FASTRACK Application



1. Logon to Enterprise Reporting -

a. Click on the Internet Explorer icon from your computer desktop. From the web address bar, if you have access to Intranet, enter the following: . If you need to access via Internet, enter the following: .

b. The Enterprise Reporting Logon Screen will appear. If this is your first time logging on, you may add this to the Web Favorites. To do this, click on Favorite from the Web menu bar, and then click on the "Add to Favorite". When you next come to the Internet for Financial Reports, just click on that from the Favorite Menu.

c. Enter your assigned user name & password in the User Name and Password Boxes. The password is case sensitive.

d. Click on the Log On button. The main Enterprise Reporting screen will be displayed. System folders, e.g. Daily Reports, Financial Reports, OMWBE, and TEMS Reports will appear on the left and/or top of the browser. Financial reports are located in the Financial Reports folder.

2. Run a Financial Report - Expenditure Activity by Vendor

a. From the Home Screen, click on the Financial Reports folder.

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The report category folders will appear in the bottom half of the screen

b. Then select the category folder that contains the report object that you want to schedule: Expenditure Activity

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c. The report objects in the selected folder will display. Select a report you want to schedule: Expenditure Activity By Vendor

[pic]

d. Note the menu options display underneath each report object, since the Action View option (default option) is selected. There are two methods available for scheduling:

1) Schedule: displays the parameter selections without pick list values.

2) Schedule with Selection Values: displays the account code parameter selections with pick list values.

e. Click on “Schedule with Selection Values” for this first report.

The Schedule parameters [pic] section contains two columns of boxes for each parameter. The right box contains the available choices (also known as “Pick Lists”). A choice made in the right box will automatically appear in the left box. The user may also manually enter one or more coding value in the left box.

f. From the Schedule parameters, click on drop down boxes to pick the appropriate parameters (What data you want to see) for your report. NOTE: If you do not select at least a value from a parameter and click “Add” to save, before clicking “Schedule”, the system will “fail” the scheduling of your report. If you leave all values as the default for each parameter, you will get all records for your agency. You normally would want to pick just the account coding that you want to see to limit the size of your report.

|Parameter |Pick the following value |

|Biennium |Use default value |

|Agency |Use default value |

|Begin Fiscal Month |Select 01 - Jul FY1 |

|End Fiscal Month |Select "-Current" |

|Vendor Name |Enter "Qwest*" |

|Expenditure Content |Select "Cash" |

|Include Wrap Transactions |Select "Yes" |

g. Click [Add]

h. Click on Schedule in the upper-right corner of the screen to start the report processing.

[pic]

i. Your screen will default back to the [History Page], where an instance of the report that you just scheduled will display with the appropriate status.

j. Depending on the timing of your [Refresh], the report status may have a “Pending” status. Click Refresh to update the report status. It will change to “Running”. Keep clicking Refresh every few seconds until the report is finished successfully and its status will be changed to “Success”.

3. View a Report.

a. You may view a report when it has the “Success” status.

b. Click on the “Instance Time” hyperlink of the report instance you just completed to view it.

c. Scroll to the last page [pic] - This page is the input parameter - it records your data selection.

4. Navigate around a Report

a. Use the Group Tree (upper left corner) to go to data quickly under each account code. Click on the + box of the account code on the left to see the entire hierarchy under it. Clicking on any account code will take you to that particular location of the report.

b. Clicking the Group Tree icon [pic] on or off will reduce or increase the amount of space available to view the report.

c. You may size the report to fit your view using this [pic] drop down box.

d. Move around the report by using the “Go to First Page” [pic], “Go to Last Page” [pic], “Go to Previous Page” [pic] or “Go to Next Page” [pic] icons or type in a specific page number to get you there directly. You may go to a specific page by entering the page number and press enter. To go back to the previous Report Menu Screen, click Cancel or the Back [pic] arrow on the left upper corner from the Internet Menu.

5. Print a Report

a. For the DHTML viewer, two options for printing are available: ActiveX printing control and Acrobat Reader printing control. You select the desired option from the Crystal Report Preferences menu.

b. To print a report, click on the report’s Instance Time to display the report in the viewer.

c. The Active X printing control provides the ability to print the report directly from the viewer when the print option is selected. Click Print on the print dialog box[pic]. For this exercise, just print the current page. The report will be printed on the printer outside of the training room.

d. The Acrobat Reader printing control provides the ability to print the report from the Adobe Acrobat application. When the print option is selected from the viewer, the Print Options dialog box will display. Click OK.

e. The File Download dialog will display. Click Open.

f. The report will open in Adobe Reader. You can then print the report. Please note that the default printing for this option is only one page. If you wish to print all pages, you need to make the change accordingly. For this exercise, just print the current page. The report will be printed on the printer outside of the training room.

g. To go back to the main Financial Report screen, click the Back [pic] button on the left upper frame of the browser.

6. Reschedule a Report

a. The reschedule feature allows users to schedule a new report using an existing instance. The parameter, schedule, destination, and format values are retained from the original instance. You may change any of these values and schedule a new report.

b. Note the menu options display underneath each report object's history. There are two methods available for rescheduling:

1) Reschedule: displays the parameter selections without pick list values.

2) Reschedule with Selection Values: displays the account code parameter selections with pick list values.

c. Change the appropriate parameters values and click on an Add button to update your selections.

|Parameter |Pick the following value |

|Biennium |Keep default value |

|Agency |Keep default value |

|Begin Fiscal Month |Keep 01 - Jul FY1 |

|End Fiscal Month |Keep "-Current" |

|Program |Select a value from the picklist |

|Vendor Name |Enter " *" |

|Expenditure Content |Select "Cash, Accr (all), Encum" |

|Include Wrap Transactions |Select "No" |

d. Click [Schedule] to run a new report.

7. SCHEDULE - Schedule a Report to Run at a Specific Time and/or Date

a. From the Home Screen, click on the Financial Reports folder. Then select the category folder that contains the report object that you want to schedule.

b. The report objects in the selected folder will display. Select a report you want to schedule. Click on the Schedule with Selection Values option.

c. Follow the same steps listed in paragraph 4, down to step d.

d. Go to the top of the screen and click on the drop down arrow in the Customize your Options field and select Schedule. Click on the Run Report drop down menu and select the desired run time for the report and make the appropriate inputs to specific date and/or time you want for your report.

e. Click on Schedule in the upper-right corner of the screen to start the report processing.

f. The report will be displayed on the History Page as “Pending” status and will be run when it reaches the scheduled time.

8. Schedule a Recurring Report to run based on AFRS calendar

a. From the Home Screen, click on the Financial Reports folder. Then select the category folder that contains the report object that you want to schedule.

b. The report objects in the selected folder will display. Select a report you want to schedule. Click on the Schedule with Selection Values option.

c. Enter all the parameters in the Schedule dialog box as you normally would for the report that process “Now”.

d. Go to the top of the screen and click on the drop down arrow in the Customize your Options field and select Schedule.

e. Click on the Run report field and choose the recurring interval for your report.

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f. After your selection in step e the Set run-time parameters for this report: will appear. Change the Start Time to the desired value. Select an End Time.

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Note that the default is ten years from the Start Time so we strongly recommend changing it to an earlier date.

g. Click on Schedule in the upper-right corner of the screen to start the report processing.

h. The report will be displayed on the History Page as a “Recurring” status and will run when it reaches the scheduled time and continue at the designated time and interval.

[pic]

9. DESTINATION - Schedule a Recurring Report to email you a report

a. From the Home Screen, click on the Financial Reports folder. Then select the category folder that contains the report object that you want to schedule.

b. The report objects in the selected folder will display. Select a report you want to schedule. Click on the Schedule with Selection Values option.

c. Enter all the parameters in the Schedule dialog box as you normally would for the report that process on a schedule based.

d. Go to the top of the screen and click on the drop down arrow in the Customize your Options field and select Destination.

e. Select Email (SMTP)

f. Confirm FROM email address is yours

g. Enter a TO email address

h. Enter a SUBJECT

i. Select SPECIFIED FILE NAME

j. Click [Add] Title

k. Confirm Add File Extension checkbox is checked

l. Click [Update]

[pic]

m. Click [Schedule]

10. FORMAT - Schedule a Recurring Report to email you a report in Adobe format

a. From the Home Screen, click on the Financial Reports folder. Then select the category folder that contains the report object that you want to schedule.

b. The report objects in the selected folder will display. Select a report you want to schedule. Click on the Schedule with Selection Values option.

c. Enter all the parameters in the Schedule dialog box as you normally would for the report that process on a schedule based.

d. Go to the top of the screen and click on the drop down arrow in the Customize your Options field and select Destination.

e. Go to the top of the screen and click on the drop down arrow in the Customize your Options field and select Format.

f. Change [pic]to Adobe Acrobat:

[pic]

g. Click Update.

h. Click [Schedule]

11. Delete a Report Instance

a. It is recommended that you do your own housekeeping by deleting any of your own reports that you don’t need any more. After viewing or printing, you may want to delete a report instance.

b. Go to the specific report object (e.g. one of the report objects you used in this exercise).

c. Click History.

d. Choose a report instance or a group of report instances from the “Selected” column and click the Delete button.

e. The specific report instance or instances will be deleted.

12. Preferences - Customize Web Access - (Training Manual, May 2011, p. 78)

a. If you wish to change any of the default web settings, you may do so by going to the Preference Menu and make the desired changes in the General Preferences and/or Crystal Report Preferences menu options.

b. Click Apply on the top right of the screen.

13. Organize - Create a report shortcut to your Favorites folder - (Training Manual, May 2011, p. 85)

a. If you wish to setup your Favorites folder, you may do so by clicking on Organize in the upper right corner.

b. Return to the Home Screen and click on Favorites. You will now see the shortcut to the report from your Favorites.

14. Scheduling a Financial Report (You may follow the Report Scenario starting on page 13 of this handout to schedule the reports or pick your own parameters with the following general instructions) -

k. From the Home Screen, click on the Financial Reports folder. The report category folders will appear in the bottom half of the screen. Then select the category folder that contains the report object that you want to schedule.

l. The report objects in the selected folder will display. Select a report you want to schedule.

m. Note the menu options display underneath each report object, since the Action View option (default option) is selected. There are two methods available for scheduling:

1) Schedule: displays the parameter selections without pick list values.

2) Schedule with Selection Values: displays the account code parameter selections with pick list values.

n. Click on Schedule with Selection Values for this first report.

The Schedule parameters [pic] section contains two columns of boxes for each parameter. The right box contains the available choices (also known as “Pick Lists”). A choice made in the right box will automatically appear in the left box. The user may also manually enter one or more coding value in the left box.

o. From the Schedule parameters, click on drop down boxes to pick the appropriate parameters (What data you want to see) for your report. NOTE: If you leave all values as the default for each parameter, you will get all records for your agency. You normally would want to pick just the account coding that you want to see to limit the size of your report.

NOTE: Don’t forget to click [Add] while in the Parameters options.

p. Go to the top of the Schedule screen and click on the drop down arrow in the Customize your options field.

Here you will see additional selections you may want to make to complete the scheduling process.

Select your desired choices from the Schedule (when you want your report to run), Destination (where you want your report to go), and Format (How data would be displayed) options.

q. After you have finished making the parameter, schedule, destination, and format selections, click on Schedule in the upper-right corner of the screen to start the report processing.

r. Your screen will default back to the History Page, where an instance of the report that you just scheduled will display with the appropriate status.

s. Depending on the timing of your [Refresh], the report status may have a “Pending” status. Click Refresh to update the report status. It will change to “Running”. Keep clicking Refresh every few seconds until the report is finished successfully and its status will be changed to “Success”.

15. Exit and Logoff

a. Return to the Home screen and click Logoff in the upper right corner.

b. Close Internet Explorer (click on “X” on the right hand upper corner).

Report Scenario #1: - Report by Program

If you want to look at the financial status for a program as of the month of “Current” you would want to run an Allotment Expenditure Status by Program Report.

a. From the Home Screen, click on the Financial Reports folder. The report category folders will appear in the bottom half of the screen. Then select the Allotment Expenditure Status category folder that contains the report object that you want to schedule.

b. The report objects in the selected folder will display. Select the Allotment Expenditure Status by Program report.

Note the menu options display underneath each report object, since the Action View option (default option) is selected. There are two methods available for scheduling:

1) Schedule: displays the parameter selections without pick list values.

2) Schedule with Selection Values: displays the account code parameter selections with pick list values.

Select Schedule with Selection Values.

c. If you wish, you may enter a personal title of your choice to identify the report you are about to schedule in the Personal Title Box.

d. From the Fiscal Month, click on the drop down arrow, find, and select, for example, “Current” (This fiscal month selection represents selection of data from the beginning of the biennium through the current fiscal month).

e. From the Program drop down box, scroll down and choose the desired program.

f. For the Expenditure Content, if you would like to include encumbrances in the figure, you may leave the "Cash, Accrual (all), Encum" as default or pick one of the others from the drop down box.

g. Leave the rest of parameters as defaults, and then click any Add Button.

h. Go to the top of the screen and click on the drop down arrow in the Customize your options field. Here you will see additional selections you may need to make to complete the scheduling process. Select your desired choices from the Schedule, Destination, and Format options.

i. After you have finished making the parameter, schedule, destination, and format selections, click on [pic] in the upper-right corner of the screen to start the report processing.

j. When the report reaches a Success status, it is ready to be viewed. Click on the “Instance Time” hyperlink of the report instance you just completed to view it.

k. All the Allotment Expenditure Status Reports are designed on legal size paper. If you wish to print these reports, ensure you have the correct paper type for the printer in your office. To print the report from the Training Room, please ask your instructor to pick it up for you.

Report Scenario #2: - Report by Subprogram

If you want to look at the overall financial status for a particular area (sub-program) within a program as of the month of August 2008, you would want to run an Allotment Expenditure Status by Subprogram Report.

a. From the Home Screen, click on the Financial Reports folder. The report category folders will appear in the bottom half of the screen. Then select the Allotment Expenditure Status category folder that contains the report object that you want to schedule.

b. The report objects in the selected folder will display. Select the Allotment Expenditure Status by Sub Program report.

Note the menu options display underneath each report object, since the Action View option (default option) is selected. There are two methods available for scheduling:

1) Schedule: displays the parameter selections without pick list values.

2) Schedule with Selection Values: displays the account code parameter selections with pick list values.

Select Schedule with Selection Values.

c. From the Fiscal Month, click on the drop down arrow, find, and select, for example, 02 – Aug FY1 (August 2008).

d. From the Sub Program drop down box, scroll down and click on the desired Program/Sub Program (e.g. 010/03) or enter this code in the free form input parameter.

e. For the Expenditure Content, unless you would like to include encumbrances in the figure, you may leave the "Cash, Accrual (all)" as default or pick one of the others from the drop down box and click any Add Button.

f. Go to the top of the screen and click on the drop down arrow in the Customize your options field. Here you will see additional selections you need to make to complete the scheduling process. Select your desired choices from the Schedule, Destination, and Format options.

g. After you have finished making the parameter, schedule, destination, and format selections, click on [pic] in the upper-right corner of the screen to start the report processing.

h. Refer back to pages 2 and 3 of this handout for viewing and navigating instructions after the report is completed with a Success status.

Report Scenario #3: - Report by Program Index

If you just want to look at a particular program index (5 digit account code) as of the month of “Current”, you would want to run an Allotment Expenditure Status by Program Index Report.

a. From the Home Screen, click on the Financial Reports folder. The report category folders will appear in the bottom half of the screen. Then select the Allotment Expenditure Status category folder that contains the report object that you want to schedule.

b. The report objects in the selected folder will display. Select the Allotment Expenditure Status by Program Index report.

Note the menu options display underneath each report object, since the Action View option (default option) is selected. There are two methods available for scheduling:

1) Schedule: displays the parameter selections without pick list values.

2) Schedule with Selection Values: displays the account code parameter selections with pick list values.

Select Schedule with Selection Values.

c. From the Fiscal Month, click on the drop down arrow, find, and select, for example, “Current” (This fiscal month selection represents selection of data from the beginning of the biennium through the current fiscal month).

d. From the Program Index drop down box, scroll down and click on the desired program index code.

e. For the Expenditure Content, choose “Cash” from the drop down box and click any Add Button.

f. Go to the top of the screen and click on the drop down arrow in the Customize your options field. Here you will see additional selections you need to make to complete the scheduling process. Select your desired choices from the Schedule, Destination, and Format options.

g. After you have finished making the parameter, schedule, destination, and format selections, click on [pic] in the upper-right corner of the screen to start the report processing.

h. Refer back to pages 2 and 3 of this handout for viewing and navigating instructions after the report is completed with a success status.

Report Scenario #4: - Detail by Specific Vendor Name

If you need to find out whether a particular vendor has been paid for a particular invoice, you may run an Expenditure Activity by Vendor Report by selecting the vendor name or vendor number. For this exercise, let's assume you need to find out how much you've spent on "Qwest Communications" for the last month of the current biennium for your program.

a. From the Home Screen, click on the Financial Reports folder. The report category folders will appear in the bottom half of the screen. Then select the Expenditure Activity category folder that contains the report object that you want to schedule.

b. The report objects in the selected folder will display. Select the Expenditure Activity by Vendor report.

Note the menu options display underneath each report object, since the Action View option (default option) is selected. There are two methods available for scheduling:

1) Schedule: displays the parameter selections without pick list values.

2) Schedule with Selection Values: displays the account code parameter selections with pick list values.

Select Schedule with Selection Values.

c. From the Begin Fiscal Month, click on the drop down arrow and find “Prior”.

d. From the End Fiscal Month, keep the defaults value, “-Same As Beginning”

e. From the Vendor Name box, enter Qwest* in the left box. Assuming that you don't know the exact spelling of the whole company name, the * is the wild card to catch any remaining characters after Qwest. NOTE: It is recommended to use the wild card unless the exact spelling of the vendor name is entered. Or else, the report will return with no data.

f. Please note that you may use either the vendor name or vendor number, but not both.

g. If you rather use a vendor number than the vendor name, then enter the appropriate vendor number in the Vendor Number parameter. The wild card works the same way as the vendor name. From the Expenditure Content drop down box, pick "Cash".

h. From the Include Wrap Transactions drop down box, click on "Yes" and click any Add button.

i. Go to the top of the screen and click on the drop down arrow in the Customize your options field. Here you will see additional selections you need to make to complete the scheduling process. Select your desired choices from the Schedule, Destination, and Format options.

j. After you have finished making the parameter, schedule, destination, and format selections, click on [pic] in the upper-right corner of the screen to start the report processing.

k. When the report turns to Success status, click on the “Instance Time” hyperlink to view the report.

l. The report will be returned with the amounts paid to Qwest for the prior month to the month you are sitting in. If there are some vendor names that match "Qwest", they will also be shown on the report. You may use the Group Tree on the left window to navigate to a particular vendor on the report if there is more than one vendor name.

m. If the report did not return any data, go to the History view of the Expenditure Activity By Vendor report object and Reschedule the report to open up the fiscal period selection.

Note the menu options display underneath each report object, since the Action View option (default option) is selected. There are two methods available for scheduling:

1) Reschedule: displays the parameter selections without pick list values.

2) Reschedule with Selection Values: displays the account code parameter selections with pick list values.

Select Schedule with Selection Values.

n. From the Begin Fiscal Month, click on the drop down arrow and find a fiscal month and select it. For example:

[pic]

o. From the End Fiscal Month, find a fiscal month and select an ending fiscal month value. For example:

[pic]

p. Click any [Add] button. ER will save your selection and display in the “Current value” of each parameter.

[pic]

q. Click [Schedule] to re-run the report.

Report Scenario #5: - Multiple Value Input -

If you want to run a report for several subobjects in your program for the current month activities, you would use the Free-Form Input Parameter in one of the activity reports that contain the sub-object parameter. You may use the Expenditure Activity by Program and Sub Object Report for this exercise.

a. From the Home Screen, click on the Financial Reports folder. The report category folders will appear in the bottom half of the screen. Then select the Expenditure Activity category folder that contains the report object that you want to schedule.

b. The report objects in the selected folder will display. Select the Expenditure Activity by Program and Sub Object report.

Note the menu options display underneath each report object, since the Action View option (default option) is selected. There are two methods available for scheduling:

1) Schedule: displays the parameter selections without pick list values.

2) Schedule with Selection Values: displays the account code parameter selections with pick list values.

Select Schedule with Selection Values.

c. From the Begin Fiscal Month parameter, keep the default setting of Current. Please note that if you are on the first working day of the month, you will not get any data so you may want to change “Current” to one of the older months.

d. From the End Fiscal Month parameter, keep the default setting of Same as Beginning.

e. From the Program drop down box, scroll down and choose the desired program.

f. From the Sub Object parameter, input the desired sub objects in the right box. You may enter a list (EA, EB, EC, ED) or a range (EA-ED) or a combination of both. Note: List values are separated by a comma and range values are separated by a hyphen.

g. For the Expenditure Content, unless you would like to include encumbrances in the figure, you may leave the "Cash, Accr (all)" as default or pick one of the others from the drop down box and click any Add button.

h. Go to the top of the screen and click on the drop down arrow in the Customize your options field. Here you will see additional selections you need to make to complete the scheduling process. Select your desired choices from the Schedule, Destination, and Format options.

i. After you have finished making the parameter, schedule, destination, and format selections, click on [pic] in the upper-right corner of the screen to start the report processing.

j. Refer back to pages 2 and 3 of this handout for viewing and navigating instructions after the report is completed with a success status.

End of Exercises ϑ

Great Job!

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