User Defined Reports by sol61731

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									               User Defined Reports For FMS6



                                      Contents


                                                                                Page

1. Introduction                                                                 2

2. Amending Existing UDR’s                                                      3

3. Row Sets                                                                     3

4. Column Sets                                                                  6

5. Adding A New Report                                                          7

6. Checking a Report                                                            7

7. Exporting/Importing Reports to Disk                                          7

8. Exporting Reports to Excel                                                   8


N.B. Always make sure that your User Defined Report is picking up all the
financial data that you want it to before accepting the figures as accurate.

Always give the Governing Body a system produced report that includes all
Ledger Codes/Cost Centres to ensure that they are monitoring the full school
budget.




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1. Introduction


User defined reports (UDR’s) are an opportunity for schools to create their own
reports for specific reasons. The route for UDR’s is Reports > General Ledger > User
Defined Reports.

There is a danger in using UDR’s; before using the report for management purposes,
staff need to carefully check against a system derived report to ensure that the full
budget and expenditure totals are the same.

County Finance have pre-written and installed 5 UDR’s for schools to use. These
reports are:

CFR Standard report                     Ledger group driven for DFES purposes
Income/Expenditure Commitment           Ledger code driven
Profiled Income/Expenditure             Ledger code driven
Virements                               Ledger code driven
Standard Cost Centre                    Cost centre driven

The first 4 of these reports should only be amended or updated on advice from County
Finance and will only need amending if new ledger codes are added within FMS6.
The Standard Cost Centre report will need to be amended in order to reflect your own
school’s cost centres that have been added in FMS6.

When editing UDR’s do make sure that you keep saving and selecting at every
stage as it is easy to do a lot of work and cancelling instead of saving will lose all
of this.

All of these reports can only be edited by the System Manager.




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2. Amending Existing UDR’s

If a school wishes to amend or personalise any of these reports, (or use one of these
reports as a base for starting a new one), then they should clone (copy) the desired
report by highlighting it and clicking on the & sign icon to the top right of the screen.
The new report can be given a unique name.
If you now highlight your new report you can double click to see how it is set up and
which row sets and column sets have been copied, as well as the fonts used, page
layout and any headers and footers used.




3. Row Sets




The row set is the list of named cost centres/budget ledger accounts that will appear
down the left-hand side of the report.
By clicking on the browser for row set you will see the row sets pre installed by
County Finance.




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Clone (copy) the pre set row set by clicking on the & to the right of the box and give
it a unique name.
Edit your new highlighted default row set by clicking on the pencil edit icon. You are
now looking at the row numbers and names and what type of information that the
report is using. Click on the edit pencil to see what types of information are available
to you:




N.B. If you want to leave a blank row for a space then choose Text and save with a
blank name.

Look at your report line by line to see how the different information is being used e.g.
how choosing Sum you can add up a selection of rows to create a sub total, and page
break will tell the report when to end one page and start another.
Click the edit pencil when highlighting a Ledger Type row and you can see what
ledger codes have been included for each row, and by clicking on the browser you can
select or deselect ledger codes to be linked to the row.




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On the ‘Row Set Details’ screen you have the choice to add a row (adding will always
add a row at the end of the report), delete a highlighted row, or insert a line above the
highlighted row. You can also move rows up and down the report.




On your cloned report you can make any adjustments as required to the row set or you
may wish to choose one of the other existing row sets that have been included.




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4. Column sets
The column set is the list of column headings that will appear at the top of your
report.
By clicking on the browser for column set you will see the column sets pre installed
by County Finance.
Clone (copy) the pre set column set by clicking on the & to the right of the box and
give it a unique name.
Edit your new highlighted default column set by clicking on the pencil edit icon. You
are now looking at the column numbers and names and what type of information that
the report is using. Click on the edit pencil to see what types of information are
available to you:




Note the Original Budget option is only of use if you have fixed your budget within
FMS6.
To the right of the screen you have the option to define which months or month that
you wish the report to look at. This is very relevant if you are looking at a profiled
report to ensure that the profile and actual expenditure columns are both looking to
the same months. This is also of importance when checking your schools expenditure
against the ORACLE management report to ensure that both reports are looking to the
same month ending.

On the ‘Column Set Details’ screen you have the choice to add a column (adding will
always add a column at the end of the report), delete a highlighted column, or insert a
column. You can also move columns from left and right of the report.




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5. Adding a New Report
When adding a completely new report it is worth remembering that you can still
default existing row sets or column sets to it.


6. Checking a Report
You can always check a report to ensure that it is looking at all of the Cost Centres
that it should be including by highlighting a report and clicking on the Check Report
(turquoise paper icon to the top right of the screen).

This will give you the option to check Cost Centres not used in this report; Ledger
Code types not used in this report and to print a report structure.
The report structure is extremely useful when checking your schools expenditure
against the ORACLE management report to see where respective ledger codes are
grouped within the report.




                                                                            Check
                                                                            report.


                                                                            Export
                                                                            Report

                                                                            Import
                                                                            report




7. Exporting/Importing reports to disk
You can easily export a report to disk to be imported into another FMS6 system by
highlighting the desired report and clicking on the top Focus line ‘User Defined
Reports and choosing ‘Export Report’.
If someone sends you a new report on disk then choose the ‘Import Report’ option
with the disk in the respective drive.




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8. Exporting Reports to Excel
You can easily export a report to Excel that will then give you the opportunity to add
calculations or columns without affecting the accurate figures exported from FMS6.
This also gives schools the opportunity to add commentaries against relevant budget
lines as necessary.
To do this highlight the desired report and click on the print icon to the top right of the
screen. The system always prints to screen first enabling you to either click the print
icon again to make an actual print, or to click on the ‘Export to Disk’ icon next to the
printer icon. Choose the ‘Export to disk’ icon and click on the Export Options
browser to select ‘Comma Separated Values Format (CSV), and click OK.
Choose where you wish to save your report as a file and give it a file name (if this is
to be a regular report give it a name and the relevant month/quarter/term).
Click save and then close the report on screen and open Excel. Look in the drive that
you saved it in and ensure that you change ‘Files of a type’ to read ‘All files’.
Your report should now open as a spreadsheet and will need a little bit of tidying to
ensure that you have the full column headings etc.




N.B. Always make sure that your User Defined Report is picking up all the
financial data that you want it to before accepting the figures as accurate.

Always give the Governing Body a system produced report that includes all
Ledger Codes/Cost Centres to ensure that they are monitoring the full school
budget.




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