BCEA Financials and Procurement Test Script GSE R10
BCEA Financials and Procurement Test Script GSE R10
BCEA Financials and Procurement Test Script GSE R10
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Review Budget Transactions Inquiry Page ................................................... 69
Budgetary Control Analysis Report – Default Output Format .......................... 70
Budgetary Control Exceptions Report .......................................................... 71
Smart View and Financial Reporting Studio Setup ......................................... 72
SmartView .............................................................................................. 72
Financial Reporting Center......................................................................... 79
Financial Reporting – Access Live Reports ................................................. 80
Financial Reporting – Access Snapshot Reports .......................................... 84
OTBI – Budgetary Control Transactions Subject Area .................................... 85
Lesson 30: Control Budget – Change Status ...............................86
Lesson 31: Encumbrance Carry Forward (Skip) ..........................88
Appendix I – Instructor Notes ......................................................90
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Lesson 1: Overview
Lesson 1: Overview
Oracle ERP Cloud Budgetary Control and Encumbrance Accounting (BCEA) is a
complete and integrated solution with advanced budget preparation, proactive control
and monitoring of budget consumption, and robust inquiry and reporting. It enables
public sector, higher education, and commercial organizations to define and manage
budgets and spending with better visibility into commitments, obligations, and
expenditures and comply with legal reporting requirements.
Budget managers can easily monitor consumption rates using the Budget Monitor to
review accounts that are close to over spending their budget. Dynamic drilldown
enables budget managers to quickly view the transactions that contribute to the
budgetary control and expenditure balances.
Job Roles
When implementing BCEA, the implementers need access to many job roles to
configure and test the entire Procure to Pay flow. Following are the job roles you should
consider assigning to the implementers. The job roles you would assign to the users at
your client’s organization would depend on their functional roles within the organization.
Projects)
*XXX – Refers to specific business unit, data access set, or control budget data role.
Please refer to the following documentation for details regarding the privileges/duties
associated with each job role.
Role Mapping
************************************************************************************************
The following role mapping is already defined in the training environment, but the
instructor must clear out the “To Date”. This modification must be done for each
training environment before the students can define their users in the next
section.
************************************************************************************************
2. Navigator -> Setup and Maintenance > Query the Implementation Project >
Define Common Applications Configuration for Financials > Define Security
for Financials > Define Users for Financials > Manage HCM Role Provisioning
Rules.
3. This will open the Manage Role Mappings page. Search for Mapping Name: BCEA
Role Mapping. Click on the name of the role mapping.
4. You will see the following roles assigned to the role mapping.
Define Users
Perform the following tasks:
Navigator -> Setup and Maintenance > Query the Implementation Project >
Define Common Applications Configuration for Financials > Define Security
for Financials > Define Users for Financials > Manage Users
4. Complete the fields: Last Name, First Name, Email, Hire Date (1/1/2000), and
User Name (first name.last name). If you created a user with your personal name
in this same Oracle environment during a previous training course, please make
sure you differentiate the Last Name and User Name from what you entered
previously. You are creating a new employee record here, so using a unique
personal name and user name is required. (Using the same email address for
both records is acceptable.)
8. Select Product Manager for the Job field if you are implementing Projects without
Grants. Select Principal for the Job field if you are implementing Grants. For this
training course, select Principal.
12. Click on the Autoprovision Roles button. The roles in the BCEA Role Mapping
are assigned.
Reset Password
Typically when you create a new user, the new user receives an email prompting them
to set their password. In our training environment, you will go to Oracle Identity
Manager to reset the password.
3. Click the Go to Task icon for this task. This opens Identity Manager.
4. Click on the Administration link on the top right hand corner of the main page.
5. Search for your User in the top left Search field. Select the record for your user.
6. Click Reset Password icon on the top left. Select option to manually enter
password, enter BCEA1111 for the password and confirm your password. [You
are acting as the system administrator who is resetting a user’s password.]
7. Sign out and close the window to close Identity Manager. Close all Browser
windows.
8. Launch Fusion Applications again and log in as your new user. You will need to
enter a new password, which can be the same as the password (BCEA1111)
you entered in the step above.
The instructor should assign each course participant to one of these departments:
10010-Human Resources
10100-Payoll
10300-Personnel
10310-Employee Relations
10500-Benefit
10900-Staff Development
11200-Software Development
11210-Technical Business Analysts
11300-Databse Administration
11400-Mainframe Support
12100-Building A
12200-Building B
13200-Treasury
13500-General Accounting
13600-Accounts Receivable
53010-Purchasing
92100-Mayor's Office
92110-Mayor & Staff
92115-Community Council
92120-Legal Counsel
92125-City Manager's Office
92130-Reprographics
92200-Police & Fire Services
92210-Police Services
92220-Fire Protection
92300-Public Works
92310-Water Department
92320-Sewer Department
92330-Maintenance
92340-Building Standards
92350-Planning & Zoning
92360-Streets & Highways
92500-Community Outreach
92600-Parks & Recreation
92610-Community Center
92620-Recreation Department
92630-Parks Department
92640-Libraries
92700-Health & Human Services
92800-Community Hospital
92900-School District
92910-Superintendent of Schools
92920-School Board
93110-Airport Authority
93120-Port Authority
93130-Transportation Authority
6. Save and Close. You will get a message acknowledging that your changes have
been saved. When you click OK, you will get another message confirming if you
want to close the window because your changes have not been saved. Just
continue to close the window. Your changes have been saved, and that last
message is confusing.
7. Sign out.
Calendars
Calendars can be shared between General Ledger and Budgetary Control. If you are
defining new budget and accounting calendars for your clients, and they are enabling
encumbrance accounting, consider how the accounting calendar year-end coincides
with the budget calendar year-end if they are different, and whether budget year-end
processing will conflict with accounting year end processing (i.e. carry forward,
reporting, etc.)
In this course, you will be using a GL ledger that has a monthly calendar. You will also
be defining a control budget with a monthly calendar, and another control budget with
an annual calendar.
Chart of Accounts
Charts of accounts and value sets are shared between General Ledger and Budgetary
Control. For Budgetary Control, you can select a subset of segments for control
purposes (you do not have to control every segment). You can also control at the
summary segment value level instead of at the detail segment value level.
If you are implementing Projects, you do not need to include a Projects segment in your
chart of accounts. Projects reporting can be done directly from PPM.
In this course, you will be using a GL ledger that has the chart of accounts “Public
Sector US Chart of Accounts”.
1. Navigate to Functional Setup Manager and find the Manage Chart of Accounts
Structure Instances task.
2. Select General Ledger for the module, and click on Search. Then click on the
Manage Structure Instances button.
3. Search for Public Sector US Chart of Accounts and review the definition.
4. Click on any of the value set codes to view the value set definition and the value
set values if desired.
Legal Entities
In this course, you will be using a GL ledger that has the Progress US Legal Entity
assigned to it.
1. Navigate to Functional Setup Manager and find the Define Legal Entities task.
2. Set the Scope for Progress US Legal Entity. (Click on the link to set the scope. In
the Legal Entity field, pick Select and Add. Click on the Apply and Go to Task
button. Select the Progress US Legal Entity.)
3. Review the legal entity definition.
Ledger
In this course, you will be using the Progress US Primary Ledger.
1. Navigate to Functional Setup Manager and find the tasks in the Define Accounting
Configurations folder.
2. In the Specify Ledger Options task, set the Scope for Progress US Primary
Ledger. Review the ledger definition.
3. Notice in the Manage Secondary Ledgers task that it has a secondary ledger for
GASB34 demonstration purposes.
4. If you were defining a new ledger from scratch, you would need to decide on and
open the first ever period for your ledger, but that has already been done for you
here. You would also need to assign the General Ledger job roles (i.e. General
Accounting Manager, General Accountant, etc.) with specific access to your new
ledger to a user. In this course, you already did this in the lesson on Users and
Roles.
Business Unit
In this course, you will be using the Progress US Business Unit.
1. Navigate to Functional Setup Manager and find the tasks in the Define Business
Units folder.
2. Set the Scope for Progress US Business Unit.
Review the business unit definition and the business functions assigned to it.
3. Note: If you were defining a new business unit from scratch, you would need to
assign the subledger job roles (i.e. Accounts Payable Manager, Procurement
Requester, Grants Administrator, etc.) with specific access to your new business unit
to your users. In this course, you already did this in the lesson on Users and Roles.
Account Hierarchies
Account hierarchies can be shared between General Ledger and Budgetary Control. In
Budgetary Control, account hierarchies are used for controlling spending at summary
account levels and for reporting. In General Ledger, account hierarchies are used for
reporting, allocations, and other processing setup.
To use an account hierarchy to control spending at summary account levels, you need
to include Tree Labels in your account hierarchy definition. Hierarchies and tree labels
have already been defined in the training environment.
1. Navigate to Functional Setup Manager and find the Manage Account Hierarchies
task.
2. In the Tree Name field, type “All P”. Click on the Search button. This filters the list
of hierarchies to those for the Public Sector US Chart of Accounts.
3. Expand on “All Progress Accounts”.
4. Highlight the hierarchy version “V1”. Go to the Actions menu and select View Tree
Version.
5. Expand on the topmost node “T” to view the hierarchy. Notice the tree labels in the
Label column. Instructions on how to define tree labels are included below. If you
want to control spending at a level that is higher than the detail account level, you
need to add tree labels in the hierarchy definition to indicate which summary level
you want to control spending at.
6. Review any of the other hierarchies or hierarchy versions for segments within the
Public Sector US Chart of Accounts.
Perform the following tasks: (Do not perform these tasks in the training course.
These tasks are documented here for your future reference.)
1. Navigate to Functional Setup Manager and find the Manage Account Hierarchies
task.
2. If you are creating a new hierarchy, click on the Create icon. Complete the first step
“Specify Definition” of the train. In the second step “Specify Labels”, you add the
tree labels that you want to use in your hierarchy. Proceed with the rest of the
hierarchy definition and save your changes.
3. If you are adding tree labels to an existing hierarchy, click on the hierarchy name in
the Manage Account Hierarchies page. Advance to the second step of the train
“Specify Labels” and add the tree labels that you want to use in your hierarchy.
Proceed with the rest of the hierarchy definition and save your changes.
4. Then create a new tree version for your hierarchy, or go to an existing tree version
and add the tree labels at the appropriate levels in the hierarchy. These tree labels
will be used in your control budget definition later on to specify the summary account
level at which you want to control spending.
5. Remember from the Fusion General Ledger Training Course that if there is only one
tree version for any of the hierarchies, you need to duplicate the tree version and
give it a different effective date than the original tree version. And you need to
publish both tree versions to the GL Essbase cube.
6. To update the Budgetary Control Essbase cube with any hierarchy changes, run the
Refresh Tree for Budgetary Control program in Scheduled Processes.
Make the Budgetary Control folder under the Financials Configuration visible.
In Fusion Releases 9 and 10, users must manually define the XCC_STREAMING
profile option so that budget balances can be continuously transferred to the budgetary
control Essbase cube without end users having to manually run any processes.
Perform the following tasks: (Do not perform these tasks in the training course
for they have already been completed. These tasks are documented here for your
future reference.)
4. Navigate to Functional Setup Manager and find the Manage Administrator Profile
Values task.
5. Enter “XCC_STREAMING” in the Profile Option Code field. Click on Search
button.
6. In the Profile Values region, add a row. Select “Site” for Profile Level. Enter “Y”
for Profile Value.
7. After this profile option is defined, the next time the Budget Import program or
Funds Reservation program is initiated during regular transaction processing, the
Transfer Budget Balances to Budget Cubes Continuously program will be
automatically invoked.
These procurement setups have already been completed in our training environment.
One step each participant does need to perform is to assign their new users as
procurement agents in the training environment.
File location:
https://beehiveonline.oracle.com/teamcollab/library/Oracle/Fusion_ERP_Partner_Im
plementation_Training_Workspace/Documents#dcid=682B%3A79DC%3Aafrh%3A7
27926143D338A1CE040558CE5396D38000020513140
To enable budgetary control and/or encumbrance accounting for your ledgers and
business units, use the Manage Budgetary Control and Encumbrance Accounting page.
The settings you define in the Manage Budgetary Control and Encumbrance Accounting
page determine which transactions are considered for budgetary control before the
control budget definition (see Lesson 10) is considered. The settings here also impact
the behavior of budgetary control and encumbrance accounting.
*Note: In Releases 9 and 10, the enable encumbrance accounting settings on the
Manage Budgetary Control page and the subledger accounting method determines
which business functions have encumbrance accounting:
1. To enable encumbrance accounting for requisitions, purchase orders, and
Payables invoices, enable Encumbrance Accounting for the ledger and business
functions on the Manage Budgetary Control page and assign the Standard
Accrual with Encumbrance Accounting subledger accounting method to the
ledger.
2. To enable encumbrance accounting for purchase orders and Payables invoices
only (not for requisitions) enable Encumbrance Accounting for the ledger and
business functions on the Manage Budgetary Control page and copy and update
the Standard Accrual with Encumbrance Accounting subledger accounting
method. You can either update the journal line condition to not create accounting
lines for requisitions, or you can delete the Requisition journal entry rule set.
3. To enable encumbrance accounting for General Ledger only (not requisitions,
purchase orders or invoices), enable Encumbrance Accounting for the ledger and
assign the Standard Accrual subledger accounting method to the ledger. This
allows you to enter encumbrance journal entries in General Ledger, but
requisitions, purchase orders, and invoices will not generate encumbrance
accounting entries.
4. If a customer only needs to implement encumbrance accounting without
implementing budgetary control, in the Manage Budgetary Control page,
implementers still need to enable both budgetary control for the business unit(s)
and encumbrance accounting, and assign the Standard Accrual with
Encumbrance Accounting subledger accounting method to the ledger.
Furthermore, implementers should define a control budget with control level set
to None. This setup is required because requisitions and purchase orders drive
the accounting date based on the budget date, and enable budgetary control is
needed for the Budget Date field to display on procurement transactions.
5. Enter these values. For all other fields, accept the default value or leave blank.
Field Value
Name XXAdvisory (XX = your initials)
Description XXAdvisory
Budget Calendar GOV Calendar
Select the period you wrote down in Lesson 3
From/To Period (Calendar section) for the GOV calendar.
*Usually you would select Advisory or Absolute. But for the purposes of our class
exercise, we need to limit each user to one department value, and the easiest way to
achieve this setup is to set control level to ‘None’ at the header level, and define a
Supplemental rule to set control level to ‘Advisory’ for the specific department to which
you are assigned. Supplemental Rules are exceptions to the main rule. [Be sure you
selected None. You will impact other testers if you set this up incorrectly. ]
7. Enter these values. For all other fields, accept the default value or leave blank.
We are setting your assigned department to Advisory control level.
Field Value
Name Department XXXXX (XXXXX = dept you were assigned)
Description Department XXXXX
Control Level Advisory
Tolerance 5%
Fund – accept All Values default
Department – select Specific Values and click on Value
Control Budget
Details icon to add the dept you are assigned
Segment Filters
Account – accept All Values default
[Be sure you selected your assigned department value in the Control Budget
Segment Filters. You will impact other testers if you set this up incorrectly. ]
8. Click OK.
10. Enter these values. For all other fields, accept the default value or leave blank.
We are setting account 55500 to Absolute control level.
Field Value
Name Absolute control for account 55500
Description Absolute control for account 55500
Control Level Absolute
Tolerance 5%
Click “+” to add:
Fund – accept All Values default
Control Budget Dept – select Specific Values and click on Value Details
Segment Filters icon to add the dept you are assigned
Account – select Specific Values and click on Value
Details icon to add 55500
[Be sure you selected your assigned department value in the Control Budget
Segment Filters. You will impact other testers if you set this up incorrectly. ]
13. Click on Action button. Select ‘Prepare for Use’. Select Yes and OK to the
confirmation messages.
14. In the Manage Control Budgets screen, click on the Create icon again.
15. Enter these values. For all other fields, accept the default value or leave blank.
Field Value
Name XXAbsolute (XX = your initials)
Description XXAbsolute
Budget Calendar Annual Calendar
*Usually you would select Advisory or Absolute. But for the purposes of our class
exercise, we need to limit each user to one department value, and the easiest way to
achieve this setup is to set control level to ‘None’ at the header level, and define a
Supplemental rule to set control level to ‘Advisory’ for the specific department to which
you are assigned. Supplemental Rules are exceptions to the main rule. [Be sure you
selected None. You will impact other testers if you set this up incorrectly. ]
17. Enter these values. For all other fields, accept the default value or leave blank.
We are excluding the Reserve for Encumbrance account from budgetary control.
Field Value
Name Department XXXXX (XXXXX = dept you were assigned)
Description Department XXXXX
Control Level Absolute
[Be sure you selected your assigned department value in the Control Budget
Segment Filters. You will impact other testers if you set this up incorrectly. ]
20. Click on Action button. Select ‘Prepare for Use’. Select Yes and OK to the
confirmation messages.
Note to Students:
Once you put these two control budgets into IN USE status, you must complete Lesson
11 (loading budget data and opening budget periods) immediately after. If you do not
complete Lesson 11 immediately after, your control budgets will interfere and cause
other students’ transactions to fail budgetary control as they begin entering transactions
in Lesson 12.
*************************************************************************************************
1. Budget data can be loaded into Budgetary Control via the following methods:
1. ADFdi spreadsheet (for end users)
2. File Based Data Import spreadsheet (for implementers)
3. Web service
4. Hyperion Planning integration
5. PPM integration
2. The ADFdi budget spreadsheet is the preferred method for end users because it is
more user friendly, includes online validation, and is accessed directly in Fusion.
The FBDI budget spreadsheet resembles the columns of the budget interface table,
so it may be intimidating for an end user, but would be ok for implementers. You can
download the FBDI spreadsheet from Oracle Enterprise Repository
(https://fusionappsoer.oracle.com/oer/index.jsp).
3. If you have a control budget that controls at a summary account level using a
hierarchy, if you load budget data using ADFdi spreadsheet, you will need to enter
the data at the summary account level. If you load budget data using the FBDI
spreadsheet, you can load the budget data at the detail account level and the
system will calculate the summary account level budget balances for you.
4. Budget data is loaded into the Budgetary Control module separately from the
General Ledger module. Budget data loaded into Budgetary Control is based on the
control budget structure (segments and hierarchy level) defined in the control
budget.
5. If you perform budget vs. actual reporting out of General Ledger, then you need to
load budget data into General Ledger separately from the Budgetary Control
module. Budget data loaded into General Ledger must be loaded at the detail
account combination level using General Ledger’s budget ADFdi spreadsheet.
6. If you successfully load and import budget data into Budgetary Control but do not
see the data in the Budgetary Control Essbase cube, run the program Transfer
Control Budget Balances to Essbase in Scheduled Processes for each control
budget you loaded data to. If you had set up the XCC_STREAMING profile option
and the Transfer Budget Balances to Budget Cubes Continuously program has
been kicked off, this manual step should not be necessary.
7. When budget data is loaded into a budget period with status ‘Available for
budgeting’, it is saved as the initial budget amount. When budget data is loaded into
a budget period with status ‘Open’, it is saved as a budget adjustment amount.
Therefore, in this exercise, you will first load the budget when the budget period
status is ‘Available for budgeting’ status, then change the budget period status to
‘Open’ before loading the adjusted budget balances.
5. For the from/to period you entered for your advisory control budget, the period
status should be set to ‘Available for Budgeting. If not, please change the period
status. Click Save and Close.
8. For the from/to period you entered for your absolute control budget, the period
status should be set to ‘Available for Budgeting’. If not, please change the
period status. This allows the initial budget to be loaded into the period.
3. In the window that opens, select the name of your advisory control budget. Accept
the default start/end periods. Click the Create Spreadsheet button.
6. You will be presented with a sign on screen to enter your username and
password.
7. Add blank rows to the spreadsheet by highlighting the row, right clicking and
selecting Insert. Enter the budget data as follows:
8. When you are done entering data into the spreadsheet, go to the Enter Budget
Amounts menu at the top in Excel, and click on the Import icon.
9. Select the option to download budget amounts to confirm your budget data
loaded correctly. Click OK. You can close the spreadsheet or save it.
10. To enter budget data your absolute control budget, select the Enter Budgets in
Spreadsheet link In the Regional area of the Budgetary Control Dashboard.
11. In the window that opens, select the name of your absolute control budget. Accept
the default start/end periods. Click the Create Spreadsheet button.
14. You will be presented with a sign on screen to enter your username and
password.
15. Enter the budget data as follows. We are entering data against parent account
55000 because the absolute control budget controls against parent accounts with
“Account Level 3” label in the hierarchy.
16. When you are done entering data into the spreadsheet, go to the Enter Budget
Amounts menu at the top in Excel, and click on the Import icon.
17. Select the option to download budget amounts to confirm your budget data
loaded correctly. Click OK. You can close the spreadsheet or save it.
18. View budget balance using the Budgetary Control Analysis report. Navigate to
Navigator>(More)>Tools>Reports & Analytics. Shared
folders>Financials>Budgetary Control>Budgetary Control Analysis Report.
19. Click on the report name and click on View. In the tab (first tab) that opens, select
the name of your control budget and the From/To periods in the report
parameter section, and click on the Apply button. In the report results region,
click on the different tabs to view different layouts. The “View Funds Available”
tab displays the budget data you just loaded. Do this for both your advisory
control budget and absolute control budget.
4. For the from/to period of your advisory control budget, set period status to ‘Open’.
Click Save and Close.
6. For the from/to period of your absolute control budget, set period status to ‘Open’.
Click Save and Close.
3. In the window that opens, select the name of your advisory control budget. Accept
the default start/end periods. Click the Create Spreadsheet button.
6. The spreadsheet will display the data you loaded earlier. Change the budget
amount for account “1001.your dept value.55300” from $50,000 to $55,000.
7. When you are done entering data into the spreadsheet, go to the Enter Budget
Amounts menu at the top in Excel, and click on the Import icon.
9. In the window that opens, select the name of your absolute control budget. Accept
the default start/end periods. Click the Create Spreadsheet button.
11. Click Yes when asked if you want to connect. Sign in if prompted.
12. The spreadsheet will display the data you loaded earlier. Change the budget
amount for account “1001.your dept value.55000” from $50,055 to $55,055.
13. When you are done entering data into the spreadsheet, go to the Enter Budget
Amounts menu at the top in Excel, and click on the Import icon.
14. View budget balance using the Budgetary Control Analysis report. Notice the
report reflects the budget adjustments you just made to both control budgets.
2. Using the Navigator (the compass icon) in the Global area, select My
Information> Procurement > Purchase Requisitions. This will open the
requisition shopping page.
4. Give the favorite a name: Shopping, and click Save and Close.
5. The requisition preferences section is found in the lower right. Click edit.
Field Value
Requester Your login name
Deliver to Location Reston
Destination Type Expense
7. Next we will set up 3 favorite charge accounts, one for Pass (primary), 1
for Warning, and 1 for Fail.
Field Value
Nickname Pass BC
Charge Account 1001-0000-XXXXX-55300-0000-0000-00000000
Field Value
Nickname Warning BC
Charge Account 1001- 0000-XXXXX-55400-0000-0000-00000000
Field Value
Nickname Fail BC
Charge Account 1001-0000-XXXXX-55500-0000-0000-00000000
11. Select the row header of the first record. Using the Grid Action, Set
Primary for the account with nickname “Pass BC”.
This exercise introduces a simple one-line requisition with sufficient funds available. We
will then initiate a sample report to validate the transaction into the budget.
2. Using your Favorites (the star in the global region), select the shopping link.
3. The first requisition will be for some Bathroom Supplies. In the search, Enter
‘Bathroom’, and click the arrow (Go) button.
4. Select the Charmin Basic Bathroom Tissue 18Pk, Enter Quantity 5, click Add
to Requisition.
5. Note that the item appears in the Requisition Cart to the right side.
8. Review the Requisition Details. In the Billing Grid, Select View > Reorder
Columns. In the Popup, Select Project Costing Details, and move this to the
bottom of the list (using the V arrow). Click OK.
9. Notice that the Billing Grid now has all the project fields to the right of the Grid.
10. In the Requisition Details section, in the Suggested Buyer field, select the name
of the user you created, last name first.
11. The system should have defaulted the Pass BC charge account automatically
from the setup in the previous lesson.
14. The Funds check should pass, and a Confirmation popup should appear stating
the result.
16. The Funds Check page displays all of the budgets this transaction. Validate the
budgets are the same Control Budgets you created earlier.
19. Note the funds Status on both Header and Line Billing grid is ‘Passed’.
22. The system should be back to the shopping home page, and the requisition
created will be in the My Requisitions Grid. The status may be ‘Pending
Approval’.
24. Refresh search until the requisition has completed Approvals processing and the
Funds Status is now Reserved.
25. View budget balance using the Budgetary Control Analysis report. Navigate to
Navigator>(More)>Tools>Reports & Analytics. Shared
folders>Financials>Budgetary Control>Budgetary Control Analysis Report.
26. Click on the report name and click on View. In the tab that opens, select values
for the report parameters (Control Budget = XXAdvisory, Budget Period = from/to
period of your advisory control budget, Department segment = department
assigned to you.
27. In the report results region, click on the View Funds Available Tab. Review the
report.
2. Using your Favorites (the star in the global region), select the Shopping link.
3. This requisition will be for some Communication supplies. In the search, Enter
‘Phone’, and click the arrow (Go) button.
5. Note that the item appears in the Requisition Cart to the right side.
8. In the Requisition Details section, in the Suggested Buyer field, select the name
of the user you created, last name first.
9. The system should have defaulted the Pass BC charge account automatically. In
the nickname column, Select Fail BC. The system will update the charge account
with the account string you created earlier
14. The Funds Check page displays all of the budgets this transaction. Validate the
budgets are the same Control Budget, and Budget Account combination you
created earlier.
15. Change the view to ‘Budget’. This view shows that you have requested an
amount, but zero funds are available to this Budget Account combination
18. Note the funds Status on both Header and Line Billing grid is ‘Failed’.
19. Because this requisition has failed, you cannot submit it. Click Save and Close.
In this exercise, a simple one-line requisition with insufficient funds available that will
result in a warning during budget checking. This occurs when the Control Budget is
defined as Advisory.
2. Using your Favorites (the star in the global region), select the shopping link.
3. The first requisition will be for some Bathroom Supplies. In the search, Enter
‘Bathroom’, and click the arrow (Go) button.
4. Select the Charmin Basic Bathroom Tissue 18Pk, Enter Quantity 6, click Add
to Requisition.
7. In the Requisition Details section, in the Suggested Buyer field, select the name
of the user you created, last name first.
8. The system should have defaulted the Pass BC charge account automatically
from the setup. In the nickname column, Select Warning BC account. The system
will update the charge account with the account string you created earlier
11. The Funds check should be a Warning, and a Confirmation popup should appear
stating the result.
13. The Funds Check page displays all of the budgets this transaction. Validate the
budgets are the same Control Budgets you created earlier.
16. Note the funds Status on both Header, Line and Line Billing is ‘Warning’.
18. The System will popup another warning message, and ask you to confirm the
submit of the requisition. Click Yes.
20. The system should be back to the shopping home page, and the requisition
created will be in the My Requisitions Grid. The status may be ‘Pending
Approval’.
22. Refresh search until the requisition has completed Approvals processing and the
Funds Status is now Reserved.
23. View budget balance using the Budgetary Control Analysis report. Navigate to
Navigator>(More)>Tools>Reports & Analytics. Shared
folders>Financials>Budgetary Control>Budgetary Control Analysis Report.
24. Click on the report name and click on View. In the tab that opens, select values
for the report parameters (Control Budget = XXAdvisory, Budget Period = from/to
period of your advisory control budget, Department segment = department
assigned to you.
25. In the report results region, click on the View Funds Available Tab. Review the
report.
5. Select the Charmin Basic Bathroom Tissue 18Pk Requisition line from
Requisitions-Warning script.
8. Review Document Builder Details on the right side. This is our Purchase
Order we are building.
10. Review the line added. This page can be used to consolidate like lines.
11. Click Create (top of page). This will now create the actual Purchase order
and display it. Click OK on the Information popup.
14. Review the Purchase Order. Most interest will be the Distributions Tab.
17. The Funds check should pass, and a Confirmation popup should appear
stating the result. Why?
_______________________________________________________________
19. Click on the Header Funds Status ‘Passed’. This will display the View
Funds Check popup we are used to seeing from requisitions.
20. Note it displays the liquidate entries from Requisition and Consumption
entries by PO for each budget, for each PO distribution line.
22. Now we see there has been no net change requested against each
budget, and hence why the PO passed funds check.
32. View the budget balance using the Budgetary Control Analysis report.
Using the from/to period of your advisory control budget, Department
segment = department assigned to you.
Value Qty
5. After the requisition has been processed, note the Purchase Order
Numbers (there should be 2)
___________________________________________________________
9. On the view Requisition Page, select the Requisition line for the
Photocopy Paper Letter Light Gray, click Actions>Edit Order.
10. A popup will appear, indicating that you are about to create a change
order. Click Yes.
11. The system now displays the Requester Change Order page against the
PO. Once the related PO for a requisition has been opened, all changes
are now made against the PO.
Value Qty
Photocopy Paper Letter Light Gray 3
18. On the view Requisition Page, select the Requisition line for the Round
Stic Ball Point Pen, Medium, Black, click Actions>Edit Order in the
Search Results table.
19. A popup will appear, indicating that you are about to create a change
order. Click Yes.
Value Qty
Round Stic Ball Point Pen, Medium, Black 5
2. Click Save.
3. Click Check Funds. Document should issue a funds check warning. Click
Ok on the Warnings popup.
_____________________________________________________
5. Click Submit.
12. Search for one of your Purchase Orders (you will need to remove
yourself from the buyer field).
13. Hover the mouse over the PO number in the grid. What does it tell you?
__________________________________________________________
17. Review the Change Order details. Note that all of the attributes changed
are indicated with pale blue ‘dots’, and includes the From and To values
21. View budget balance using the Budgetary Control Analysis report.
Review the Activity against XXAdvisory control budget, from/to period of
your advisory control budget, and department assigned to you. You should
see all the transactions for the Requisition, Liquidation and obligation to
PO, liquidation/increase from Change Order.
_____________________________________________
Field Value
Items Due Any Time
Requisitioning BU Progress US Business Unit
Requisition Number from
Requisition number
Lesson 17
7. Click Receive.
8. In the Create Receipts screen, Enter Quantity 2 for the Photocopy Paper
Letter Light Gray Line.
9. Enter the quantity of 5 for Round Stic Ball Point Pen, Medium, Black Line.
10. You may also enter Waybill/Packing Slip information if you want.
15. Search for one of your Purchase Orders (remember to remove your name
from Buyer field).
17. In the Contextual pane (right side) note the graph showing the quantity
ordered, received and delivered.
18. Click on the ‘View Details’ beneath the graph. This will display the PO
lifecycle page. Note the receipt transaction you created earlier.
22. View budget balance using the Budgetary Control Analysis report.
Review the Activity against XXAdvisory control budget, from/to period of
your advisory control budget, and department assigned to you.
___________________________________________________
If someone ran the Create Accounting program before you reached this step, they might
have created accounting for your requisitions and purchase orders already. You can
check by going through the steps in the View Accounting for Reqs and POs section
below. If accounting has not been created for your transactions, then you can run the
Create Accounting program as outlined below.
2. Navigate to the Invoice Work Area (Navigator > Payables > Invoices).
4. In the field ‘Identifying PO’, select the PO you created in Lesson 17. This
will automatically derive the values for the supplier fields.
9. Go to the Actions menu in the Invoice Line region and select Manage
Distributions. Notice the invoice distributions are automatically derived
from the PO. There is currently a bug in the system where the department
value defaults to 00000. Change the department value to the department
you were assigned.
10. Go to the Invoice Actions menu and select Check Funds. On the right
panel, Status region, view the Fund status. Click on the fund status link
to view results. Close the window when you’re done reviewing.
11. Go to the Invoice Actions menu and select Validate. After validation is
complete, notice funds status changes to Reserved.
12. Go to the Invoice Actions menu and select Account and Post to Ledger.
This creates the encumbrance and actual accounting for your invoice and
posts it to the General Ledger.
13. Go back to the Invoice Actions and select View Accounting to view the
encumbrance and actual entry. Expand on the first accounting entry line
14. View budget balance using the Budgetary Control Analysis report. You
should see the transactions for liquidating the PO reserved funds and
recording expenditure for the Invoice.
16. In the journal line, click on the journal line amount to drill down to the
subledger accounting entry.
18. Go back to the purchase order to see the status is changed to Liquidated.
2. Navigate to the Invoice Work Area (Navigator > Payables > Invoices).
4. In the field ‘Identifying PO’, select the photocopy paper PO you created in
Lesson 17. This will automatically derive the values for the supplier fields.
9. Go to the Actions menu in the Invoice Line region and select Manage
Distributions. Notice the invoice distributions are automatically derived
from the PO. There is currently a bug in the system where the department
value defaults to 00000. Change the department value to the department
you were assigned.
10. Go to the Invoice Actions menu and select Validate. [If validation did not
pass, go to Actions>Manage Distributions to review the total of your
distributions and make sure they match the invoice amount at the invoice
header. Be sure when you were matching the invoice to the purchase
order than you selected 1 for quantity.]
12. Go to the Invoice Actions menu and select Account and Post to Ledger.
This creates the encumbrance accounting for your invoice and posts it to
the General Ledger.
19. Go back to the Invoice Actions and select View Accounting to view the
encumbrance entry. Expand on the first accounting entry line and note
13. View budget balance using the Budgetary Control Analysis report. You
should see the transactions for liquidating the PO reserved funds and
recording expenditure for the Invoice.
15. In the journal line, click on the journal line amount to view the subledger
accounting entry.
17. Go back to the purchase order to see the header status is changed to
Partially Liquidated.
2. Navigate to the Invoice Work Area (Navigator > Payables > Invoices).
5. In the Actions menu in the invoice header, select Cancel Invoice. Click
OK in the confirmation message.
6. Go to the Invoice Actions menu and select Account and Post to Ledger.
This creates the encumbrance accounting for your invoice and posts it to
the General Ledger.
20. Go back to the Invoice Actions and select View Accounting to view the
encumbrance entry. Expand on the first accounting entry line and note
down the Journal Batch name _______________________________. (It
may take a minute before the batch name appears.)
21. View budget balance using the Budgetary Control Analysis report. You
should see the transaction for reversing the liquidation of the PO reserved
funds, which records the obligation, and reversing of the expenditure.
4. Select the line for pens, and select Close from the Actions menu.
5. In the popup, select Finally Close, and enter a description “XX Close
PO”.
6. Click OK.
7. Click on the PO Number to view the details. What are the statuses of the
lines?
_________________________________________________________
8. Click Done.
10. On the Manage Orders page, select the PO line and using Actions,
select Re-Open.
11. In the Popup window, Enter a Description “XX Close PO”, and today’s
date as the budget date.
13. View budget balance using the Budgetary Control Analysis report.
Review the Activity against XXAdvisory control budget, from/to period of
your control budget, Account 55400. You should see all the transactions
for the Requisition, Liquidation and obligation to PO, the invoice
transactions and the liquidation from the Final Close, and now a
restatement from reopening the transaction.
You can enter encumbrance journal entries in Fusion General Ledger to record
encumbrance accounting activity.
Encumbrance journal entries can be entered on the online screen or loaded into
General Ledger using ADFdi spreadsheet.
Perform the following tasks:
3. Select the Create Journal task from the task pane located on the left side.
6. Select the period of your control budget for the Accounting Period and
today’s date for the Accounting Date.
Field Value
Journal Line 1
Account 1001-0000-your dept-55300-0000-0000-00000000
Amount 200 Debit
Journal Line 2
Account 1001-0000-00000-31130-0000-0000-00000000
Amount 200 Credit
11. At the top of the page, click on the Batch Actions menu and select
Reserve Funds. After funds are reserved, The Funds Status changes to
‘Reserved’. Click on the ‘Reserved’ link to the view the detail results.
Close the window.
12. Click on the Post button in the Edit Journal page to post to the journal.
13. Go to the Budgetary Control Analysis Report to view the effect of the
encumbrance journal to account 55300 for your assigned department
value.
You can enter encumbrance journal entries to increase funds available amounts by
entering credit balances against expense accounts.
3. Select the Create Journal task from the task pane located on the left side.
6. Select the period of your control budget for the Accounting Period and
today’s date for the Accounting Date.
Field Value
Journal Line 1
Account 1001-0000-00000-31130-0000-0000-00000000
Amount 400 Debit
Journal Line 2
Account 1001-0000-your dept-55300-0000-0000-00000000
Amount 400 Credit
11. Click on the Batch Actions menu and select Reserve Funds. After funds
are reserved, The Funds Status changes to ‘Reserved’. Click on the
‘Reserved’ link to the view the detail results. Close the window.
12. Click on the Post button in the Edit Journal page to post to the journal.
13. Go to the Budgetary Control Analysis Report to view the effect of the
encumbrance journal to account 55300 for your assigned department
value.
3. Select the Create Journal task from the task pane located on the left side.
6. Select the period of your control budget for the Accounting Period and
today’s date for the Accounting Date.
Field Value
Journal Line 1
Account 1001-0000-your dept-55500-0000-0000-00000000
Amount 5.20 Debit
Journal Line 2
Account 1001-0000-00000-31130-0000-0000-00000000
Amount 5.20 Credit
11. Click on the Batch Actions menu and select Check Funds. Funds
check will pass because the system allows you to spend up to $5.25 ($5
budget + 5% tolerance). In the Fund Status field, click on the Passed link
to view the detail results.
12. Change the journal line amounts to $5.30 Debit and $5.30 Credit. Check
funds again. Funds check will fail because you have exceeded maximum
consumption of $5.25.
13. Save and close the journal. (Do not reserve funds for the journal.)
15. Navigate to the Journals Work Area (Navigator > General Accounting
> Journals).
16. Select the Create Journal task from the task pane located on the left side.
17. Enter Journal Batch Name and Journal Name fields as “XX
Encumbrance Journal Override”.
18. Select Encumbrance in Balance Type field. Be sure to do this first before
selecting the accounting period.
19. Select the period of your control budget for the Accounting Period and
today’s date for the Accounting Date.
Field Value
Journal Line 1
Account 1001-0000-your dept-55500-0000-0000-00000000
Amount 50 Debit
Journal Line 2
Account 1001-0000-00000-31130-0000-0000-00000000
Amount 50 Credit
24. Click on the Batch Actions menu and select Reserve Funds. Funds
reservation will fail because funds available have been exceeded for this
account for the advisory control budget. In the Fund Status field, click on
the Failed link to view the detail results. It indicates override is available.
25. Click on the Batch Actions menu and select Request Override.
28. Notice the fund status changed to Reserved with Warning. Click on this
link and you will see the details show that the override was taken.
29. Log out of the system and log back in with your own login id/password.
30. Navigate to Navigator > General Accounting > Journals. Select the
Manage Journals task and find the journal entry that has the override.
32. Go to the Budgetary Control Analysis Report to view the effect of the
encumbrance journal to account 55500 for your assigned department
value.
Perform the following tasks: (We will not perform these tasks in our training
course as they impact everyone working in the ledger. They are included here for
your future reference.)
1. Close Payables period. (This is recommended, but not required. We will skip this
step in our training course.)
4. Cost Accountant - From Receipt Accounting work area (under Costing section in
Navigator), select the task “Create Receipt Accounting Distributions” to create
accounting in final mode.
5. Cost Accountant - From Receipt Accounting work area, navigate to “Create Un-
invoiced receipt accrual” screen and submit the process by selecting the Bill-to
Business Unit and Accounting Period.
6. Cost Accountant - Verify results by querying for your transaction from “Review
receipt accounting distributions” UI.
Budget Monitor
The Budget Monitor lets budget managers track and view consumption and funds
available for those accounts they are interested in.
2. In the Budget Monitor region, go to Budget Account Group and click on the
drop down icon, and select Create.
Field Value
Name XXAdvisory (XX = your initials)
Control Budget XXAdvisory
Color-coded Ruler Accept default or adjust the thresholds
Budget Accounts –Fund 1001
Budget Accounts –
Your assigned department value
Department
Budget Accounts – 55000 (scroll to end of list – parent values are listed
Account after detail values)
7. In the Budget Monitor region, select the Budget Account Group that you want
to view.
8. You can drill down on amounts with hyperlinks to view further details.
9. In the Budget Monitor region, select the View menu, select Columns, and select
View All. This displays all the columns that are available to you. If there are
columns you are not interested in, simply uncheck the box next to the column
name.
10. The Export to Excel icon lets you export the Budget Monitor data to a
spreadsheet.
11. The Query By Example icon lets you filter the rows in Budget Manager for
specific segment values or amount values. Enter the value you want to filter by
and hit the Enter key on your keyboard.
12. The Detach icon opens the Budget Monitor in a separate window to allow you to
view more rows if necessary.
13. You can change the budget period or balance to see different views of your data.
6. Click on the budget amount for Account 53300. Since you were reviewing year to
date amounts, the Review Budget Balances screen displays balances from Jul-
Dec.
7. Click on Obligation balance for Sep-15. You can review journals or transactions
that support the balance.
If you run this BI Publisher report and it generates in PDF mode by default instead of
interactive mode, follow these steps to change the default output format to ‘interactive’.
3. Set the default output of all layouts to 'Interactive' and click on Save button.
SmartView
The multi-dimensional account balance capabilities provided by Fusion provide
unprecedented advances in account analysis. With SmartView, users can slice and
dice account balance information by any segment or hierarchy within the chart of
accounts. This Excel plug-in allows users to inquire on real-time account balances in a
spreadsheet and also provides drilldown to the application for additional details.
Highlighted Features
Online analysis of account balances in a familiar spreadsheet environment.
o You get better user-friendliness and greater productivity in manipulating
and analyzing financial data in any ad hoc way that suits you.
Drill down from parent-level account balances to lower level account balances
and to the underlying journals.
o You get instant access to the details you need to investigate and resolve
any issues.
Refresh the spreadsheet to update the latest balance information, for example if
a new journal gets posted.
o You get up-to-date data instantly, so your decisions are always based on
current, correct information.
This introductory flow shows you how straightforward it is to inquire upon and
manipulate account balances using familiar desktop tools, in order to get to the
information you want in an efficient, user-friendly way.
1. Launch Microsoft Excel and open the Budgetary Control Smart View
template.xlsx file from the Beehive Workspace. Note that your Smart View queries
can be saved and reused, saving time if you are regularly investigating similar
account balance information. Go to the Monthly by Balance Type tab.
2. Smart View is connected to your Fusion environment. You can see this
configuration by navigating to Smart View > Options > Advanced > Shared
Connections URL and entering the url: https://xxxxx-
bi.oracledemos.com/workspace/SmartViewProviders (xxxxx = your training
environment).
4. This will prompt you to log in. Login with your own username and password. After
entering your username and password, click on the Sign In button with your mouse.
Do not just hit the ‘Enter’ key on your keyboard.
7. Expand on Essbase_FA_Cluster.
9. Double-click on db.
11. In the window that opens, select Reuse Sheet contents and POV.
12. You are now connected, and you may close the Shared Connections window
This Point of View window allows you to select values for your data dimensions, so
you can pinpoint the information you want in your Excel analysis. This window can
be floating or docked at the top / side of the screen to suit you. Try it by grabbing the
title bar and dragging to move or dock the window.
a. Find the Department dimension in the Point of View (POV) window and click the
list of values arrow to select a new value.
Note: If you hover over the pull-down arrows beside each dimension, you will see
the dimension names.
From the list, click […] to open the Member Selection window. The Members
region shows all hierarchies (trees) and tree versions that have been created for
this dimension.
b. Click [+] to expand the parent value All Department Values. This displays a list
of all department values in your chart of accounts. Next, click [+] to expand the
hierarchy All Progress Department-V1. This displays the hierarchy with the
parent values and the child values that roll up to them.
Note: When a value appears in more than one tree version of the same
dimension, Smart View always uses the unique member path to identify each
value. For example, if parent department value 1010 appears in more than one
hierarchy, the name of the hierarchy precedes value 1010 to identify which
hierarchy it came from. This is important because parent department value 1010
may have different child department values rolling up to it in different hierarchies.
The value prefixed by the hierarchy name is referred to as the fully qualified
member name. The fully qualified member name is also used when the same
value is used in more than one dimension, for example if 99000 is a valid value
for both fund and account, it will be shown as fully-qualified member name
‘[Fund]@[99000]’ and ‘[Account]@[99000]’ to distinguish the two.
c. Select department 92300 by checking the box next to the value and click the
icon to move it across to the Selection region, and also click the icon to take
the existing value out of the Selection region, and then click OK to close the
window.
d. Click the Refresh button. The Smart View query will refresh the account
balances for the department that you selected. If you selected a parent value,
the amounts retrieved are the sum of accounts balances for its children.
Control Budget
The Control Budget dimension lets you select the control budget(s) for
which you want to view data. [In this exercise, if you select 2014 control
budgets, you also need to change the period to a period in 2014. If you
select 2015 control budgets, you need to change the period to a period in
2015.]
Time
The Time dimension lets you select the period(s) in your budget calendar
for which you want to view data. [In this exercise, you can select periods in
2014 for 2014 control budgets, and periods in 2015 for 2015 control
budgets.]
Amount Type
The Amount Type is set to Year to Date. Other options are Period-to-
Date, Quarter-to-Date, and Base. Base is the same as Period-to-Date.
The Balance Amount lets you select whether you want to see the Budget,
Commitment, Obligation, Actual, Funds Available, or other account
balances.
As demonstrated here, the Point of View window acts like a set of parameters to
refine the data in your spreadsheet. When you change values in the point of view,
they can be refreshed instantly against the latest data; you do not need to run any
batch process to load in new data.
Revert the changes you made in the previous step by clicking the Undo button in the
Smart View menu (not the Undo button for Excel), or simply close the spreadsheet
without saving it, and then re-open it and log in again.
The POV is a convenient way of changing your view of the data, but you can also
place multiple dimensions within your Excel sheet in order to see multiple member
values at once in a report-style layout. Dimensions can be dragged-and-dropped
from the POV window onto the spreadsheet, and you can have multiple dimensions
in the rows or the columns.
The example spreadsheet shows the Account dimension in the rows, and the
Balance Amount dimension in the columns.
a. Drag the department dimension from the POV window over to the left-hand side
of your spreadsheet (over the top of one of the Account cells in Column A). When
you drop it into place, it will become a new row dimension.
b. Parent values can be expanded within the spreadsheet to drill down and view the
account balances of the child values, or parent values can be collapsed. Either
use Zoom In from the Essbase menu or double-click on the ‘All Progress
Department – V1’ to expand to its child value, ‘T’. Double click on ‘T’ to further
expand. Then click on 11000– Information Systems and select Zoom Out from
the Essbase menu toolbar. See how it collapsed the child values back into the
parent value.
Note: Child values are expanded above their parent rather than below.
c. From the Smart View toolbar, click Options and select the Member Options tab.
Under the Zoom In grouping, you can specify how members of a hierarchy are
displayed; for example, you can control whether you zoom in by one level at a
time, expand all child levels, or zoom straight o the lowest level of the hierarchy.
Under the Data Options tab, you can control the suppression of data under the
Suppress Rows grouping. Check the box to suppress the No Data / Missing,
click OK to close the Options window, and refresh your spreadsheet. The
accounts with no balances (corresponding cells have #Missing) will be removed
from your analysis. (If this box was already checked, see what happens when
you uncheck it).
d. You can also pivot the data in the spreadsheet if you want to change the
orientation of your view. Drag the department dimension from the row axis and
drop it over the column axis by clicking on the first department value in cell A3,
right click to pick up the dimension, and drop it above cell C2.
e. You can also use the Essbase menu bar to pivot dimensions in the spreadsheet.
For example, click on cell B2 where it says ‘Budget Amount’. and use the
Essbase toolbar to pivot the Balance Amount dimension from the rows to the
columns using the button. The spreadsheet is now laid out with 3
dimensions – Balance Amount and Account in the rows, and Department in the
column of the report.
To analyze the data by account first then balance amounts within each account,
right-click and drag the cell for Balance Amount from the left of the Account
column to the right of the Account column, and the spreadsheet’s layout will
change accordingly.
f. Dimensions can also be dragged back to the POV window if you would like to
remove them from the spreadsheet. Right-click and drag the cell with the first
Balance Amount listed and drop it back to the POV window. The Balance
Amount dimension is removed from the spreadsheet.
h. Try using the Essbase toolbar to keep only data for departments 1010 and 1110
and remove the rest of the departments from the spreadsheet. Use CTRL + Click
to select the cells containing the labels 11000 and 12000. Click in the
Essbase toolbar and this will be the only accounting periods retained in the
spreadsheet. The function works in a similar way.
i. If you know the unique member name of a dimension member, you can type it
into the desired position, and Smart View will look up the data. Type ‘13000-
Finance’ into the cell to the right of ‘12000’. Hit the Enter key on your keyboard.
Click Refresh. The 13000 column should populate with data.
j. You can use Excel’s capabilities for calculations on the data in your spreadsheet
to calculate totals, averages, variances, etc. The recommended practice is to add
calculations after you have finalized your report layout, since adding a new
dimension to your Smart View report might mess up your calculations or cause
data in them to be lost. You can also use Excel formatting and conditional
formatting to change fonts, or the way cells display currencies, percentages, etc.
Having the flexibility to manipulate your balances in Excel without the need to import
and export the data is a key feature of Smart View.
One additional problem with traditional import/export to Excel is that data can
become “stale” – your analysis would be based on out-of-date information as new
journals are posted and balances change. Smart View has a Refresh button on the
POV window and on the Essbase toolbar which will instantly update your data with
the most current balances stored in the system, so you can reuse your query time
and again, knowing that it is always based on accurate account balances.
You can drill down on an account balance in Smart View directly into Fusion Budget
Balances page to view the budget transactions that make up the account balance.
Click on a cell in the spreadsheet with an account balance. Select the Drill
Through icon on the Essbase toolbar to drill into the Budget Balances page.
1. To create a new query, open a blank spreadsheet, and click on the Panel icon in the
Smart View menu.
4. Double click on db and more options appear at the bottom of the window.
6. Dimensions appear on the spreadsheet, and click on POV to get the POV window.
7. Select your advisory control budget in the control budget dimension, and select
values for the other dimensions to view the accounts that have budgetary control
balances in this control budget. Save your spreadsheet.
8. Do the same for your absolute control budget on a separate spreadsheet. Notice
the absolute control budget stores data for the natural account dimension at the
parent value level. Save your spreadsheet.
Runtime prompts and expansions for instant access to current, relevant data at
any level in your accounting hierarchy.
Group and distribute reports to end users in Books, such as multiple reports for
the same cost center, or the same report run for multiple cost centers.
Drag and drop object-based report creation with advanced formatting and
formulas for high-quality multi-dimensional
Wide variety of report output formats: HTML, PDF, Excel-Query Ready (i.e.
Smart View ready), Excel formatted.
The following exercise guides you through the process for using Fusion Financial
Reporting to deliver financial and management reports to GL users. This introductory
flow will show you some existing financial reports and books that have been defined,
and highlight the features that differentiate Fusion Financial Reporting, such as
Runtime prompts and expansions for instant access to current, relevant data at
any level in your accounting hierarchy.
This page presents the user with a list of all the Reports and Books that are
available to them.
The first tab shows the ‘Live’ online reports – these are interactive reports with a
Point of View that are run against real time data.
The second tab shows snapshot reports which have been published (from a
previously scheduled Financial Report Batch) for a particular point in time and
cannot be changed.
HTML
PDF
Fully formatted in Excel
Query ready in Excel
3. Click on the “Year on Year Comparison” report, selecting the link or the icon for
View in HTML
4. The report is displayed in your browser window. Remember you can collapse the
Task Area pane to the left of the screen if you more space on screen for your
working pane. If you do not see any data in the report, please check that the data
access set is set to Progress US Primary Ledger (upper left corner of screen), and
set the Accounting Period to Dec-15 and the Amount Type to YTD.
Across the top of the report pane, you will see a grey band. This is the User Point of
View (POV) for your report (which tracks last used value per user for each
‘dimension’).
If you need to change a value for the User POV, select the tab for that dimension
(i.e. AccountingPeriod, Department, etc). The member selector will pop up. Proceed
to navigate the tree to find the appropriate value.
A user viewing the report can change the member value for any of the dimensions
on the User POV, so they can customize the report data to fit their needs.
The User POV dimensions are links, and if you click on them you will pop open the
Member Selection window so you can refine the data that appears on the report.
Then, this User POV is tracked for each user and every dimension, and always
shows the last selected value the next time you run any report (not just this current
report) where that dimension is contained in the User POV. This provides
efficiencies because for some users they will always run reports for a particular
Company parent or Cost Center parent.
There is also a concept known as the Grid Point of View (POV), which is not shown
in this report. This works like the User POV, except that the Grid Point of View locks
the initial value for that report every time you run the report (based on report
definition). Grid Point of View allows you to update the value for the current report
similar to User POV, but it will not update the last member selected in the User POV
settings.
NOTE: A dimension can only exist in one place on a report either row, column, page,
User POV or Grid POV. Therefore, for a particular report, the User POV represents
every dimension that is not in the row, column and page (and Grid POV).
7. Click on the User POV for Accounting Period. Currently the Accounting Period for
the report is Dec-15. The member selection window will pop up, use it to change the
User POV to Sep-15 (it is in Qtr1-2015) and click OK.
The report will be redisplayed on your screen using the new point of view. You will
see that the report displays data both for Sep-15 and also for Sep-14. When you
change the User POV, all report values that are based on that User POV will change
accordingly.
Please be aware that when you pop open the Member Selection window for the
Point of View, you should click either OK or Cancel to close it (do not select the
button for the window).
8. For this report, the Fund dimension is defined at the ‘Page’ level. Therefore, you
can move to each page by using the pull down menu at the top of the report layout
to see a new page for a new company segment.
Use the pull down menu to view the Income Statement report for Fund 1001. [The
training environment only has data for Fund 1001 currently.]
9. Note the small grey arrows beside your account segment values, indicating that
these are parent values that can be expanded. Parent or child account balance
totals can be shown instantly at any level of the hierarchy.
every level of your hierarchy, so you can expand and contract these values and see
the balances at any chosen level within your account structure.
Expansions are within the financial report itself. This is different than Drill Through to
the budgetary control cube and underlying transactions.
11. If you scroll to the bottom of this report, you will see that it also has an embedded
graph. As you change the Point of View for the report, the graph will also change. If
you change the accounting period for the report, you will see that the graph updates
to reflect the new values in the report. The graph also changes to reflect expansions
of your data in the report.
12. Next you will drill through to the budgetary control cube and underlying transactions.
Drill through is available when you see the link on numeric amounts. If the report is
defined with drill through, then all balances on the report are drillable to Fusion
Detail Balances page.
In the page that opens, select the row for department 11210 for the period Sep-
15 and click on the Obligation amount. In the next screen, click on the row with
the Purchase Order number 701354 to display the purchase order.
13. Go back to the Financial Reporting Center browser tab. Now select the “Balances
by Department” report and select the icon to view this report in HTML.
Note the User POV values default from the last setting on the previous report.
In the User POV, you can change the budget period back to Dec-15 to see the data
in the report change dynamically. Also select FY15 Monthly Reporting for the
control budget.
14. Once you have had the chance to look at this report, click Done to return to the
Financial Reporting Center page. Try opening a report by clicking on the Excel icon.
Open some of the other reports that may be of interest to you.
2. Select either the Dep-14 or Dec-15 folder and view the reports in these folders.
These are reports that have been run from a Scheduled Batch at a fixed point in time
so they cannot be changed, and are not re-run against live data each time they are
opened.
The reports are static and include balance information from the time they were
generated. Note that when the report runs you do not see the Point of View. All the
report data is fixed so there are no expansions or drilldowns.
Highlighted Features
Real time ad hoc analysis of transactional data without need for IT resources.
User-controlled content – add/delete transaction attributes (columns), filter data,
add totals and subtotals, define formulas – variances, add columns, subtract
columns, etc.
User-controlled format – sort, re-order columns, conditional formatting of values.
Reports can be exported to Excel, PDF, PPT, CSV, SML, MHT, or tab delimited
formats.
Notes:
7. Change the status of the new budget period from Available for budgeting to
Open.
8. Enter a GL encumbrance journal with the following values:
Field Value
Journal Batch
XX Encumbrance Journal PTD Reporting (XX = your
and Journal
Name initials)
10. We will not be running the process in non-preview mode in this course, but note
that you must close the last budget period of the old fiscal year before you can run
the process in non-preview mode.