Running ChartField Reports

Overview

There are two reporting tools used to access ChartField data in OAKS; the Financials (FIN) module uses PeopleSoft (PS) for reporting, and Business Intelligence (BI) uses Cognos.

Below are two examples of reports that can display a list of ChartField codes for a specified ChartField type. In this scenario, a list of all revenue account codes will display.

ChartField Configuration Report - BI GL0075

The following procedure shows how to run a BI report to view all codes for a specified ChartField type (Account, Fund, Department, Program, ALI, Project, Grant, Service Location, Reporting, Agency Use, Budget Reference, ISTV).

• The search can be narrowed by the alpha or numeric character the code starts with (e.g., for Account choose 1 = Asset, 2 = Liability, 3 = Equity, 4 = Revenue, 5 = Expense, 8 = Other sources, uses, adjustments).

Steps

• myOhio.gov > Cognos Enterprise > Public Folders > BI Reporting Folders > BI Standard Reports > FIN > General Ledger > Actuals > GL0075 ChartField Configuration

• The first page of  BI Standard Reports for GL Actuals displays.

• There may be multiple pages of reports available under Actuals.

2. Choose to run the GL 0075 Chartfield Configuration report With Options.

3. Choose a format for the report.

4. Click Run.

• The GL-0075 ChartField Configuration Prompt Page displays.

5. Choose "Account" for this scenario as the ChartField to Display.

6. Enter "4" in the Account Starts With field.

• Revenue codes begin with 4.

7. Complete optional fields to narrow the search or expand the description.

8. Click Finish.

9. Open the report when prompted.

Valid General Ledger Codes - FSX00XX

The following procedure shows how to run an OAKS FIN report to view all codes for a specified ChartField type (Account, Fund, Department, Program, ALI, Project, Grant, Service Location, Reporting, Agency Use, Budget Reference, ISTV).

In this scenario, a request for a List of Valid General Ledger Accounts (FSX0010) will run.

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Reports > Generate CF Reports

1. Choose a ChartField from the list provided.

• For this scenario, choose Account. as the ChartField for the report.

2. Create or open a Run Control ID. Refer to Running OAKS FIN Reports for instruction about creating and using run control IDs.
3. Click Add.
4. Enter or verify the parameters for the report request.
5. For General Ledger Accounts, the SetID is always "STATE."
6. The As of Date defaults to the current date.

7. Click Run.

• The Process Scheduler Request displays

8. Verify the Description and notice the Process Name.
9. Choose a Format to view the report.
10. Click OK.

• A Process instance number displays on the parameters page

9. Click the Process Monitor link.
10. Click Refresh until the Run Status shows "Success" and the Distribution Status shows "Posted."  

Retrieving and Reviewing the Report

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu >Reporting Tools > Report Manager

11. Change the Folder to "General."
12. Change the number of Days to "1."
13. Click Refresh.

• A list of reports, both those ran and received for that day, will appear.

14. Click the Report link.
15. The file extension is dependent on the format chosen when scheduling the report.

• The requested report displays in the format chosen.

• This report shows all account codes: 1 = Asset, 2 = Liability, 3 = Equity, 4 = Revenue, 5 = Expense, 8 = Other sources, uses, adjustments.