Financial
Reporting 101
Running nVision Reports
1
PantherSoft applications include standard reports that can be
customized and other reporting tools in which new reports can
be created.
There are three functionalities that specifically assist with
reporting:
• the nVision reporting tool,
• the Query tool, and
• Inquiry and View pages.
Financial Reporting 101
Terminology Review
Review Transaction Source Flow
Types of nVision Reports
The DT report – interpretation, drilling down
Researching Expenses, Encumbrances, and Pre-Encumbrances
Online Inquiry – Procurement and Travel
Small Group Activities
Training Agenda
By the end of today’s class you will be able to:
Run nVision Reports within PantherSoft Financials
Identify budget account categories and investigate transactions that
populate the Budget, Actuals, Pre-Encumbrance, and Encumbrance
columns on a DT Report.
Interpret Online Inquiry screens to investigate transactions
Learning Objectives
Terminology
Actuals: transactions that have posted to the GL.
Expense: financial activity when a payment has been processed.
Original Budget: budget loaded in KK as of July 1
st
.
Adjusted Budget: Original budget plus/minus any budget transfers.
Pre-Encumbrance: amount expected to spend, but for which there is no legal
obligation to pay. A requisition is typically a pre-encumbrance transaction
Encumbrance: amount for which there is a legal obligation to spend in the future.
A Travel Authorization is a typical encumbrance transaction.
Terminology
Debits: an accounting entry indicating an amount that is owed
Credits: an accounting entry indicating an amount received
Terminology
nVision Report Layout: The report layout is an Excel spreadsheet/template that
doesn’t include actual Panthersoft data; it defines the structure of the report.
Once a layout has been saved, you can use it repeatedly to run reports.
nVision Report Request: A collection of report-specific information such as request
name, report title, associated layout, scope, that can be saved and reused. Similar
to a Run-Control.
nVision Variables/Syntax: Variables are used in nVision to display information that
might change from report to report and avoid hard-coding.
nVision Terminology
Scope: A scope is functionality used in nVision reports to define the data to
include in a report using a single report layout and report request.
Trees: In Panthersoft, a tree is a graphic representation of the hierarchical
relationships of data in the database. Trees provide a way to organize related
data in a logical manner and give a visual summary of the tremendous amount of
detailed data the system stores. Multiple trees may refer to the same data but
organize it in different ways.
nVision Terminology
Transaction Flow
Account Categories
Category Budget/Account Examples Modules/Transactions
Revenue
Sales of Goods and Services
Student Financials
Smart Internal Billing
Check, Cashier, Wire
Transfers
CC Payments
Rental Income
Sponsorship Revenues
Auxiliary Enterprise
Revenues
Permanent Salaries and
Benefits
Faculty, Staff,
Administrative Salaries
HRMS
Benefits
Other Personnel
Services
Temporary Employees
Human Resources
Category Budget/Account Examples Modules/Transactions
Other Operating Expense
Travel Expenses
Travel and Expense docs
University CC (Travel)
University CC (Dual)
Travel and Entertainment CC
Office Supplies
Requisitions
Repair and Maintenance
Maximo
Telephone Equipment
Pinnacle
Shared Services Fee
Allocations
F&E under $5000
Allocations
Item Revenue or Expenses
Smart Internal Billing
Predefined Allowable
Expenses
Unencumbered Payments
Debt Services
Principal and Interest
Housing
Parking
Operating Capital Outlay
Personal Computers
Requisitions, POs,
Asset Management
Furniture
Repair and Maintenance
Maximo
Cash Transfers In & Out
Transfers to Construction
Smart Journal
Student Financials
Student Financials captures all financial transactions on the student's account
and sends those transactions to the General Ledger. These transactions are
posted in the general ledger via journals.
Smart Internal Billing
Smart Internal Billing is used for departments to bill other departments for
services/goods. These transactions are posted in the general ledger via
journals.
Credit Card Terminal Payments
There are merchant locations throughout the University that process credit
card transactions for various purchases, i.e ticket sales. This revenue is recorded
in the General Ledger for these types of transactions via journals.
Revenue
Billing
Department
• Creates Bill
• Approves Bill
Receiving
Department
• Approves Bill
• Auto-
Approves
after 90 days
After a Smart Bill is FULLY
APPROVED, an automated
process runs that creates the
journal.
The Billing Department
receives the Revenue (shows
in Actuals).
The Receiving Department
spends the Expenses (shows
in Actuals).
Smart Internal Billing Flow
Travel Authorizations/Expense Reports
The expense type chosen is mapped to a general ledger expense account. Once a TA
is budget checked in the system an encumbrance is created for the specified
activity number or project. After an ER is budget checked and linked to an
approved travel authorization, payment is issued and the encumbrance is
released. The payment then becomes an expense.
Travel Documents
TA Submitted
HR Supervisor
Approval
Expense/
Project
Manager
Approval
Travel
Expense
Report linked
to TA
Submitted
Expense/
Project
Manager
Approval
Travel Dept.
Approval
Travel Dept.
Stages
Reimbursement
Payment
Budget
Check
Encumbrance
Created
Budget
Check
Encumbrance
Released
Actuals
Posted
Travel Transaction Process
Product categories within the eProcurement module are mapped
to a general ledger expense account. Once a Requisition is
budget checked a pre-encumbrance is created for the
activity/project.
eProcurement Process
When the Purchase order is budget checked, an encumbrance is
created for the activity/project ID, and the pre-encumbrance is
released.
Requester enters a receipt for the goods/services received.
Accounts Payable processes the invoice from the vendor, a voucher is
generated;
the voucher is budget checked and the encumbrance is released,
payment is scheduled, the expense is created. The amount moves to
Actuals.
eProcurement Process
Requisition
Submitted
Expense/
Project
Manager
Approval
Purchase
Order
Created
Procurement
Dept.
Purchase
Order
Approval
Procurement
Dept
Purchase
Order
Dispatch
Receipt
Created
Invoice
Received
3-Way
Matching
Process
Completed
Voucher
Created
Accounts
Payable
Voucher
Approval
Payment
Staged
Budget
Check
Pre-
Encumbrance
Created
Budget
Check
Encumbrance
Created
Budget
Check
Actuals
Created
Special Request Requisition Process
Requisition
Submitted
Expense/
Project
Manager
Approval
Purchase
Order
Created,
Approved,
Dispatched
Receipt
Created
Invoice
Received
3-Way
Matching
Process
Completed
Voucher
Created
Accounts
Payable
Voucher
Approval
Payment
Initiated
Budget
Check
Pre-
Encumbrance
Created
Budget
Check
Encumbrance
Created
Budget
Check
Actuals
Created
myFIUmarket Requisition Process
Maximo
Maximo is a system that Facilities uses to track work order
requests.
On a monthly basis, Maximo sends the data to PantherSoft to
create journal entries to charge departments for services
rendered. All Maximo journal entries post to account # 761001
(Maintenance and Repairs) of an Activity or Project with a 'MAX'
journal prefix.
Other Operating Expenses
Pinnacle
The Pinnacle Billing system is used to bill FIU departments for
telecommunications and other services provided by the Division of
IT.
The system then creates journal entries that are processed each
month by PantherSoft to transfer the funds automatically.
Other Operating Expenses
Smart Journals
Smart Journal is a tool that facilitates the cash transfer process for
those activities that are allowed to transfer cash. Only Expense
Managers are able to create Smart Journals. Therefore, once the
journal is saved and a Journal ID is created, it’s automatically
approved.
Cash Transfers In/Out
Give an example of an Account
Category:
Which module would feed this
Category?
What type of financials
transaction would fall into this
category?
Learning Check
Types of nVision Reports
Running Reports
Before running an nVision report, users should know the Report Type,
Report Request ID, Scope, and Layout.
Knowing the Report Type will aid you in locating your Report Request ID
*DO NOT USE THE SAME REPORT ID TO RUN MULTIPLE
REPORTS AT ONCE. THIS WILL CAUSE BACKUPS AND YOUR
REPORT TO ERROR OUT.
Running nVision Reports
A scope defines data the report will contain usually specific to a
value such as a department or activity number.
The layout determines what fields and rows show up on the
eventual excel spreadsheet results.
The as of date refers to the time period.
Report Information
(AS) Budget Variance
Report
This summary report
provides budget variance
analysis for all Funds by
Activity Number
with
subtotals across columns
for Budget Account
Categories.
Monthly,
Quarterly
Report ID:
AS###### (first 6 digits of
Dept ID Number)
Layout: AS_EXECDEPTSUM_20## (by
fiscal year)
As of Date Field: 0X/31/YYYY (Last day
of last closed month)
Scope:
Department ID Number
(DI) E&G Budget Variance
This report provides the
user with detailed
variance analysis by
account for expenses
only. It is useful for
E&G
funded Activity Numbers
only. It does not provide
for inflows or fund
balances.
Monthly,
Quarterly
Report ID:
DI###### (first 6 digits of
Dept ID Number)
Layout:
DI_DEPTSUM_20## (by fiscal
year)
As of Date Field: 0X/31/YYYY (Last day
of last closed month)
Scope:
Activity Number
(DS) Available Budget
Balance
This report provides
available budget
information for total
expenses for a
range
of Activity Numbers
with a subtotal by
activity number and
funding source. This is
an executive area
budget balance
report.
By Activity Number
Contains Adjusted
Budget
Report ID:
DS###### (first 6
digits of Dept ID Number)
Layout:
DS_DEPTEXECSUM_20## (by
fiscal year)
As of Date Field: should be last day
of current fiscal year
Scope:
Department ID Number
(XA)
Budget Variance
This detailed report provides
budget variance for a
single
Activity Number
. Shows
beginning fund balance,
inflows and outflows, and
ending fund balance. This is
setup like a typical profit and
loss statement.
Report ID: XA###### (first 6 digits of Dept ID
Number)
Layout:
XA_DEPTSUM_20## (by fiscal year)
As of Date Field:
Select Specify or Today’s
Date.
Scope:
Activity #s
Payroll Detail
This report provides detailed
information on payroll
charges including employee
salaries and fringe benefit
amounts at the funding
source and employee level.
This report is run monthly to
reconcile payroll charges to
the financial statements, and
review that no inactive
employees have been paid in
error.
It can be run by Activity Number, Project, or by
Employee.
https://hr.fiu.edu/leadership/payroll
-
compensation/
(DT) Detail Transaction
This report provides
detailed transaction
analysis on
committed/paid
expenses, as well as
budget detail. It includes
actuals, budget, and
encumbrances.
As Needed
Report ID:
DT###### (first 6 digits of
Dept ID Number)
Layout:
DT_TRANSDATA_BUDGET_REPORT
(there is no year next to the name of
the layout for this report)
As of Date Field:
Select As of Today’s
Date ONLY
Scope: Department ID or Activity number
This report can ONLY be run for the
current and previous 2 fiscal years. For
data prior to that, please run a TranData
Query or Budget Overview.
• View Process Requests (the reports you
are running) and whether they have
completed successfully
• Find Reports in Report Manager using the
Administration tab and search parameters
Report Information
Online
Inquiry/View
Screens
These are specific navigations within PantherSoft Financials for viewing
and researching basic information about a transaction. It includes details,
chartfield and accounting distributions.
• Main Menu> Purchasing> Purchase Order> Purchase Order
Information Information> Document Status
• Main Menu> Travel and Expense> Travel Authorizations> View
• Main Menu> Travel and Expense> Expense Report> View
Online Inquiry/View Screens
Learning Activities
Department Number: 150001000
Scope: 1500120001
Activity Information
