each side
  of the screen for the Org, Program and Project

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Requesting Summary Reports
2. Enter your organization on in the top
parameter field on each side of the screen
1. Enter your 2 digit Fund Number
3. Enter the Period End Dater
4. Enter project on each side
5. Keep as PDF
6. Click Submit
26
Grant Year Summary Report - Example
27
Grant Year Reports

• Click the back button twice or until your are at
  the Grant Year Reports Screen
• Click on Detail Report (Expense and Income)

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Requesting Detail Report
7. Click Submit
1. Enter your Fund Number
2. Enter your organization
3. Enter the Period End Date
5. Project left with asterisk to obtain all
combinations within Fund 26 and Org D1234

5. Keep as PDF
6. Click Submit
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Detail Report - Example
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Grant Year Reports

• Click the back button twice or until your are at
  the Grant Year Reports screen
• Click on Purchase Order Activity Report

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Requesting Purchase Order Activity Report
1. Enter your Fund Number
2. Enter your organization
3. Enter Fiscal Year
4. Enter month
5. Enter project
7. Click Submit
6. Keep as PDF
32
Purchase Order Activity Report - example
33
Grant Year Reports

• Click the back button twice or until your are at
  the Grant Reports screen
• Click on Payroll Distribution Report

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Requesting Payroll Distribution Report
2. Enter your organization on in the top
parameter field on each side of the screen
1. Enter your 2 digit Fund Number
3. Enter Calendar Year
4. Enter month
5. Enter project on each side
6. Keep as PDF
7. Click Submit
35
Payroll Distribution Report - example
36
School of Medicine - fame

• Click the back button three times or until your
  are at the School of Medicine (fame) screen
• Click on SOM Financial Analysis Reports

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Financial Analysis Reports

• There are two basic reports provided
• Account Analysis provides a cumulative summary of
  the expenses by month
• Trial Balance will summarize ending balances per
  chartstrings (reports one line per chartstring)
• The grant year reports are based on grant year
  and the non grant year reports are based on the
  fiscal year

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Grant Trial Balance

• Click the back button twice or until you are at
  the Financial Analysis Screen
• The Trial Balance will provide one line per
  chartfield
• Click on Grant Trial Balance

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Trial Balance Requesting Tips

• To request all combinations within your access,
  leave the asterisk () in the parameter field
  (the report has one line per chartstring)
• To request by PI click the notebook icon to the
  right of the parameter field

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Requesting Trial Balances
2. Enter your organization range to obtain all of
your department/division leave asterisk in PI
fields
1. Enter Fund Number to obtain all of one fund
under your access
3. To obtain a trial balance for a PI, click on
the notebook icon to the right of the parameter
field
Enter Period End Date
Keep as PDF
Click Submit
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Notebook Icon

• Enter the first letter of the last name before
  the symbol and click on Find
• Click on the PI name and the code will populate
  Principal Investigator (PI) ID parameter field

42
Grant Trial Balance - example
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Account Analysis

• The Account Analysis Report provides a cumulative
  summary of the grant or fiscal year expenses, the
  columns represent the months and the rows
  represent the personnel and non-personnel
  categories
• Click Grant Account Analysis PS/OTPS Report

44
Requesting Account Analysis
26
1. Enter Fund Number
2. Enter your organization
3. Enter Period End Date
4. Enter project
5. Keep as PDF
6. Click Submit
45
Account Analysis Reports - example
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Other eReports available

• Negative Confirmation Reports - view purchase
  order related invoices that have been received by
  Accounts Payable (AP) and are scheduled to be
  paid.
• Invoice/ Payment Inquiry Reports - lists requests
  for payment received by AP from departments or
  schools and unpaid PO invoices received by AP
  from Vendors.
• Check Issued Reports - provides detailed
  information related to checks that have been
  issued by AP.

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Other eReports available cont.

• Department/Division Reports provide a complete
  listing of Departments and Divisions with Unit
  Head, Administrator and Sponsored Program
  Financial Analyst

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Where to Obtain More Information

• www.med.nyu.edu/finance/workshops/index.html
• Controllers web site www.nyu.edu/cdv
• Purchasing Services web site www.nyu.edu/purchasin
  g.services
• Financial System Group
• som_fin_sys_support_at_med.nyu.edu