Reporting

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Reporting

The information you will find here is centered around the creation of accounting reports.

Before we start - a few abbreviations to know:

CY: Current Year
NY: Next year
PY: Prior Year
YTD: Year to Date

! My Reports Folder

Reporting -> Report Folders -> ! My Reports
You should see your folder (e.g., ABrodin) as well as a lot of reports. These are all commonly requested reports, so you don’t have to go searching through SGA before you’re ready.
You can run reports from here, but don’t save them to here!

Report Types:

In ! My Reports:

12 month spread budget by…:

Current year (CY) Budget
Annual CY Forecast, Next Year (NY) Budget, $/% Variance NY Budget to CY Forecast
NY Budget by month
To see current year budget by month, you’ll have to select a period in the previous year.

Annual Income Statement…:

Current Year Budget, CY Forecast, $/% Variance
Monthly Actuals through current month, then Monthly Forecasts
Forecasts are automatically based on the budget but can be updated throughout the year

Month End Financials…:

Current Month Actual, Current Month Budget, $/% Variance Actual to Budget
Prior Month Actual, $/% Variance CY vs PY actual
YTD Actual, YTD Budget, $/% Variance YTD
PY YTD Actual, $/% Variance CY YTD vs PY YTD
Annual Forecast, Annual Budget, $/% Variance Forecast to Budget
PY Actual, $/% Variance Forecast to PY Actual

• …by Br rev/exp (total revenue and expenses for the branch) breakdown for limited summary detail

• …by Br by Dept by PCS by Site by Acct (individual GLs in each site in each program in each department in each branch) breakdown for the most detail

Customizing Reports (Basics)

To narrow down what information is pulled in your report:

Choose your report
Click Customize Report
Click Pick List
Choose Branch, Department, Program, Site, Major Acct#, Minor Acct#, and/or Category and click ok

Choose Period you’re looking for information about
Click Display
If you’re pulling a very large report (like Br by Dept by PCS by Site by Minor), make sure that you have an adequate number of rows selected (I prefer to keep it at All to prevent problems)

Saving Reports

Have you found a report you like, that you want to use repeatedly? Or have you customized a report and you’d like to save it so you don’t have to customize it again next time?
You can save it to your user folder!

With the report you’d like to save open, click the save icon next to the report name at the top of the screen.

2. Click the blue location path at the top of the save report pop-up box

3. Find your folder, highlight and/or click the checkbox, and click select folder

4. If desired, change the name and click save.

Do not save as linked report!

Downloading Reports

Want to print or share a report?

You can download or email as a PDF or Excel spreadsheet:

With your report pulled up, click the arrow next to Reports (next to the green book)

• Sometimes, the PDF it tries to give will be very small and hard to read. In this case, I recommend downloading as an Excel spreadsheet, then using print to PDF within Excel

Customizing Reports (Beyond Basics)

Once you feel comfortable with reports and realize that you have almost everything you want, but it’s just not quite broken down right, you can play more with customizing reports.
Under Customize Reports, click Rows

Rows gives you the option to break down by Account, Account Description, Fund, Restriction, Branch, Department, Program, Site, Major Acct#, Minor Acct#, Category, Final Total, and more!
You can also change how the report looks, including Headers, Spacing, Borders, and more.

Customizing Reports (Advanced)

Under Customize Reports, click Columns.

Columns can be more complicated – there’s a lot more options! If you can find a report that already has the columns you want, that’s a lot easier.
Some of the column options: Actual, Budget, Forecast, Actual/Forecast, Comments, Account, Fund, Restriction, Branch, Department, Program, Site, Major Acct#, Minor Acct#, Category, $ or % Variance… and more!
You can also change the Year or Month that is shown in a column.

Make sure if you’re saving this, you save it to your folder so that it doesn’t change the original!!!

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