You can only view data that you have access to.

The same query run by you or someone else could result in different data.

As an example, you may have access to all EBRCs under Q40%, and your co-worker might have access to only Q40100000.

If you both run a Report, for example, the All Funds Budget Report, using Q40% as a Parameter, the two reports will have different data.

Not sure of the Fund Sources, EBRCs that you have access to?

Check the following two reports, the FD Chart of Accounts (AI) or the Access Report to determine your access.

To gain access to an EBRC the “Financial Data Access” section of the RIAS Access Request Form must be completed. The access form is available in the forms repository on the RIAS website.

Name

Description

 Tip

OFIS

OFIS is still available and it includes data through 6/30/08.

Pay Period End Dates - Can be found in Reports such as the Budget Status Report and Salary Savings Report

The Friday Pay Date is to be entered in Calendar Year Format. For example January 9, 2009 is entered as '09-jan-2009'.

Number of fiscal periods

Each fiscal year has 14 fiscal periods.

Fiscal periods 2 - 13 represent the 12 monthly periods from July through June. Fiscal period 1 (Jul-ADJ-09) represents the Balance Forward system postings. Fiscal period 14 (Jun-ADJ-09) represents the TBJEs booked for the current fiscal year.

Fiscal periods and date ranges can bring back different results.

The fiscal period Nov-09 is not the same as the Date Range 01-Nov-2008 to 30-Nov-2008.

A fiscal period brings in all transactions for that accounting period. For example, transactions posted on December 1, 2008 can be included in the Nov-09 fiscal period depending on the posting of a journal entry.

While these same transactions are NOT included in the 01-Nov-2008 to 30-Nov-2008 date range.

Fund Source Summary Report and all Summary Reports

If multiple fiscal periods are queried, then using "ALL" in the 'Period' Page Item drop down box is NOT accurate since the YTD totals of each fiscal period are added together.

Search for a report by name.

When you first open Discoverer, you are brought to the Worksheet List Page. You can choose the report you want to the entire inventory of reports.

On the "Worksheet List" Page there is a Box next to "Search All Workbooks". In this box enter a partial report name. For example, if searching for the Fund Source Detail Report, you can enter "detail" in the search box and only reports containing the word "detail" will display.

Remember "ANT".

Plant and Grant "ANT" Fund Sources.

Plant and Grant fund sources are Project to Date and all other fund sources are Fiscal Year to Date.

Delete the entire Parameter before re-running a new query.

After a report is run, Discoverer places quotation marks around the parameter that was entered.

Delete the entire parameter and re-enter your criteria before running the same report with different parameters. If you just delete and update part of the old parameter, you might erroneously keep one of the quotation marks, resulting in a report which shows no data.

Brackets < > almost always represent Positive Balances

An exception is the Fund Source Report By Period (MAR). In the MAR report, brackets < > represent negative balances.

Always look at the column heading, which will indicate if the Brackets < > represent positive or negative balances.

Delete the entire Parameter before re-running a new query.

After a report is run, Discoverer places quotation marks around the parameter that was entered.

Delete the entire parameter and re-enter your criteria before running the same report with different parameters. If you just delete and update part of the old parameter, you might erroneously keep one of the quotation marks, resulting in a report which shows no data.

All Funds Budget Report vs. Departmental Fund Source Summary Report

The All Funds Budget Report is a year to date report. For state fund sources, this report uses budget & expense data. For all other fund sources, this report uses actual revenue & expense data. Off campus fund sources are not included in this Report.  Also this is a Year To Date Report

In general this report is used to give an executive an overall status of their budget responsibility for Actuals.

Departments normally use the Fund Source Balances Report instead of this report.

The Department All Fund Source Summary Report for state fund sources and research grant fund sources uses budget & expense data. For all other fund sources, this report uses actual revenue & expense data.

This report includes budgets on research grant fund sources.  Off campus fund sources are included in this report. This report includes project to date amounts for research grant and plant fund sources. With these three differences, the Departmental All Fund Source Summary report is the exception of these three differences, this report is the same as the All Funds Budget Report.

Use the Wildcard as a tool.

The wildcard in Discoverer is the percent sign(%).

Query a group of Period Names by using %09, instead of Jul-09, Aug-09, etc.

Query a group of EBRCs by using Q40%, instead of Q4010000, Q4020000, etc.

Use the % if you are not sure of the exact Supplier Name. For Example Pitney Bowes Credit Corp can be entered as pitn%bo%.

How do I drill down in a report?

Blue triangles in the body of a report can be used to drill from a summary data to detailed data.

Click the Blue triangles next to any value in the body of a report. This will connect you to a detail report.

Name

Description

Tip

Adding Columns.

Click the blue triangle next to a column heading and choose from the menu the column title you want to add.

Example: If you run the Fund Source Detail report by Natural Account, you may add a column "Line Desc" that will show you the initial information entered when the transaction was created.  The report will re-run with the new added column.

Name

Description

Document

Reports Inventory

List of additional data that can be added to reports.

MS Word

Reporting Attributes

List of available reports in Discoverer.

MS Excel