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- filter financial data using GL account components
- sort and subtotal by component piece
- filter for actual transaction data by a specific date range
- specify a default filter as well as save filters
Log into Valparaiso University Self Service:
Step-by-step Guide
1. Log into Valparaiso University Self-Service using Valpo credentials
2. Select the “Financial "Financial Management” module
3. On the following screen:
a. Type in the Fiscal Year from which you would like to pull data
b. Type S or D for Summary data or Detailed data (D provides the most information)
c. Tab through the screens until you reach GL Account Definition. Click on the white paper next to the “Not Defined” field.
4. On the following screen
a. Click on the white paper next to Select/List field
b. This page will appear. This is where you will enter your account details.
c. Type the letter I (for include) in the white box next to the number 1. Type the first two numbers of your GL code, usually 10 or 23, in the white box next number 2.
d. Type the letter I (for include) in the white box next to the number 3. Type the next seven numbers of your GL code in the white box next number 4.
e. If needed, type the letter E (for exclude) in the white box next to the number 5. Type the five numbers of the object code you would like to exclude from the report in the white box next number 6.
e. Type the letter N (for no) in the Prompt for additional selection criteria field.
f. Hit Save then Update
| Note |
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Some Colleague users have access to object codes that list salary or other confidential information. If you are one of those users and need to run a report for others, you may elminiate specific object codes from the report. Step 4e. explains how to do that. |
5. On the next screen, click on the white paper next to the Sort field
6. This screen will appear
a. On row 2 enter the letter Y in the Break box
b. Click Save then Update
7. This screen will appear, no action is needed, simply click Save then Update
8. You are now back to the main screen. Enter N in the Generate Spreadsheet field at the bottom of the page. Click Save then Update.
9. Make sure Output Device is set to H. Click Save then Update.
10. The report will generate. Click on Finish. Click on Select Export to PDF to download the report to your computer for review. . Select "Finance Query"
4. Click "Filter" to filter information by general ledger account number
a. The query can be set to retrieve data for the current year, the next fiscal year, or the past five closed fiscal years
b. Filters can be saved to make retrieving data more efficient in the future. Multiple filters can be saved.
5. Once a filter is applied, data will populate on the right side of the screen. Cost pools are denoted by a “U” (Umbrella) to the left of the general ledger account number
6. Clicking on the carrot will reveal the individual account numbers that are within the cost pool. These line items are denoted by a “P” (Pooled) to the left the general ledger account number.
7. This screen will appear, no action is needed, simply click Save then Update
8. To drill into transaction details, click the GL number you’d like to research
9. A summary screen will display showing blanket and open purchase orders. The next section lists actual transactions. Document numbers that are underlined can be clicked to drill even further into the transaction.
By clicking on the blanket purchase order, we will see:
10. This screen provides a nice summary of the blanket purchase order activity. Please note that all of the associated documents (vouchers) are hyper-linked for review.
Navigating back to the GL account summary, let’s click on a voucher in the actual activity section. By doing so, we are brought to this screen:
Please notice that the blanket purchase order is linked to the voucher and that the line items within the voucher are displayed.
11. When presented with the task of analyzing information or creating an ad-hoc report, it may be useful to export the data within Self-Service Financial Management to a .csv file. To do so, click the “Export” button in the top right of display:
ou have two options: Download CSV or Detail CSV. The Download CSV will provide a report similar to a GLBR. The Detail CSV will provide a report similar to a GLBS.
| Warning | ||
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Before exporting the PDF in step 10, please remember financial data is for University purposes only. It is not to be shared or stored outside the University. |
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