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DT Report - Pivot Table Training Manual

Purpose: In this example, user will learn how to run a PS/nVision Detail Transaction (DT) Transdata Report using

Layout: DT_Transdata_Budget_Report for an Executive Area.

1. Navigation to Ps/nVision: Reporting Tools> PS/nVision> Define Report Request

2. Click on Find an Existing Value. And enter the following information:

a. Enter the Business Unit: FIU01

b. Enter the Report ID: DT + first 6 digits of deptID

c. Click Search

3. On the nVision Report Request tab input the following information:

d. Type a Report Title: free form

e. Layout: DT_Transdata_Budget_Report

a

b

c c

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f. As of Reporting Date: “As of today”

g. Click on “Scope and Delivery Templates”.

4. Type in or look up the Activity Nbr or Project on the Report Scope field. Then click OK.

d

f

e

g

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5. Click Run Report.

6. Select PSNT.

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7. Click on Save and then go to Process Monitor.

8. Refresh the Process and then click on Go back to Report Request.

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9. Click on Report Manager to open the report.

10. Go to the Administration Tab, and click on the report link under the Description section.

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1. Enable Content and click “Yes”.

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The DT report main components:

When first run, the report will appear as follow:

Filters

Rows

Columns

Values

Field List

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The Rows:

a

b

c d

e f

a

b

c d

e

f

By default the DT will be delivered as shown

above with subtotals broken down by:

a- Organizational department

b- Activity Nbr

c- Expense/Revenues Rollup (Rollup3)

d- Budget Rollup (OCO, OPS, OOE, SAL)

e- Budget Account

f- Detail Account (Account2)

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Row Collapsing or Expanding:

Row Subtotals:

Before:

Rows can be expanded or collapsed at any

level of detail. For example, in this report,

Activity Nbr 1104130006 was collapsed to

show one subtotal for all transactions under

the Activity Nbr.

WARNING: When collapsing rows please be

aware that the revenues and expenses will be

summed together to show one total. To see

your expense available balances, please see

the filter section on page 13.

To avoid confusion due to duplicate subtotals,

you may want sometimes to remove subtotals

from any of the rows that have been selected.

To do so, you can click on the field in the row

box as shown and then click on” Field

Settings…”

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After:

The “Field Settings” box will appear. Excel

defaults the subtotals to “Automatic”. To

remove them you may click on the radio

button “None”.

Tips and Tricks : Note that Excel gives you the

option to specify the calculation type that you

would like it to compute. By clicking on the

Custom radio button, you may select to

average your number or even count them.

Tips and Tricks 1: Note that you may change the

name of the field you want where “Custom

Name” shows.

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The Columns:

a

The columns represent the ledger or type of

information contained in the column.

The ledger balance signs are as follow:

Expenses Revenues

Budget Positive Negative

Expense/Revenues(Actuals) Negative Positive

Encumbrances Negative N/A

Pre-Encumbrances Negative N/A

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The Values

Drilling to the data

A value will appear anywhere that there are data for

the intersection between row and column.

Excel allows you to retrieve the source data behind

each value by simply double clicking on it. In this

case the source data is the TRANDATA.

WARNING: To get back to the report click the

“PivotTable” tab at the bottom.

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The Filters

This section allows the user to apply filter to the

entire report. The DT report defaults the Budget

Period to the current one (in this case 2013) by

applying a filter.

WARNING: This is one of the most common

sources of error when manipulating Pivot tables as

it is not easily visible. Make sure to keep track of

the filters applied.

To apply a filter, simply click on the arrow next to

the field that you want to select and make your

selection. You may select more than one value by

clicking on the “select Multiple Items” check box.

WARNING: Never uncheck the (blank) value.

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The Field List:

These are all the fields available to the user to filter

or/and expand the columns or rows in the report.

To do so all you need to do is drag and drop the

desired field in the appropriate box.

Tips and Tricks 1: Note that any field that has a

filter applied to it will show a funnel next to it in

the list.

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DT Report Layout Examples

Executive Available Balance Report by Funding Source / Activity Nbr (the DS report)

Step one - filter the report to expenses only:

Drag and drop the “Rollup3” (Expense/Revenue)

from the “Row Labels” to the “Report Filter” box.

This layout will provide you with the available adjusted budgets by activity Nbr by

Fund code.

WARNING: The actuals expenses are posted transactions thus the total expense

amount maybe different then the budget overview in PeopleSoft where the expense

amounts reflect budget checked transactions.

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Step one - filter the report to expenses only:

Click on the filter drop down menu

Check the “Select Multiple Items”

checkbox

Uncheck everything but “Expenses” and

“Blank”

Step two - Filter the report to Expenses only:

Click on the filter drop down menu

Check the “Select Multiple Items”

checkbox

Uncheck everything but “Expenses” and

“Blank”

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Executive Available Balance For Non-Salaries Expenses Report by Funding Source /

Activity Nbr

Step one – Getting to the executive available

balance

Please follow the steps in the previous section to

obtain executive available balance.

Step three – adding fund code subtotals:

Move the fund code from the “Report Filter” to

the “Row Labels” between DeptID and Activity

Nbr.

……Et voila!

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Step two – Add the rollup filter

Drag and drop the “Rollup” filed in the “Report

Filter box”.

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Step three – Apply filter

Uncheck the “Permanent Salaries”

selection from the Rollup filter .