Finance Query is now available in Self-Service on the Financial Management menu.
Finance Query allows users to:
| Additionally, filter functionality allows users to:
|
|---|
Step-by-step Guide
1. Log into Valparaiso University Self-Service using Valpo credentials
2. Select the "Financial Management” module
3. Select "Finance Query"
4. Click "Filter" to filter information by the general ledger account number(s) to which you have access
5. Select the fiscal year. The query can be set to retrieve data for the current year, the next fiscal year, or the past five closed fiscal years
6. The following additional filters may be applied by selecting the drop down caret next to each category
- Fund - First two digits of the GL number (i.e. 10-xxxxxxx-xxxxx)
- Department - Second group of digits in GL number (i.e. xx-0965000-xxxxx) *Note: Must be seven numbers.
- Object - Last five digits of the GL number (i.e. xx-xxxxxxx-50312)
- Project - Leave blank; project accounting is not in use at this time
- Include Active Accounts With No Activity - Yes
Once the filters are 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.
Filters can be saved to make retrieving data more efficient in the future. Multiple filters can be saved.
7. Clicking on the drop down caret next to the "U" will reveal the individual account numbers that are within the cost pool. These line items are denoted by a “P” (Pooled).
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. Document numbers that are underlined may be clicked on to drill even further into the transaction.
10. The detailed screen provides a helpful summary of the activity. Note, all of the associated documents (vouchers) are hyper-linked for review. Also, when detailing in on a Blanket Purchase Order, you will find that the blanket purchase order is linked to the voucher and the line items within the voucher are displayed. (I cannot see this screen, will add screenshot when access has been udpated)
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. There are two options: Download CSV or Detail CSV. The Download CSV will provide a report similar to the Colleague GLBR report. The Detail CSV will provide a report similar to the Colleague GLBS report.
12. Click on the option you prefer and the report will download to your computer.
Protect University Data
Before exporting the Excel file in step 12, please remember financial data is for University purposes only. It is not to be shared or stored outside the University.