MEMFIS Reports Financial Reports MEMFIS Reports Funds Available for

							                                 MEMFIS Reports
Financial Reports (MEMFIS Reports)
   • Funds Available for Viewing
   The following reports can be accessed directly by specific account or fund
   • Statement of Account
   • Budget Report
   • Personnel Expenditures
   • Encumbrance Summary
   • Transaction Detail Report (by specific account only)
   • Summary Trial Balance
   • Financial Summary Report        - Available April 29, 2002

Other Reports (MEMFIS Reports)
   •   Balance Sheet Object Codes with Definitions
   •   Expense Object Codes with Definitions and Category Codes
   •   Revenue Object Codes with Definitions
   •   Campus Supply - Office Supplies
   •   Campus Supply - Warehouse Supplies
   •   Employee Number listing
   •   Search for Legacy Account Number
   •   Search for MEMFIS Account Number

Reports Available in Oracle (Run Reports)
   •   UNI Employee Listing
   •   UNI Encumbrance Report
   •   UNI Print Selected Requisitions w/Detail
   •   UNI Printed Requisitions Report
   •   UNI Purchase Order and Release Detail Report
   •   UNI Receiving Transactions Register
   •   UNI Requisition Activity Register

              Most reports are available in HTML, PDF, and Excel Formats




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Funds Available for Viewing
This "report" is a table listing funds accessible by the user and the reports available for each. Each
available report is accessible via a hot link. This allows users to view various reports without having to
enter the Oracle Account Code Combinations.
    •   Reports included in the table are:
          o Statement of Account
          o Budget Report
          o Personnel Expenditures
          o Encumbrance Summary

Statement of Account
This report replaces the legacy Statement of Account. It includes summary and detail information about
each account, including cash balances, revenues, and expenses. This report can be accessed by Fund
or Specific Account, or through Funds Available for Viewing.
    •   If accessed by fund, or through Funds Available for Viewing, you will be able to
        find out your Cash Balance Forward for local activity/non-general fund accounts
    •   Sorted by Appropriation Year, the report includes:
            o Current Month Actual, Object Code Description, Current Budget,
               Encumbrance, Year-to-Date Activity, Budget Variance, End Balance
               Actual
            o Users can drill down on Current Month Actual, Current Budget,
               Encumbrance figures to get detail information
    •   By clicking Show Detail, users will get a Summary by Object Code with additional
        capabilities to drill down into Year-to-Date figures
    •   By clicking the UNI Reference field, users can view line level detail for Invoices
        (including check #, check date), Purchase Orders, and Requisitions
    •   Encumbrance detail is available by clicking Object Code Encumbrance numbers
    •   Encumbrance summary is available by clicking on the Total Encumbrance
        numbers

Budget Report
This report lets users know quickly how they are doing budget-wise on their account. Users can drill
down on the current budget to see all Budget Transfers posted as of the period selected. This report can
be accessed by Fund or Specific Account, or through Funds Available for Viewing.
    •   This report lists, at roll up level, by Program, then Appropriation Year:
            o Original Budget
            o Current Budget - drill down for additional information
            o Encumbrance
            o Year-to-Date Actual
            o Budget Variance
            o % Committed
    •   Includes totals by program, organization and fund if you run the report by fund
    •   Includes totals for the account if run by specific account.




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Personnel Expenditures
This is a great report for determining salary savings. Personnel budgets, expenses and encumbrances
are reported by line, so you can see exactly where you are with salaries. This report can be accessed by
Fund or Specific Account, or through Funds Available.
    •   When accessed by Fund, the report includes:
          o Current Month Actual, Original Budget, Current Budget, Encumbrance,
             Year-to-Date Actual, and Budget Variance with the ability to drill down into
             Current Month Actual
          o Click Show Detail to get a listing by position (salary and fringe) and drill
             down into Current Budget and Year-to-Date Actual by line number
    •   When accessed by Specific Account, the report includes:
          o Line number, Current Month Actual, Object Code, Object Description,
             Original Budget, Current Budget, Encumbrance, Year-to-Date Actual, and
             Budget Variance
          o Ability to drill down into Current Budget and Year-to-Date Actual by line
             number

Encumbrance Summary
This new report will provide a list all of net encumbrances by account or by fund. The report can be run
from either the MEMFIS Reports menu (by Fund, Specific Account, or through Funds Available) or by
clicking on the total encumbrance figure in the Statement of Account Report
    •   Includes:
            o Appropriation Year, Object Code, PO #, Req #, UNI Description, Amount
    •   Can drill down on PO & Requisition numbers to get additional detail
    •   When accessed by fund for a local activity account
            o Will show encumbrance summary information for your Organization
               number and Organization 00000
            o Totals by Organization
    •   When accessed by specific account
            o Will show encumbrance summary information for your ORG only.
            o Totals by Appropriation Year

Transaction Detail Report (by specific account only)
This new report provides the user with a listing of all detail transactions and includes beginning and
ending balances. While the user can define any period range, the report is typically run monthly and
allows users the opportunity to review and verify all transactions that detail the activity in their various
accounts. The detail transactions are sorted by object code with totals per parent object code.
    •   Includes:
            o Appropriation Year, Object Code, Line Number, Effective Date, PO #, UNI
                Reference, UNI Description, Amount
    •   Does not include budget and encumbrance information.
    •   Available in Excel and PDF only
    •   No drill down




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Summary Trial Balance
This new report provides the user with a listing of the object codes used for a specific account and serves
as a quick reference to account activity for cash balances, revenues and expenditures. The object code
amounts on this report reconcile to those in the Transaction Detail Report. The report can be run by fund
or specific account number for any period range.
    •   Includes
            o Organization, Object Code, Object Description, Beginning Balance,
               Activity, and Ending balance for Period specified
            o No drill down capabilities
    •   By fund, includes:
            o Organization 00000 for local activity/non-GEF accounts
            o Totals by Organization and Fund
    •   By specific account
            o Includes Totals for Account

Financial Summary Report                 - Available April 29, 2002
This report replaces the legacy Financial Summary Report. The report can be used by Department
Heads, Deans, and VPs, to quickly review the financial status of their accounts.
    •   Report Includes, by rollup Object Code:
            o Original Budget, Current Budget, Encumbrance, Selected Period Actual,
               Year-to-date Actual, Budget Variance, % Committed
    •   The report is sorted by Fund, then Org, Program, Function, Activity, and finally
        Object
    •   Default values will be loaded, so users only need to enter the period through
        which they wish to run the report. The output will be restricted to return only
        information for accounts for which the user has authorization
    •   Available in PDF and Excel only

Balance Sheet Object Codes with Definitions
   • This report gives you a listing of all of the balance sheet object codes with
     definitions. Used by Controller's Office staff only.

Expense Object Codes with Definitions and Category Codes
  • This report gives you a listing of all of the expense object codes with definitions.
  • Also included are the Category codes used in Oracle Purchasing. These codes
     begin with CC and are italicized (ex: CC32550 - Copier Supplies). Note, when
     entering a category code in Oracle, enter only the number, do not enter the "CC"

Revenue Object Codes with Definitions
  • This report gives you a listing of all of the revenue object codes with definitions

Campus Supply - Office Supplies
  • Employees can search the Campus Supply Office Supplies inventory by entering
    the item for which they are searching and clicking Search; or, they can search on
    category, by selecting a category and clicking Browse.
  • The system will return:
       o Stock Number
       o Description
       o Price

MEMFIS Reports Summary                        Page 4                                       4/16/02
Campus Supply - Warehouse Supplies
  • Employees can search the Campus Supply Warehouse inventory by entering the
    item for which they are searching and clicking Search; or, they can search on
    category, by selecting a category and clicking Browse.
  • The system will return:
        o Stock Number
        o Description
        o Price

Employee Number listing
  • This is a complete listing of UNI employees, sorted by employee name. The
     report also includes:
        o Supervisor
        o Office location
        o Default Expense Account for travel
  • By clicking on the binoculars, users can search the file to locate employees in
     their department.

Search for Legacy Account Number
  • Enter the following Oracle Account Code fields to return your 7-digit legacy
     account number
         o Fund
         o Organization
         o Program
         o Function
         o Activity

Search for MEMFIS Account Number
  • Enter your 7-digit legacy account number, click Run Report and the system will
     return the following Oracle Account Code fields:
         o Fund
         o Organization
         o Program
         o Function
         o Activity
  • Note: Object and Line Number will always contain "X"s. You will have to
     determine the proper value for these fields.
  • Appropriation Year will contain "00" for Non-General Fund accounts and will
     contain "XX" for General Fund accounts. If it contains "XX", you will have to
     determine the proper value for this field.




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       The following Reports are accessed through Run Reports in Oracle

UNI Employee Listing
  • Users can get a "customized" Employee Listing for a single:
        o Supervisor Name (Note: If your organization has several "layers" you will
           need to run the report for each supervisor in order to get a complete
           employee listing)
        o Location (Note: If your organization has several locations, you will need to
           run the report for each location in order to get a complete employee
           listing)
  • You can also leave the Supervisor Name and Location fields blank to get a
     complete listing and sort it by:
        o Last Name
        o Location
        o Supervisor
        o Employee Number

UNI Encumbrance Report
  • For Purchasing Office Use only

UNI Print Selected Requisitions w/Detail
  • Users can select up to ten requisitions to print at a time
  • Output closely resembles our legacy requisitions including:
          o Req #, PO #, Requestor, Req Description, Line information including
             distributions, Vendor, Vendor location

UNI Printed Requisitions Report
  • Users can print a range of Requisitions
  • Output includes:
         o Header page
         o For each requisition, the report includes: The header, line, footer, and
            distribution information for each line of the requisition
         o Routing Information

UNI Purchase Order and Release Detail Report
  • For Purchasing Office Use Only

UNI Receiving Transactions Register
  • For Purchasing Office Use Only

UNI Requisition Activity Register
  • For Purchasing Office Use Only




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