FORE Training Manual - University of Waterloo
Contents
1. Contact Information Contact Persons Address Unei SLE Address Lines 200 University Ave Email mebeptierndg Wiebalte wwa periant F 12316535 You can click on Show Location Contact Persons directly within the report for further customer information Accounts Recewame Customer Inquiry Date 0702008 Location Contact Persons Waterloo Statue Active Address Unet SLE Address Unex 200 University A Waterioo ONTARIO CA NAL 361 Stephenson Telephone i 2134565 Ext lf you do not have access to the customer because your org unit is not attached to an existing customer or if the customer does not exist you will get the following message or a blank report OGF251_ar customer_inquiry Modify Prompts Select Customer The Picklist Prompt returned no data cannot continue Display Active Locations Only The Picklist Prompt returned no data cannot continue OGF253 Accounts Receivable Customer List This report is used to obtain a customer list by org unit 25 i GF253_ar_customer_list Modify Prompts Org Unit Customer Type Both Fersons and Organizations Sort Sequence Customer Name Only the org units attached to your security will be accessible You can choose to only query on Persons only on Organizations or Both Persons and Organizations You can order the report by Customer Name or Number Accounts Receivable Customer List Date 06 10 2008 Org Unit 52202. N y Help OGF132 Fund 100 Detail Versions The following is a list of all versions available for this report Modified Format User and User Class March 6 2007 16 01 59 PDF Excel lt Unknown gt Multiple user classes February 3 2007 17 25 34 PDE Excel lt Unknown gt Multiple user classes January 6 2007 00 08 58 PDE Excel lt Unknown gt Multiple user classes December 6 2006 23 39 45 PDF Excel lt Unknown gt Multiple user classes November 4 2006 08 40 17 PDE Excel lt Unknown gt Multiple user classes October 5 2006 07 40 26 PDF Excel lt Unknown gt Multiple user classes PDF Excel PDF Excel PDF Excel September 7 2006 21 09 36 PDE Excel lt Unknown gt Multiple user classes August 8 2006 10 32 46 PDF Excel lt Unknown gt Multiple user classes August 4 2006 18 23 20 PDF Excel lt Unknown gt Multiple user classes July 9 2006 18 04 18 PDF Excel lt Unknown gt Multiple user classes For periods more than ten months in the past prompted versions of these reports are available for users to access Prompted Reports Prompted versions of the summary reports have the same OGF number as the delivered versions Prompted versions of the delivered reports for funds 100 103 105 amp 106 can be found in the Month end reporting folder The prompted report will retrieve information for all org units based on the permissions in the users user class Page 14 Prompted versions of the sal
3. UNIVERSITY OF WATERLOO University of Waterloo Financial Online Reporting Environment FORE Training Manual Permission to use this document for non commercial purposes in original or modified form is granted provided that the original source of the document is acknowledged as Finance ECH University of Waterloo Table of Contents MUOdUCIOMIO a a1 mame rece ter ater rt concer cree err tn rene ersten earn eter eet eee rrr ener ee 4 WV IS FORE esate csrncste nis Sesnaen cast E T A E OR 4 INO SS Ay Ol Ce Tl Satie cts ac onset casted E ceean ates osoatet accne atic ah neaateneosoatebsacotaaaceasaeet 4 IID OLTANT date Sees a cien cata edad Geta cob becet mnaennes Gatudeamab a a 4 REGUESTINS ACCESS TO PORE cerier N 5 ACCOUNT SECCU araa O vaasbansenesseasoeenasans 5 FOREM NE S 6 asia serene tect A E NA E ANO 5 Basie FUNCUONAM Y sae uate ete deed 6 SION ONTO FOR E iae a A T a eee aua So el anne aecone at 6 PassWord chang Errori panna E aao 7 Users with AU Ce USGI Cla SSeS soriire A A 8 Upfront Portalleature Siminmi a aa a a a a 8 Be OUI HIVES TEPON aunn e E E O TS 8 SAVIN TrEDOTT Sisar a a Sarvs wine E ER EE dav oem ead a ewan ace ont 9 Viewing and saving FORE reports in Excel ccccccsssecccsececeecceeesceceeseceseuecessesceesenees 11 Cancelline FED ONS cis ihaicte techie EE ine capa ena aaa eaueeeabaxet tases 11 DINE GOW IMF ORE crea ances ccc ineactet a tcduishate N 12 PRODOT tes ticdstettea ha pated lester gad eaie te
4. AP and GL data up to April 30 2001 has been purged from FORE Currently data is available in FORE for fiscal 2001 2002 and beyond only Requesting access to FORE send authorization requests for new users via email or in writing to the Finance Department ECH Access for administrative users funds 100 101 103 amp 106 must be authorized by the Department Head Administrative Assistant or Faculty Executive Officer Authorizations within faculty departments must be copied to the relevant Faculty Financial Officer Access for Research Fund 105 must be authorized by the Principal Investigator PI Principal Investigators are automatically given access to their own research projects and do not need to request access The information required in the authorization request is as follows User s full name University userid Email address if different than University userid Job title Salary detail Yes No Accounts required see note Has the request been prompted by a change in staff If so please supply the name of the staff member who is leaving the position so that his or her access to FORE can be removed lf the staff member exiting the position will need to maintain access for a transition period while a replacement is found and trained please provide an end date so that access can be changed at that time Account security Administrative users Security is usually restricted at the org unit level and including all funds Wh
5. Group Invoice Line Description g7 ITEM 100054382 Currency Line Quantity Line Unit Price Line Anrount GL Joumal Amount Pos PO Releaser PO Lines CAD 18 37 Papas a Payment Number Payment Date _ Payment Amount Cleared Date Cleared Amount Void Date Payment Method 239999 06 Jan 2014 2 935 09 06 Jan 2014 2 935 06 EFT A Drilling down further on the Payment Number will generate OGF037 ME Payment Drill Down which shows all of the invoices included in that payment imprompiu Web Reports OGROG ME Payment Drill Down i fe A eG Tools Sign Comment Payment Detail Nery g Waterloo Payment Number 239999 Vendor Name Payment Amount 2 935 09 TNT TORONTO Payment Date 06 Jan 2014 Vendor Site Code Void Date Cleared Amount 2 935 00 none CAD Cleared Date 06 Jan 2014 Currency Amount 2 88927 45 82 Invoice Invoice Humber Date 21 Dec 2013 14 Dec 2013 Totals 00552647 00133620 MORE4APPS Manual Invoice Entry Accounts Receivable Reports There are three reports available in FORE for Accounts Receivable management Below are samples of each OGF251 Accounts Receivable Customer Inquiry This report is used to check if a customer exists or is new You could also use this report to verify customer account information OGF251_ar_customer_inquiry Modify Prompts Select Customer 100000 SOS Physiotherapy a H Active Locations Only N elvanie Customer inquiry De CFO
6. Reference Important month end dates Material Audited statements News ie a Financial schedules Feb 7 2014 FORE down for maintenance Finance Forms Frequently asked questions Jan 23 2014 Please note our new design Information for FAQ Sept 24 2013 FORE down for maintenance ick link UICK IINKS Students Read all news gu Staff amp Faculty Quest m Scotiabank Purchasing Card a SharePoint Related sites Office of Advancement Human Resources Payroll Procurement amp Contract Services Research Finance Student Awards and Financial Aid Select FORE followed by FORE login Enter your uwuserid and assigned password FORE passwords as assigned by the System Administrator in Finance and are not connected to your University Network password Enter a user ID and password that is valid for applications OGF on Redwood User ID Password If you forget your password contact the administrator to have your password reset After sign on you will be presented with the Upfront portal below Home Personalize Log Off Help a Personal Newsbox NewsIndex Newsw Edit Yieww NewsBox Properties 2 Doug McTavish s NewsBox 5 hy Newelnd E Delivered Reports A General Ledger Reports Dsup fay Newslncdex oy Delivered Reports Actions Properties Actions Properties VeIVEreO Repos Ej General Ledger Reports Ds E Month End Reporting E PO Inquiry Reports Dsup E Month End Repor
7. Salary for fiscal year Disbursements HROOO6 Fund 103 Salary encumbrances by month Salary for fiscal year Encumbrance Endowment Lied a OGF154 Fund Transaction detail for Endowment Drill down to Invoice amp 106 detail Purchase Order details OGF155 Fund Summary of balances by org unit OGF128 financial 106 summary and fund class statement by fund class HR0011 Fund 106 Salary disbursements by month Salary for fiscal year Disbursements HR0012 Fund 106 Salary encumbrances by month Salary for fiscal year Encumbrance 28 Research Research Account Fund 105 delivered reports are grouped by the researcher s home faculty FORE users with research accounts will see a sub folder in their delivered reports folder with their faculty name For example the Delivered Reports folder for a researcher in the Engineering Faculty would appear as follows Home Personalize Log Off Help Index Search c Doug McTavish s NewsBox gt NewsIndex Gl Delivered Reports E PO Inquiry Reports Dsup Research Reports dsup NewsIndex Delivered Reports Neww Editw Vieww NewsBox Properties E Research Engineering Actions Properties To view the Delivered Reports select the report folder by clicking on the folder name The delivered reports will be displayed Index Search 4 Doug McTavish s NewsBox gt NewsIndex Delivered Reports E PO Inq
8. link The report will finish running on the server but you will not be provided with the results lf you have selected to run a report and you believe it will take some time to run click on Save the report as a new entry as outlined in the section on Saving reports and you can continue to work Do not use the Cancel and return to source option and resubmit your request as this will submit multiple report requests and clog the report queue Drilling down in FORE Drill down reports are available from fields highlighted in blue in FORE reports To drill down position the cursor over the field When the cursor icon changes from an open hand to a hand with a finger pointing you can drill down by clicking the mouse Project Project Product Product Current N Description Description Actua Org Unit 1075 Dean of AHS Office General 000000 N A 0000 N A 000000 N A 0199 In House Programs Off Campus 0417 Laser Printer 0835 Seminar 1 1019 IDSA4 6511 Fitness 8007 Internship Program 9072 Environment 3 200037 Special Projects 0000 N A 200113 Recognition Reception 0000 N A 200118 Alumni Projects 0000 NA 200120 High School Liaison 0000 N A 200168 Recruiting 0000 N A 200188 Job Fair 0000 N A 200378 Development 0000 N A 0225 Communications 201763 Starter Grant Tvas S 0000 N A To return to the previous report from a drill down click on the Previous Report button in the lower right hand corner Impromptu Web Reports D
9. shortcut and then click on Create Shortcut Page 17 Home Personalize Log Off Help Mevsindex General Ledger Reports Live News Edit Vieww NewsBox Properties BUDOO budget ctrl trans detail YID Actions Properties GLOO1 summary by org unit excl E GLOO2 summary by org unit incl benefits benefits Actions Properties Actions Properties L003 summary by fd class excl sLO004 summary by fd class incl benefits benefits Actions Properties Auctions Properties GLOOS summary by project excl GLODOG summary by project incl benefits benefits Auctions Properties Auctions Properties GLUD summary by product excl GLOOS summary by product incl benefits benefits Actions Properties Actions Properties GLOO9 summary excl benefits GLOIO summary incl benefits Actions Properties Actions Properties GLOO2 summary by org unit incl benefits Actions Select the action you want to perform by clicking on a link Available actions Show most recent report in PDF format Other display options l Run report amp l View status of all my running reports Select a version Ej stom view of this report Ey Create shortcut S Return to NewsBox Select Other Newsbox to see a list of the Newsboxes you have created When the Newsbox has been selected click OK Page 18 New Shortcut specify the name and location of the entry Name femi summary by org un
10. sold OGF162 Fund Summary by org unit for ancillary OGF 165 financial 101 Summary departments that do not report statement by org unit cost of goods sold OGF163 Fund Summary by parent org for all 101 Summary by child org units for ancillary Parent Org with departments that report cost of Cost of Goods goods sold Sold OGF164 Fund Summary by org unit for ancillary OGF166 financial 101 Summary with departments that report cost of statement by org unit Cost of Goods goods sold including cost of Sold goods sold category OGF167 Fund Transaction detail for fund 101 Drill down to AP AR 101 Detail amp Purchase Order details HR0003 Fund 101 Salary disbursement by month for Salary fiscal year Disbursements HR0004 Fund 101 Salary encumbrances by month Salary for fiscal year Encumbrance 30 Please note that users may experience longer run times for the Ancillary Summary these reports than for other FORE reports because of the large amount of data to be retrieved Other Resources User Guides FORE delivered report user guides for specific audiences Ancillary Administration and Research Report Folder Directory listing and frequently asked questions for Mac users can be found on the FORE User Information site Report a Problem lf you need to report a technical problem with FORE submit an RT Request using the UW Problem Tracking System You will be required to authenticate using your WatlIAM ID and passw
11. 00 000 Payroll Monthly Pay January 27 2011 L 6 049 40 Y Payroll Monthly Pay January 27 2011 l 170 959 92 Y Total Actual Amount 177 009 32 Scholarship Detail Scholarship transaction detail is restricted in the same manner as salary transaction detail The link to scholarship detail from Quest is the last column on OGF030 mpromptu Web Reports OGF030 JE Actuals Drill Down with salary University Current Month Actual Transactions Period Dec of Org Unit 5300 Graduate Studies Office General Currency CA Waterloo Fund 100 UW Operating Source Description Vendor Invoice Number Invoice Line PO PO PO Actual AR HR SA l l Type Number Release Typ Amount Inv Sal Schi Administration N A N A Scholarships Bursaries Graduate N A N A 5300 100 100 0000 000000 5800 0000 000 SA 281299UW GRAD Entrance L 1 000 00 Y SA 281299UW Grad Scholarship E 17 747 00 y Total Actual Amount 18 747 00 Accounts Payable Detail Drill down reports to accounts payable transaction detail is attached to many reports available in FORE Impromptu Web Reports OGF132 Fund 100 Detall 2 fed fom ioe 133 RS a Tools Sign Comment University Journal Transaction Detail for Fund 100 UW Operating Period Jan 14 o User Clase Finance Waterloo rg UnitRange 5290 to 5290 Currency CAD Org Aci Fund Fadil Proyect ed Pid Phe Sourc Desinplon Vindar a 0 100 000 C0000 6350 0000 000 Payables 12287 oT eee Puator Coure Lirriitesd S040 0 100 00ga 000000639
12. 50 0000 O00 Payables SSSR A So fab parr Limited i OQO CACAO Se DDOD GOO Paryabkis iZ287 0 0210 Purolator Copi Limited 0000 00000 6350 0000 000 Payables 104 2 THT O ODO OOOO paS OO OO Papabkes a EE IMT 5200 100 100 0000 OO OOO S40 DU00 O00 Sproadshew Parkmi Lol E ro 00 0 00 F irra 5290 i00 i00 0000 CACO SO OA GOD recs AAR radia 23 25 0 00 OGF036 is a drill down report accessed by Vendor Invoice Number on Financial Statement reports on FORE This drill down report will show the invoice detail for the selected item The Payment History section at the bottom of the report will show whether the invoice has been paid no information in this area would indicate that the invoice has not yet been paid and the payment details i ala Page 23 Impromptu Web Reports OGF036 ME Invoice Drill Down Cia TARGAS El lili 133 Hl Ea le Tools Sign Comment University Invoice Detail Period Jan 14 of Waterloo invoice Number 005527647 a Vendor Name THT Currency CAD Vendor Site Code TORONTO Terms Due Immediate Inveies Date 21 Dec 2013 Source MORE44 PPS invoice Amount 2 889 27 Invoice Description Acct 8475 Inv 00552647 Amount Paid 2 889 27 Invelce Batch TOO2ZJAN2Z01401 Drill Down from GL Account Account Deseription Org Act Fund FdCl Proj Obj Prod Pns 290 100 100 0000 000000 6350 0000 000 Finance General Administration UVV Operating N A N A Fineight M A MA Inv Line Line Type Code Tax
13. Cus mer Type Both Persons and Organizations Customer Name Type Location Address Number 100047 Conrad Grebel ORGANIZATION Waterloo 120 Westmount Avenue North Waterloo ONTARIO CA N2L 3G1 100031 Crawford Health ORGANIZATION Waterloo Waterloo Waterloo ONTARIO CA N2L 3G1 100018 Federation of Students ORGANIZATION Waterloo 200 University Avenue West FEDS Waterloo ONTARIO CA N2L 3G1 100030 Govemment of Barbados ORGANIZATION BARBADOS Higher Education Barbados Barbados BB 100029 Islamic Republic of Iran ORGANIZATION IRAN Iran Islamic Republic of IRAN IRAN IR 100026 Rockwell ORGANIZATION Cambndge 135 Dundas Street Cambridge ONTARIO CA NIR 5X1 100000 S05 Physiotherapy ORGANIZATION Waterloo SLC 200 University Ave Waterloo ONTARIO CA N2L 3G1 100024 Sumitomo Chemical Co Ltd ORGANIZATION Osaka 1 98 Kasugade nak 3 chome Konohana ku Osaka JP 554 6556 100043 Tech Town ORGANIZATION Waterloo 150 Philip Street Waterloo ONTARIO CA N2L 3G1 100017 Wilfred Launer University ORGANIZATION Waterloo 75 University Avenue West WLU Waterloo ONTARIO CA N2L 305 Clicking on the Customer Number will allow drill back to the Accounts Receivable Customer Inquiry report OGF254 is Accounts Receivable Invoice List This report is used to obtain an invoice list by org unit and object 26 OGF254_ar_invoice_list Modify Prompts Org Unit m Object m Period Sub totals by customer N ity Accounts Receivable Invoice Re
14. GHIJG ME Invoice Drill Down Coe HOSA St irl se ga a Tools Sign Comment 4 University Invoice Detail Period Jan 14 l o ll Waterloo invoice Number 00552647 Hi vendor Name TNT Currency CAD Vendor Site Code TORONTO Terme Due Immediate Invelce Date 21 Dec 2013 Source MORE4SAPPS Invoice Amount 2 889 27 Invoice Description Acct 8475 Inv 00552647 Amount Paid 2 889 27 Invelce Batch T002JAN201401 Drill Gown from GL Account Account Ceseription Org Ach Fund FdC PropPOo Prad Prs 5290 100 100 0000 000000 6350 0000 000 Finance General Administration UVV Operating H A M A Freight MA MiA Inv Line Line Type Code Tax Group invoice Line Description oT ITEM 100054362 Currency Line Quantity Line Unit Price Line Anvount GL Joumal Amount Poe PO Release PO Lines CAD 18 37 Payment History Payment Number Payment Date Payment Amount Cleared Date Cleared Amount Void Date Payment Method 239999 06 Jan 2014 2 935 09 06 Jan 2014 2 935 09 EFT 2 12 Reports Delivered Reports Electronic Financial Statements are generated by a process called bursting the first business day after the month end close Specially designated FORE users are notified by the Finance System Administrator via email when the Financial Statements have been delivered and are available for viewing User classes Starting with an asterisk also have access to salary detail drill down reports User classes ending with R receive delivered reports but are
15. Newsbox has been created contents can be added You can also create a new sub Newsbox when you save a report From the save As screen click on the Other Newsbox link Page 16 a Save As select where you want the entry placed and what it should be named Name GLon1 summary by org unit excl benefits Description Zi Destination NewsBox Newslndex gt Personal NewsBoxes gt Doug McTavish s Newsbox A Other NewsBox Save As D Hint Custom View Report A custam view is an object that allows you to view the report with your own custam properties such as your own prompt answers or schedule You will then be presented with the following screen Select a NewsBox Select the NewsBox where you want to place the entry L Doug McTavish s NewsBox E Newsingex E Ancillary Reports Dsup E Ancillary Reports tive E Audit Reports E Delivered Reports EL maA cies Auna TAP Ty Food Services invoice INO Pe maam ee am mu am al se adem J E Genera Leager Reports Psu Sonorst onor Qonarte 7 ive OENGO LOOG HEPOrts LWG a A ee E Liprary Reports iie E Month Ena Reporting D T eee O eae dl gt 4 d oeat NewsBOX ae e Help Click on Create Newsbox and you will be walked through setting up a new Newsbox Create a shortcut to a report You can create shortcuts from your Newsbox to reports that you use regularly select Actions under the report to which you wish to create a
16. an email message To save to a Newsbox click on the Save As link on the lower right hand corner of the report The following screen will appear Help Save As select where you want the entry placed and what it should be named Name eL summary by org unit excl benefits Description Destination NewsBox Newslndex gt Personal MewsBoxes gt Doug McTavish s NewsBox E Other NewsBox Save As i Hint Custom view Report A custom view is an abject that allows you to view the report with your own custom properties such as your own prompt answers or schedule At this point the Name Field and Description can be customized The report can be saved to a specific Newsbox if the user has created folders within the Newsbox To save the report click on the OK button The report can then be viewed by clicking on the Newsbox lf you have entered the prompts for a report and are waiting for the report to run you can save the report by clicking on the Save the report as a new entry link Help OGF143 Detail by Org Unit Range and Period Range Report Running Your report is running Select one of the following actions eg Save the report as a new entry Cancel and return to source The report will continue to run and be available in your Newsbox This allows you to continue to use FORE while waiting for the report to run 10 Clicking on the Cancel and return to source link will return you to the
17. and Casual 1 669 20 6 720 80 0 00 0 00 6 720 20 5290 100 100 0000 000000 5999 0000 000 Unallocated Salary Budget 0 00 0 00 0 00 5 000 00 5000 00 s2o0 100 100 0000 000000 6075 0000 000 Computer Software 0 00 622 53 0 01 0 00 622 52 S290 100 100 0000 000000 G096 0000 000 Contracted Services 9 089 54 125 144 32 0 00 60 000 00 65 144 32 ian Ah Ae anan 0000 61 10 00004 000 Di onary 6 00 6 00 0 00 1 350 00 1 350 00 Vi 00000 6180 0000 000 1 179 54 1 282 45 0 00 0 00 1 282 45 IEW AS po0000 6200 n000 000 Save to Local 0 00 0 00 0 00 100 00 100 00 0000 8201 0000 000 0 00 556 84 0 07 00000 6205 0000 000 N etwo rk D rive 0 00 0 00 0 00 600 Retu rn to 00000 6206 0000 000 0 00 455 25 0 04 O0 100 0000 000000 6215 0000 000 Equipment Capitalized 0 00 0 00 Report 100 0000 000000 Fees Other Expense 1 060 00 Save to 307 43 Run Report 0 00 Newsbox 0 00 perships 0 00 oo Miscellan ous Expense 4 584 15 00 000 Moving 1 433 31 Postage T e 4 381 57 Printing i 11 037 38 22 858 00 af Professional Devel pment Traim 680 87 12 311 85 0 00 10 000 00 D B5 si a Saving reports Reports can be saved to either your network drive or your Newsbox on FORE The advantage of saving reports to your Newsbox is that drill downs can be run 9 from saved reports Reports saved to your Newsbox cannot be sent as email attachments To email reports save as pdf file to a local network drive where it can be attached to
18. ary disbursement and encumbrance reports are found in the HR Reports folder Please note that Human Resources keeps only 24 months data online see Report Folder Directory document on User Guides site linked under Other Resources for specific lists of reports descriptions and prompt information A description of the types of report classes available is outlined below General ledger reports This folder contains summary and detail reports for all funds except BUDO01 BUDO002 BUD003 and BUDO04 Access to this folder is given to all FORE users except those restricted to Purchase Order Inquiry Budget transaction detail reports are going to appear different depending on whether the org unit is an academic support unit or related to a faculty Summary reports All summary reports include Period to Date Actuals and Year to Date Actuals Budget amp Encumbrance columns Odd numbered reports are for UW Operating excluding benefits and even numbered reports for all other funds All reports include the range of objects 4000 to 6999 Detail reports These reports are comprised of budget reports for Fund 100 only and transaction reports showing actuals and budgets HR reports This folder contains prompted versions of the Delivered HR reports for salary disbursements and encumbrances All reports prompt by org unit and year Only user classes beginning with an asterisk for example Finance have access to the HR Reports folder Salary di
19. d out or when the actual liability amount is determined and recorded as an expense The salary encumbrance represents the full year s salary and wages or the remainder of the year s unpaid amount for all currently filled positions at a given time Delivered reports scheduled monthly reports generated by the Finance Department and delivered to user FORE accounts for review Drill down the ability to click on a hyperlinked item org unit customer number invoice number etc and be redirected to another report providing greater information or detail on the item in question Prompts fields in which a user can must provide direction or report constraints on which the system generates a report or returns the relevant data User classes defines what information menus and reports to which users are able to have access Important dates Month end close is performed by the Finance Department three 3 business days after the last day of the month Electronic statements are set up to begin running the first business day after month end close Statements may be delivered this day or the day after FORE is available from 7 00 a m to 12 02 a m Eastern time The database is updated nightly information is current as of the close of business from the previous day Human resources payroll data is only updated uploaded to FORE once per month at month end Payroll data is only available in FORE for the last 24 months
20. d tea sbi hen yiutw babe haw uae decetaehaeteasienatee hots 13 DSTI VET COR CIO GU Scares it caer te cadtise net enete a OS 13 Prompted REDOT aiis a un uanct do ssade eadiene siete atee toes 14 Generaklede cr GED ONS ranna ed euseacee tea N T NTER 15 SUMMA EDOM Ssi A a aaeseemeasestasencetens 15 BECIE DO e T A N ee ee 15 Pi CD OCS aaie a E E A EE eles Leda seat 15 Month endreportiNE ninen dated sacauasanne headsoms Gamnasaneeseeeee 15 Resear ATENON As cen ere eee ne eer ene er eee eee eee 15 Using YOU Personal NeEWSDOK gdencie6cccs teiacavlieicatasetwiedentiebaccat steiasereasasarstwhodenteSaccoietecetere 15 Create a SUD NE WSDOX waiiicestiitedexsetisiahaeieianiiesenedecdbeehetiamieiddee tiene 16 Created SHOmCUt1O S reportera e ticssuseatanieneees canes A 17 MOVE RED ONUS sxc cece acess osuew see a a eaten canesemeud noua meunne 19 Cutting pasting and deleting reports and SHOrtcuts ccccceecceesceceeeceeeeceeeeseeeeeens 19 Scheduling FEDOLES Mat FORE oren sein Gat a Wak coat dovieconidbasisteteaetinas 20 Drill Down Transaction Detail IN FORE ccccseceesseeeeseeeeeeeeeeeaeeeesaeeesaeeeeeas 22 Accounts Receivable Detall esanen N 22 SADE ana AE E ic een cee ease A 22 SCHOSS NID DET ihares a a a a tosaacnt hata cee 23 ACCOUNTS Payable Detallatnice tteanes ies E a a a ot toi tes 23 ACCOUN TRECCIVADIC REDONS siete sere eels EEEE 24 OGF251 Accounts Receivable Customer Inquiry sccccsssecccesececeesceceeseeeeenecess
21. eeeeees 24 OGF253 Accounts Receivable Customer List ccsssscccccceesssecccceseessecccesseeseeeeeeseeeees 25 OGF254 is Accounts Receivable INVOICE List ccccsssscecccceeeseecceeceeeeeceeeeseeeeseeeeesenees 26 Delivered Repons Dy FUNG esa a a Sacha te ah th a ha a 27 OPETI aa E EA E 27 UST EEE E E A EE E EE E E E E E E 28 EAdCOWMENT aerar a a a a tery 28 RE SCC onia EN 29 AOGA non E E 30 OEF RESOUNO a 31 User C8 0 ene mi neae tenner a a a a a a ee ee renee ee ey eee 31 REDO POO CNM satiet eter ecsrasienicercetaccscsuddet oaassiesaec EN N TTET 31 FREGUEHUIW ASKEG QUESTIONS seexscinesaccnctsncledyasacassaxteevmeacanataseienededeaeatasncaeemacanataneianeettes 31 Introduction to FORE What is FORE FORE is the University of Waterloo s the University s web based financial reporting package Glossary of terms Accounting Flexfield AFF the University s general ledger accounts consisting of 8 segments of varying length to denote organizational unit org unit activity fund fund class project object product and phase Descriptions and listings of each segment value can be found on the Finance website Encumbrance is a promise to pay a particular amount of money in the future and in exchange for a good or service that has not yet been provided In the context of the University an encumbrance is created for approved purchase orders as well as payroll commitments It ceases to be an encumbrance when pai
22. en requesting access please specify the org unit or range of org units required Please contact the FORE email for further information Research users Access to Research accounts is based on Principal Investigator PI and will include all grants projects belonging to a PI FORE mailing lists Finance maintains 2 E mails lists for FORE users e The Delivered Reports mailman list is used to notify the University community when the monthly financial reports have been generated on FORE Membership on this list is mandatory for all FORE users who receive Delivered Reports in order for University to meet its audit requirements e The FORE mailman list is used to provide updates for service interruptions and changes to reports on FORE Membership on this list is optional You can subscribe to the list or change your existing subscription Basic Functionality Sign on to FORE The URL for FORE is hitp snowman uwaterloo ca fore front htm It can also found on the Finance web page FINANCE Finance home gt About Finance gt Accounts Receivable Budgets Client Services gt Capital Assets ose gt Finance Audit p OP na Policies Guidance P Shans of itana Procedures Welcome to Finance homepage ee a Financial roles amp responsibilities SISO rent eae CEN Finance has 2 locations Room 219 of East Campus Hall and Room 1110 of requests HST Needles Hall Student Accounts Training and
23. it excl benefits Description E Destination NewsBox Mewslindex gt Personal MewsBoxes gt Doug MeTavish s NewsBox 4 Other NewsBox The short cut will now appear in your Newsbox To run the report click on the report name in the Newsbox Moving reports To move saved reports or shortcuts from one folder to another within your Newsbox you can use the move command found under the Actions link see below OGF1i37 Fund 100 Summary prompted Actions Select the action you want to perform by clicking on a link Available actions Show most recent report in PDF format Other display options Run report amp l View status of all my running reports 8 Modify schedule Select a version ise Delete versions Ey Create shortcut X Delete Return to NewsBox You will be prompted to select the destination Newsbox Follow the instructions and click OK when finished The report or shortcut has been moved Cutting pasting and deleting reports and shortcuts To cut paste or delete a shortcut or a saved report click on the icon beside the name Once selected name is shaded in blue Page 19 Home Personalize Log Off Help Newslndex Personal NewsBoxes Doug McTavish s Nev sBox Favourites Mew w Edit View Mev sBox Properties ii sLO42 JE Detail by Org Fund 5220 May D4 Actions Properties COGNOS To cut paste or delete you must use the edit menu ab
24. le by using the view in excel button on the lower toolbar e Salary disbursement reports list salary transactions from the PeopleSoft system by month for the entire fiscal year Benefit amounts are not included in this report Only user classes with salary detail access will receive this report e Salary encumbrance reports list salary encumbrance transactions from the PeopleSoft system by month for the entire fiscal year Benefit expenses are not encumbered Only user classes with salary detail access will receive this report To access the reports click on the report name and it will open in PDF format They can also be saved to a local drive in PDF format by selecting the save button in the Adobe Acrobat toolbar Reports may be saved in Excel by using the View in Excel button from the toolbar below the report FORE is set to keep 10 versions of each delivered report in the users Newslndex 13 To access reports from the previous periods select Actions under the report name Under Actions click on Select a Version OGF132 Fund 100 Detail Actions Select the action you want to perform by clicking on a link Available actions Show most recent report in PDF format Other display options View status of all my running reports GT Create shortcut i Return to NewsBox The current and previous versions will be displayed in date order starting with the most recent Select to view in either PDF or Excel version
25. menu but will NOT cancel the report from the report queue See section on cancelling reports for more detail Viewing and saving FORE reports in Excel All FORE reports can be viewed and saved in Excel To view in excel click on the z icon below the report Internet Explorer will present you with the following dialogue box Windows Internet Explorer What do you want to do with GLOO1 summary by org unit excl benefits xls Size 17 5 KB Type Microsoft Excel 2003 From snowmian uwaterloo ca gt Open The file won t be saved automatically gt Save gt Save as selecting Open will open the report in Excel in a separate window Once the report is in Excel you can sort and filter the information as necessary lf the AFF is in one field in a report rather than broken into segments the text to column function Data gt Data Tools gt Text to Column is helpful in splitting the column up for ease of use To return to the PDF version of the report click on View as PDF icon to reload report blank FORE screen comes up when you close the Excel report that was opened Cancelling reports Only FORE administrators in Information Systems and Technology IST are able to cancel a report that is in the process of running If you have selected to run a report in error you don t wish to see the results FORE gives you the ability to exit the Your report is running screen by clicking on Cancel and return to source
26. ord Please record the error message take a screen shot to assist in the resolution of your error Frequently Asked Questions Frequently asked questions are being developed and will be posted on the Finance Department site Finance Date prepared 16 Jun 14 Last updated 23 Oct 14 31
27. ove the list of reports Web browser menu right mouse clicking and keyboard sequences will not work in Cognos Upfront Home Personalize Log Off Help Newelndex Personal NewsBoxes Doug McTavish s NewsBox Fey Paste Shortcut Delete TE Select Al Set as Read Set as Unread Properties Scheduling reports in FORE You can schedule a report to run while you are away from your desk or outside of regular business hours Note on refresh of DSUP database The decision support database DSUP is refreshed daily after posting to the General Ledger is complete The refresh starts at 12 02 am and Is typically completed about 7 am If you are scheduling reports to run overnight it is recommended to schedule them after 7 am To schedule a report to run select Actions under the report name in the report folder Select Create a custom view of this report The create a custom view screen appears This screen allows the user to customize the name and description for the saved reports Click on Other Newsbox to save the scheduled report to a sub Newsbox that you ve created 20 a Name Description and Location A custom view is an object that allows you to view the report with your own custom properties such as your own prompt answers or schedule Name eto summary by org unit excl benefits Description Destination NewsBox Newslndex gt Personal WewsBoxes gt Doug MecTavish s New
28. port by Customer Date of Org Unit S470 Office of Research General roa Object 4125 Rentals Loases AUU Mes Jennifer E Connolly PERSON Bi Cemmis Sep 041 2008 1 Reet eet Taa IUUD kirs Karen Hamiiion FERSON Kicherer Sepi S008 reni sep in weer 1 Rent 225 In wizard Tota 100041 kr Gam baies PERS CH Georgeinan be001 2008 rent sep in wird 1 Rien eo In wiz Ton Clicking on the customer number will take you back to the customer inquiry report Delivered Reports by Fund The main administrative delivered reports are outlined below by fund with a brief description and notes of what drill downs are available if any Operating Description OGF132 Fund Transaction Detail for fund 100 Drill down to AP AR 100 detail and Purchase Order details OGF137 Fund Summary of balances by Org Unit OGF129 Financial 100 Summary statement by org unit HR0001 Fund 100 Salary disbursements by month Salary for fiscal year Disbursements HROOO2 Fund 100 Salary encumbrances by month Salary for fiscal year Encumbrances 27 Trust ine Liss OGF146 Fund Transaction detail for Trust Drill down to Invoice amp 103 detail Purchase Order details OGF147 Fund Summary of balances by OGF128 financial 103 summary combination of org unit and fund statement by fund class project or product class OGF125 financial statement by project or OGF126 financial statement by product HROO005 Fund 103 Salary disbursements by month
29. port is generated it will appear in Adobe Acrobat format The following actions can be carried out on a report e Print Use Adobe Acrobat Print Icon Web browser print menus will not print the report e Save to local network drive saves the report as a PDF file on your network drive Drill down reports will not work from PDF files stored on network drives e Save to Newsbox Drill downs will work from saved reports in your Newsbox e Return to Report folder closes and discards the report on the screen and takes you back to the report folder e View in Excel By clicking on the view in excel button you will be prompted to either view or save the report in excel format e View in pdf Restores the report to Adobe Acrobat format from the view in excel mode e Run Report Shortcut to prompts screen to allow user to run the same report with a different set of prompts Impromptu Web Reports GLOOL summary by org unit excl benefits Ceca University General Ledger Summary By Org Unit Excluding Benefits GLO01 Period Jan 14 of o t rg Unit 5290 Finance General Currency CAD Waterloo Fund 100 Accounting Flexfields Object Current Mth YTO YTO YTO Budgets Free Balance Org Act Find FdCl Proj Obj Frod Phs Description Actuals Actuals Encumbrance 290 100 100 0000 000000 5020 0000 000 Staff F T and Permanent PIT 188 312 83 1 607 608 79 545 110 45 2 575 592 00 421 872 76 52 80 100 100 0000 000000 5025 D0000 000 Stat Fart Time
30. r personal information UserID drractavi User class Arts Faculty Optometry Mechanical Engineering Auditors Fine Arts ML Gallery R R Registrar Office Trust amp Endowrnent R Upfront Portal features The Personal Newsbox is your inbox where you can create shortcuts and save copies of FORE reports NewsIndex contains the folders that hold the various financial reports on FORE Content Frame is the right side of the screen where the reports and Newsbox contents are displayed Running reports Reports on FORE are run by clicking on the report name in the Report folder The prompts screen will appear Help GLOO1 summary by org unit excl benefits Modify Prompts Enter Org Unit m Enter Period Mon yy a cancel f Finish cocnos Prompt names will provide formatting and other guidance for entering appropriate information Unless otherwise noted all prompts must be answered for a report to generate When asked for a range JANnNn 7 VO rage AE e lf you are looking for only one item in the range the from and to prompt values may be the same e lf you are looking for all available items you can enter an open range i e 0000 to 9999 changed depending on the number of digits in the segment to retrieve the entire list without restriction After the prompt information has been entered click on Finish and the report will run Once the re
31. restricted from viewing salary detail information The report name for new unviewed reports will appear in bold text in the Delivered Reports folder on FORE SE Home Personalize Log Off Help AVUN NewsIndex Delivered Reports Neww Editw Yieww NewsBox Properties Index Search i Doug McTavish s NewsBox gt NewsIndex HROOO3 Fund 101 Salary Disbursements HROOO4 Fund 101 Salary Encumbrance Ancillary Reports Dsup Modified August 9 2009 13 07 06 Modified August 9 2009 14 02 48 o Delivered Reports Actions Properties Actions Properties a Gy General Ledger Reports Dst OGF161 Fund 101 Summary Parent Org OGF162 Fund 101 Summary 4 HR Reports Modified August 9 2009 19 14 38 Modified August 9 2009 19 31 34 E Month End Reporting Actions Properties Actions Properties z i l S PO Inquiry Reports Dsup OGF167 Fund 101 Detail Modified August 9 2009 21 04 52 Actions Properties COGNOS Each fund has summary and detail reports e Summary reports are usually listed at the org unit level and contain year to date balances for expenses revenue and free balance From the summary report the user can drill down to the financial statement listing all account balances for all categories for the org unit Any field with text in light blue is a link to a drill down e Detail reports list all actual and budget transactions This report is designed to be easily saved as an excel fi
32. sBa Ej Other NewsBox Click next The schedule window will appear Schedule select how often you want this report updated Run on the following schedule Never select the number of times you want to run the report from the dropdown menu and click next The screen will refresh and give you the options to set the time and date for the report to run PE Schedule select how often you want this report updated Run on the following schedule Once Starting on 2005 August 24 at 11 15 Click next The enter prompts screen will appear Page 21 Prompts Enter prompt answers for this report Prompts No prompt answers sav Set prompt answers gt Click on Set prompt answers Enter the prompts and click finish FORE takes you back to the Prompts screen The screen will tell you that new prompts answers have been entered Click Finish to complete scheduling The report will appear in your Newsbox under the customized name that you selected Drill Down Transaction Detail in FORE Accounts Receivable Detail Drill down reports to accounts receivable salary and scholarship payment transaction detail are attached to the drill down report OGFO30 JE Actuals Drill Down with Salary OGFO030 is a drill down report attached to the Current Month Actual column on all Financial Statement reports on FORE Accounts receivable drill down is available to all FORE users A Y
33. sbursements are actual payments to employees Encumbrances are estimates of future salary expenses based on current salary information on the HR system Month end reporting The reports in this folder are electronic versions of the UW Financial Statements for Operating Trust Endowment Research and Other funds Also includes prompted versions of delivered reports Research reports This folder contains reports for users with fund 105 accounts and includes the prompted versions of the research delivered reports Using Your Personal Newsbox Your personal Newsbox is the only area that you have full access to make changes you can create delete or modify all entries To make navigation easy you can create Newsboxes within your personal Newsbox sub Newsboxes 15 Create a sub newsbox Navigate to your personal Newsbox Home Personalize Log Off Help Newelndex Personal Wevw sBoxes Doug McTavish s NewsBox Newer Edik Viewer MewsBox Properties H dp Mewslndex E Delivered Reports E test security Click on the New menu item Select Newsbox from the dropdown You are then prompted for a name and a description Help New NewsBox specify the name and location of the entry Hame Favourites Description Shortcuts to commonly used reports Destination NewsBoz NewsIndex gt Personal NewsBoxes gt Doug McTavish s NewsBox 42 Other NewsBox Click OK and the Newsbox will be created Once the
34. ting Actions Properties Actions Properties c PO Inquiry Reports Dsu Content Frame Password change To change your password select Personalize in the upper right hand corner of the screen we y al g Home Personalize Log Off Help al ee zam idn Mewsindex Index search General Ledger Reports Dsup f i New Edit View MeweBox Properties h Doug McTavish s NewsBox id a E i Newslndex E BUDOO1 budget trans detail YTD E BUDOO budget ctrl trans detail YTD d Ancillary Reports Dsup Actions Properties Actions Properties E Ancillary Reports Live a4 l E GLOD1 surnmary by org unit excl E GLOO2 summary by org unit incl Ej Audit Reports henefits benefits E Delivered Reports Actions Properties Actions Properties Eln e Click on the user tab and select Change Logon Password General User Locale specifies your personal information User ID drmctavi User class lt All User classes gt Passwords Change logon password Change database passwords Follow the prompts to change your password Page 7 Note FORE passwords must be a minimum of six characters in length Users with multiple user classes To switch between user classes on FORE navigate to Personalize User as above Expand drop down list select the desired user class from the drop down list and click OK Personalize Upfront for McTavish Douglas R General User Locale Specifies you
35. uiry Reports Dsup E Research Reports dsup NewsIndex gt Delivered Reports Research Engineering Neww Editw Vieww NewsBox Properties HROOO7 Fund 105 Salary Disbursements Modified August 8 2009 11 29 02 Actions Properties Actions OGF150 Fund 105 Detail Modified August 7 2009 11 54 18 Actions Properties Actions Home Personalize Log Off Help HROOOS Fund 105 Salary Encumbrance Modified August 8 2009 09 32 07 Properties OGF151 Fund 105 Summary Modified August 8 2009 07 08 27 Properties a I ncaa ian A OGF150 Fund 105 Detail OGF151 Fund 105 Summary OGF152 Fund 105 Detail Transaction detail for Research for Principal Investigator Summary of balances by org unit amp project for Principal Investigator Transaction detail for Research for org unit range Drill down to Invoice amp Purchase Order details OGF039 financial statement by project amp OGF072 project transaction detail from the Current Month Transactions column Drill down to AP AR amp Purchase Order details 29 Ss HR0007 Fund 105 Salary disbursement by month for N A Salary fiscal year Disbursements HR0008 Fund 105 Salary encumbrances by month Salary for fiscal year Encumbrance Ancillary m i a OGF161 Fund Summary by parent org for all 101 Summary by child org units for ancillary Parent Org departments that do not report cost of goods
36. will appear in the AR Inv column mpromptu Web Reports OGF030 JE Actuals Drill Down with salary University Current Month Actual Transactions Peri Dec 08 of Org Unit 6259 Graphic Services Bindery Curre CAD Waterloo i Fund 101 UW Ancillary Source Description Vendor Invoice Number Invoice Line PO PO PO Actual AR HR SA Type Number Release Typ Amount Inv Sal Schi _Administration N A N A Sales and Services N A N A 6259 100 101 0000 000000 4135 0000 000 Receivables Journal Import Created i 2 252 68 Y Spreadsheet comccDec05 08 ia 135 96 Spreadsheet comccDec12 08 i 24 10 Total Actual Amount 2 412 74 Salary Detail salary transaction detail is available to authorized users only User classes that begin with an asterisk can view salary transaction detail A Y will appear in the HR Sal column for all users Restricted user classes will receive a message indicating that they are not authorized to view salary detail The HR Sal column appears in the second to last column on OGFOS30 22 mpromptu Web Reports OGF030 JE Actuals Drill Down with salary University Current Month Actual Transactions Period 11 of Org Unit 5290 Finance General Currency D Waterloo Fund 100 UW Operating Source Description Vendor Invoice Number Invoice Line PO PO PO Actual AR HR SA l Type Number Release Typ Amount Inv Sal Schi Administration N A N A Staff F T and Permanent P T N A N A 5290 100 100 0000 000000 5020 00
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