Finance Accounting Financials DataMart User Guide

Financials DataMart User Guide 1 Last Updated Nov. 11, 2013

Finance & Accounting

Financials DataMart User Guide

Overview The Financials DataMart offers the University of Central Florida (UCF) community a convenient reporting resource available directly from the myUCF portal. Financial data from UCF Financials is fed to DataMart on a nightly basis and includes Budget, Encumbrance, and Actuals transactions. The UCF Financials Xpansion project, which added four new modules to UCF Financials in November 2013, added field names and column headings to the Encumbrances, Actuals, and Budget DataMarts. These changes display in budgets converted for use with the new modules but are not visible in historical data.

Accessing DataMart

1. Access the myUCF Login portal (my.ucf.edu) using Internet Explorer, and select Sign On under myUCF Login.


2. Sign on to the portal.

3. Expand the Staff Applications link, and select F&A DataMart.


4. The Finance & Accounting DataMart will open.

Using DataMart When you first enter DataMart, you will see four quadrants of available reporting sources. The quadrant you select depends on what information you are seeking:

To retrieve encumbrances, pre‐encumbrances, and encumbered expenses, select the Encumbrance DataMart.


To retrieve revenues, expenditures, and general ledger activity, select the Actuals DataMart.

For initial budget entries and budget adjustments, select the Budget DataMart.

FLAIR DataMart contains historical transactions prior to July 1, 2003.

Using the Budget Position Summary Link

The DataMart Budget Position Summary provides a quick look at budget, actuals expenditures, encumbrances, and pre‐encumbrances for a selected project or department. Click the Summary link at the top of the page to open the DataMart Budget Position Summary search page.

A. If you are reviewing a project summary, enter the project number, and click the Submit

button.


B. If you are reviewing a departmental summary, enter the department number, select the fiscal year, and click the Submit button.

Using the Encumbrance DataMart

1. Click the Encumbrance button in the upper left quadrant of the DataMart homepage.


This opens the Encumbrance Data page.

2. Select a Reporting Period (or accept the default value, if appropriate). For departments,

budget period (BP) in the Encumbrance DataMart is equivalent to fiscal year (FY), which is

used in the Actuals DataMart and Budget DataMart. For projects, select the Projects

option from the dropdown menu.

3. Narrow your search by selecting criteria from the Field Name and Operator fields.

4. Refine the order of your three search choices by selecting the Field Name you would like

listed first in the Sort by field. Select the Field Name you would like displayed second in the

then by field. Your remaining Field Name search choice will display last.

5. Type a selection into the Value field that relates to the selected Field Name as limited by

the chosen Operator (i.e., Department/Project Is 02500001 where 02500001 is a

department number).

6. After choosing your selection criteria, click the Run Query button.

Help Menu for Selecting Encumbrance Criteria When you open the Help menu at the top of the Encumbrance Data page, you will find a description of the Function of each selectable area on the Encumbrance DataMart.


Reporting Period

Within the Help menu a table on the Encumbrance Selection Criteria page provides an explanation of the Function of the Reporting Period.

Encumbrance Selection Criteria Page

Selection Function

Reporting Period Use the Budget Period (BP) selection criteria from 2004 forward to retrieve departmental transactions; use the Active Projects (a Life to Date time span) selection criteria to retrieve transactions for active projects.

Field Name


Within the Help menu the table on the Encumbrance Selection Criteria Page provides an explanation of each Field Name. These choices allow you to narrow your search of DataMart records.


Selection Function

Department/Project Enter eight digits for the desired project or department ID.

Transaction Date This is the date of the encumbrance transaction ‐ for instance, the date a requisition or purchase order was budget‐checked.

Transaction Type If you select Transaction Type, enter one of the following three values in the Value field:

CC_DET_EXP – retrieves encumbered funds related to expenditures (Record Types = VEN and JEN) This Transaction Type is similar to drilling down on the Expenditure value in the online Budget Details page of UCF Financials.

CC_DET_ENC –retrieves encumbered funds related to POs (Record Type = PEN) or relief of encumbrances by vouchers (Record Type = VEN). This Transaction Type is similar to drilling down on the online Encumbrance value in UCF Financials.

CC_DET_PRE – retrieves encumbered funds related to requisitions (Record Type = REQ) or relief of pre‐encumbrances by a PO (Record Type = PEN). This Transaction Type is similar to drilling down on the online Pre‐encumbrances value in UCF Financials.

PO Number* Use PO Number to retrieve those transactions related to purchase order budget checking activity, which may include the creation of the encumbrance, the relief of a pre‐encumbrance, and the relief of encumbrance by vouchers. PO numbers are 10 characters in length, and the zeros are significant.

Voucher Number* Use Voucher Number to retrieve those transactions related to voucher budget checking activity, which may include the creation of an expense against the budget and the relief of an encumbrance. Voucher IDs are 8 characters in length.

Requisition Number* Use Requisition Number to retrieve those transactions related to requisition budget checking activities, which primarily include the creation of the pre‐encumbrance and the relief of that pre‐encumbrance by a purchase order, or closure of the requisition. Requisition IDs are 10 characters in length and the zeros are significant.

Journal ID* Use Journal ID to retrieve journals affecting pre‐encumbrances, encumbrances or expenses directly, such as UCF Computer Store encumbrance journals.



Selection Function

Vendor ID Use Vendor ID to retrieve transactions related to a specific vendor ID. Requisition, purchase order, or voucher transaction results may be returned, because all of those transaction types have vendors associated with them.

Vendor Name Use Vendor Name to retrieve similar transactions to those retrieved by vendor ID. The selection criteria are not case sensitive, but commas and spaces are significant.

Description Use Description to retrieve all types of transactions. As is the case with Vendor Name, the criteria are not case sensitive, but commas and spaces are significant.

Amount You can enter a specific Amount or a threshold Amount. If you do a search by Amount, keep in mind that you may be seeing only part of a complete transaction. For instance you may key $1530, and retrieve the voucher, purchase order and requisition lines, but you may not see the relief of encumbrance or pre‐encumbrance, as they could be negative (‐$1530).

Record Type* The Record Type depicts the type of encumbrance transaction that has been recorded. There are 4 values which represent the rows of data created by the budget checking of each respective document: REQ ‐ requisitions; PEN ‐ purchase orders; VEN ‐ vouchers; JEN ‐ journal entry.

Account Use Account to limit the transactions retrieved to selected account codes ‐ the most common are values starting with a 7 which represent expenses, 3 which represent AP accruals and 1 which represent balance sheet accounts, primarily cash.

Alternate Acct The Alternate Account is associated with the Account, and is used for financial reporting purposes. There can be several accounts tied to the same alternate account. Alternate account 722000 represents assets.

Fund Use Fund to limit the transactions retrieved to those of a specific Fund code. In UCF Financials, the Fund code is a Chartfield representing the funding source used for transactions.

* Denotes that only 1 of the 5 starred (*) fields can be used in the selection criteria, not used in combination with one another. A record type of VEN for instance, will have transactions for both an expense encumbrance from the voucher and an encumbrance relief from a PO, and the PEN record type for that same PO can have an encumbrance and a pre‐encumbrance relief, so a specific PO or voucher ID could be in conflict with a specific record type.


Operator

Within the Help menu the Operator Selection table provides an explanation of the Function each Operator performs when you search the Encumbrance DataMart.

Operator Selection

Operator Function

Is Use to retrieve an exact match from the field. Examples:

Department/Project Is 02500001 returns all records where Department/Project number Is equal to 02500001

Transaction Date Is 4/9/2005 returns records with Transaction Date is equal to April 9, 2005

Like Use to retrieve for existence of the value in any part of the field. Examples:

Department/Project Like 020 returns 02010000, 10407020, 04020800

(with underscore wildcard) Department/Project Like 35__3_11 returns Department/Project that begins with 35, the fifth digit is 3, and last two digits are 1; e.g. 35023511, 35503411, 35463011

Vendor Name Like Office returns Office Plus, Law Offices of James Bond, Capital Office

Begins With Use to retrieve records where field name begins with a given value. Examples:

Department/Project Begins With 020 returns 02010400, 02050200, 02090100

Vendor Name Begins With Office returns Office Plus, Office Depot, Office Solutions


Operator Selection

Operator Function

Range Use to search Amount, Transaction Date, Account fields by range. Examples:

Amount Range 100‐200 returns all amounts in range $100 to $200

Transaction Date Range 4/10/05‐04/14/05 returns records with Transaction Date from April 10, 2005 to April 14, 2005

Account Range 722101‐722110 returns all Accounts with values from 722101 to 722110

GTE or LTE Greater Than or Equal (GTE) or Less Than or Equal (LTE). Use only for Amount field. Examples:

Amount LTE 1000.00 returns Amounts <= $1,000

Amount GTE 50000.00 returns Amounts >= $50,000

DataMart Query Results After choosing your selection criteria, click the Run Query button. DataMart results are displayed 50 at a time. Check the Total Records Found near the top of the page for the total number of transactions that have been returned. Use the First, Previous, Next, and Last links to navigate among the results. This also applies to the Actuals and Budget DataMart quadrants.


Buttons at the top of the DataMart Query Results page are available to assist you in using DataMart. The following table lists these buttons and their functions.

Icon Function Use to return to the selection criteria page to run a new query.

Use to export query results to Excel.

Use to export query results to a text format.

Use to return to the DataMart home page.

Use to summon help with the query results.

Help – Interpreting Encumbrance DataMart Column Headings To learn more about the entries on the DataMart Query Results page, click the red question mark icon at the top. This opens a page that provides additional information.

Encumbrance DataMart Column Headings

Line# The line number is actually a hyperlink to display more detailed information about the transaction. Use it to display a separate Details page which contains information based on the type of transaction.

Dept/Proj Number Department or Project ID

Account The Account Code for the transaction line.

Amount The monetary amount of the transaction.

PO# / Req# This column indicates a secondary document to the transaction, if there is one. For instance, a VEN record type transaction may have a purchase order ID in this field, if the transaction represents a PO voucher. For a PEN record type transaction, this field may contain a requisition number, if the PO was sourced from a requisition. There will be no values in this field if the record type is JEN or REQ, as there are no previous, secondary documents for these two transaction types.

Vendor Name / Jrnl Hdr Desc If the transaction is a record type of REQ, PEN, or VEN this field contains the vendor name for the requisition, purchase order or voucher. If it is a JEN it contains the Journal Header description.



Rec Typ (Record Type)

Displays the type of encumbrance transaction. The values are: REQ: Pre‐Encumbrance transactions from requisitions; PEN: Purchase order initiated encumbrances. Includes the creation of encumbrance and relief of pre‐encumbrance; VEN: Voucher initiated encumbrance transactions. Includes the creation of an expense against the budget and the relief of encumbrance; JEN indicate journal encumbrances. The Trans Type field easily identifies which of the same record types are the creation or the relief.

Document Number This is the primary document of the transaction, and is related to the value in the Rec Typ field. If the transaction is a record type REQ this value is the requisition number; if it is a PEN, this value is the purchase order. If it is a VEN, this value is a voucher, and this field contains the encumbrance journal if the record type is JEN.

Doc Line This is the line number of the primary document listed in the Document Number column to the left.

Trans Type Indicates the type of encumbrance involved in the transaction. The actual value also indicates which ledger the transaction was written to. The values are CC_DET_EXP, CC_DET_ENC and CC_DET_PRE where _EXP represents expenses, _ENC represents encumbrances and _PRE represents pre‐encumbrances.

Transaction Date This is the date the encumbrance transaction was budget checked.

Transaction Description This description comes from the transaction. For record types of REQ and PEN it will be the vendor name. For record type VEN it will be the voucher line description. For record type JEN it will be journal line description.

Vendor ID This field will be the vendor ID for all record types except JEN, since journals don't have vendors.

Alt Acct This field contains the alternate account value.

Fund In UCF Financials, the Fund code is a Chartfield representing the funding source used for transactions.

Pgm In UCF Financials the Program Code is populated with a default value of ZZ.

Activity Id This column is a Project Costing required field. For CNG Projects it identifies cost related to budget categories. For Construction, Utilities, and Auxiliary it identifies cost breakout.



Analysis Type Analysis Types are used for Project Costing to reflect the nature of transactional data as it flows thru the system. Analysis Type can change as the transaction flows thru the system. For example, a requisition begins with and Analysis Type = REQ, when the requisition is sourced into a Purchase Order another transaction is created with an analysis type = COM. Finally, when the PO is copied into a voucher for payment, a third transaction is created with the ACT analysis type. Examples: •Payables: ACT . (Actual Cost). • Payroll: PAY • Bill Amount/Bill Adjustment: BIL/BAJ • Fringe Benefits:FBE • GL Expense: GLE • GL Non‐Expense: GLN • GL Revenue: GLR • GL Payroll(Online Adjustment): GLP • Sponsor F&A: SFA

View Total Amount Link

Use the View Total Amount link to get summarized totals for expenses, encumbrances, and pre‐encumbrances from DataMart.


Using the Actuals DataMart

1. On the DataMart homepage click the Actuals button in the upper right quadrant.

This opens the Actuals Data page.



choose a fiscal year (FY). For projects, select the Projects option from the dropdown menu.







department number).


Help Menu for Selecting Actuals Criteria When you open the Help menu at the top of the Actuals Data page, you will find a description of the Function of each selectable area on the Actuals DataMart.

Reporting Period

Within the Help menu a table on the Actuals Selection Criteria page provides an explanation of the Function of the Reporting Period.

Actuals Selection Criteria Page

Selection Function

Reporting Period Use the Budget Period (BP) selection criteria from 2004 forward to retrieve departmental transactions; use the Active Projects, (a Life to Date time span) selection criteria to retrieve transactions for active projects.


Field Name

Within the Help menu the table on the Actuals Selection Criteria Page provides an explanation of each Field Name. These choices allow you to narrow your search of DataMart records.

Actuals Selection Criteria Page

Selection Function


Voucher Number Use Voucher Number to retrieve those GL ledger transactions related to a voucher. Voucher ID's are 8 characters in length.

Vendor Name Use Vendor Name to retrieve similar transactions to those retrieved by vendor ID. The Vendor Name selection will return journals related to vouchers using this vendor. The selection criteria are not case sensitive, but commas and spaces are significant.

Description Use Description to retrieve all types of transactions. As is the case with Vendor Name, the criteria are not case sensitive, but commas and spaces are significant.

Transaction Date This is the date of the journal.

Amount You can enter a specific Amount, or a threshold Amount.

Record Type The Record Type indicates the sources of the journal. Examples include online journals (IDI), student journals (SF), and Human Resources (HR) journals.

Invoice Use Invoice to retrieve journals to which a voucher and vendor invoice number has been tied.


Account Use Account to limit the transactions retrieved to selected account codes ‐ the most common are values starting with a 7 which represent expenses, 3 which represent AP accruals and 1 which represent balance sheet accounts, primarily cash.

Alternate Acct The Alternate Account is associated with the Account, and is used for financial reporting purposes. There can be several accounts tied to the same alternate account. Alternate account 722000 represents assets.


PO Number Use PO Number, to retrieve journals related to a PO voucher. PO numbers are 10 characters in length, and the zeros are significant.

Journal ID Use Journal ID to retrieve specific journals.

Program In UCF Financials, the Program Code is populated with a default value of ZZ.

Vendor ID Use Vendor ID to retrieve journals related to vouchers with this vendor ID.

Operator

Within the Help menu the Operator Selection table provides an explanation of the Function each Operator performs when you search the Actuals DataMart.

Operator Selection

Operator Function





Operator Selection

Operator Function













Amount LTE 1000.00 returns Amounts <= $1,000 Amount GTE 50000.00 returns Amounts >= $50,000

DataMart Query Results Enter your selection criteria, and click Run Query at the bottom of the page to view the DataMart Query Results.


Help – Interpreting Actuals DataMart Column Headings Once you have run a query, you can learn more about the entries on the DataMart Query Results page by clicking the red question mark icon at the top of the page. The following information displays.

Actuals DataMart Column Headings

Line# The line number is actually a hyperlink to display more detailed information about the transaction. Use it to display a separate Details page which contains additional information about the journal.


Account The account code for the transaction line.

Amount The monetary amount of the transaction (from the journal line or voucher line, if the journal is related to a voucher.)

Voucher#/Contract# If the journal is related to an accounts payable voucher, that voucher number will be displayed here. If the journal is related to a contract, that contract number will be displayed here.

Vendor Nm/Customer Nm/ Jrnl Header Desc

This column contains either the journal header description, or the vendor name or customer name, depending on if the journal is related to a voucher or a contract/invoice/item.

PO#/BI Invoice/AR Item If the journal is related to a PO voucher, the PO ID will be displayed in this column. If the journal is related to a Billing invoice or AR item, the Invoice or Item will be displayed in this column.

Journal ID This is the general ledger journal ID.

Invoice Number/Payment Id If the journal is related to a PO voucher, the vendor’s invoice number will be displayed in this column. If the journal is related to an AR item the payment id will be displayed in this column

Transaction Date This is the journal date.


Actuals DataMart Column Headings

Fund In UCF Financials, the Fund code is a Chartfield representing the funding source used for transactions.

Line Description This description is the journal line description or the sub‐system line description, if the journal is related to a voucher, contract, invoice, item.

Alt Acct This column contains the alternate account value.

Prg In UCF Financials the Program Code is populated with a default value of ZZ.

Vendor/Customer ID This column contains the vendor ID if the journal is related to a voucher or a customer id if the journal is related to a contract, bill, or AR item.


Analysis Type Analysis Types are used for Project Costing to reflect the nature of transactional data as it flows thru the system. Analysis Type can change as the transaction flows thru the system. For example, a requisition begins with and Analysis Type = REQ, when the requisition is sourced into a Purchase Order another transaction is created with an analysis type = COM. Finally, when the PO is copied into a voucher for payment, a third transaction is created with the ACT analysis type. Examples: •Payables: ACT . (Actual Cost). • Payroll: PAY • Bill Amount/Bill Adjustment: BIL/BAJ • Fringe Benefits:FBE • GL Expense: GLE • GL Non‐Expense: GLN • GL Revenue: GLR • GL Payroll(Online Adjustment): GLP • Sponsor F&A: SFA

Resource Category Resource Category is a new Project Costing Field that identifies Misc. Fringe and Overhead. • Termination Annual & Sick Pool: FTASP • Workman's Compensation: FWCMP • Workman's Compensation: GA FWCGA • Workman's Compensation: OPS FWCOP • Unemployment Compensation: UNEMP • Unemployment Compensation: OPS UNEOP • General Liability: FGENL • Overhead: OVHD


Using the Budget DataMart

1. On the DataMart homepage click the Budget button in the lower left quadrant.

This opens the Budget Data page.



choose a fiscal year (FY). For projects, select the Projects option from the dropdown menu.







department number).


Help Menu for Selecting Budget Criteria When you open the Help menu at the top of the Budget Data page, you will find a description of the Function of each selectable area on the Budget DataMart.

Reporting Period

Within the Help menu a table on the Budget Selection Criteria Page provides an explanation of the Function of the Reporting Period.

Budget Selection Criteria Page

Selection Function

Reporting Period Use the Fiscal Year selection criteria from 2004 forward to retrieve departmental transactions; use the Active Projects, (a Life to Date time span) selection criteria to retrieve transactions for active projects.


Field Name

Within the Help menu the table on the Budget Selection Criteria page provides an explanation of each Field Name. These choices allow you to narrow your search of DataMart records.

Budget Selection Criteria Page

Selection Function


Journal ID Use Journal ID to retrieve specific budget journals.

Description Use Description to retrieve budget journals by the journal description. As is the case with Vendor Name, the criteria are not case sensitive, but commas and spaces are significant.

Transaction Date This is the date of the budget journal.

Amount You can enter a specific Amount, or a threshold Amount.

Account Use Account to limit the transactions retrieved to selected account roll‐ups. Budgets for departments are entered with account 000000. Budgets for projects are entered by the category of expenses, such as 712000, 720000, or 782000.


Program The Program Code is populated with a default value of ZZ.

Operator


Within the Help menu the Operator Selection table provides an explanation of the Function each Operator performs when you search the Budget DataMart.

Operator Selection

Operator Function
















Amount LTE 1000.00 returns Amounts <= $1,000 Amount GTE 50000.00 returns Amounts >= $50,000


DataMart Query Results Enter your selection criteria, and click Run Query at the bottom of the page to view the DataMart Query Results.

Help – Interpreting Actuals DataMart Column Headings Once you have run a query, you can learn more about the entries on the DataMart Query Results page by clicking the red question mark icon at the top of the page. The following information displays.

Budget DataMart Column Headings

Line# The line number is actually a hyperlink to display more detailed information about the budget journal.


Account The account roll‐up code for the transaction line.

Amount The monetary amount of the transaction.

Journal Header Desc The budget journal header description.

Journal The budget journal ID.

Journal Line No The line number of the journal on which the budget transaction is recorded.

Transaction Date The journal date.

Fund The funding source for the journal.

Journal Line Description The budget journal line description.

Trans Type The transaction type, which represents which ledger to which the journal is posted. This value will be either CC_DEP_BUD or CC_PG_BUD, depending on whether you are inquiring on a department or a project. Active Project budgets going forward will have a new CH_PG_BUD trans type.


Budget DataMart Column Headings

Budget Period For departments, the budget year of the transaction (which also equals the fiscal year).

Pgm The Program Code is populated with a default value of ZZ.

Acct Pd The accounting period in which the journal was entered.

Rec Type The Record Type will always equal BUD.

Budget Type This column indicates whether the budget entry was original or a budget adjustment.

FYear This column indicates the fiscal year for the accounting period when the journal was entered.


Documents

Finance Accounting Financials DataMart User Guide