You will build Column Reports to design or customize other, specific reports. For instance, this report setup is required in order to produce Categories of Salary Sources for the Faculty Profile Report.
Related References
- Overview of Department Manager Reports
- Generating Accounting Reports—An Overview
- Generating a Faculty Profile Report
How to Build a Column Report
For the purposes of this example, we will create Categories of Salary Sources to populate our sample columns. From the Accounting module, Reports menu, follow these steps to generate a Column Report.
- Select Report Setup/Column Report Setup. The Column Report screen appears. (Initially, the screen will not have data; you will be populating the screen.)
- Create a new report by clicking the Edit and then the Insert button on the toolbar.
- Type in the desired Report Name and Report Title; the report we build in this example will have a salary line for each ledger type used in your software. (Learn more about the criteria fields and buttons below.)
- Type the desired Priority level and Column number in the Column Definitions grid.
- For each Column defined, select a Ledger number from the LR drop-down menu, assigning the next LR number in the sequence for each.
- Navigate to the Column Headings section; for each column, type the name of the Ledger in Line 1 (and using Line 2 if needed to complete the name.)
- Click the Close button when you have completed all column entries. (Note that you can use the navigation buttons in the Column Report toolbar to view any other reports that have been set up with this function.
Note: You can use multiple rows to define all of the criteria for a given category if needed, but keep in mind that accounts are assigned to a category in order of priority and can be assigned to only one category. Therefore, if you have an account that could easily fall into more than one category, you must decide where you want it to fall, and then make sure that criterion is of a higher priority than the other(s).
You may wish to create a category such as “Other Funds” to catch any accounts that may not meet any of the criteria you have defined for the other categories. To do this you would simply put a row at the bottom with the lowest priority, the column number for the “Other Funds” column and no criteria.
Understanding Fields and Buttons in the Faculty Profile Criteria Selection Screen
|
Column Report Fields |
Column Report Field Descriptions |
|
Report Name |
Select up to 5 alphanumeric characters as a code for the report |
|
Report Title |
Enter a more detailed description of the report |
|
Column Options (Radio Buttons) |
Select from “Show Salary”, “Show FTE”, and “Total Salary and Benefits” to be displayed on your report |
|
Show Employee Division |
Click on the box to show the Employees’ Division (Note: does not impact the Faculty Profile Report) |
|
Number of Columns (Radio Buttons) |
Select from the radio buttons 4,6,7,8 the number of columns you wish to display on the report |
|
Headings |
|
|
Faculty Heading |
(Note: Does not impact the Faculty Profile Report) |
|
Staff Heading |
(Note: Does not impact the Faculty Profile Report) |
|
Student Heading |
(Note: Does not impact the Faculty Profile Report) |
|
Post Doc Heading |
(Note: Does not impact the Faculty Profile Report) |
|
Resident Heading |
(Note: Does not impact the Faculty Profile Report) |
|
Volunteer Heading |
(Note: Does not impact the Faculty Profile Report) |
|
Other Heading |
(Note: Does not impact the Faculty Profile Report) |
|
Column Headings |
|
|
Column 1-10 Line 1 |
Set up the salary source row names (for this particular report – columns are used in other reports). Line 1 represents the first portion of the row name |
|
Column 1-10 Line 2 |
Set up the salary source row names (for this particular report – columns are used in other reports). Line 2 represents the second portion of the row name |
|
Column Definitions |
|
|
Priority |
Pre-numbered 1-9; determines the order in which the database sorts the information |
|
Column |
Determines the location of the column (or row for Faculty Profile Reports) in the report |
|
The remaining fields are used to define the data contained in each column of the report (or row for Faculty Profile Reports). At least one criterion should be selected for the report to work properly. |
|
|
From Account |
Select an account number to begin a range of account numbers to be contained in the column (row for Faculty Profile Report) |
|
To Account |
Select an account number to end a range of account numbers to be contained in the column (row for Faculty Profile Report) |
|
LR |
Select a ledger code to be contained in the column (row for Faculty Profile Report) |
|
BD |
Select a budget number to be contained in the column (row for Faculty Profile Report) |
|
PUR |
Select from the Purpose list to be contained in the column (row for Faculty Profile Report) |
|
Cost Center |
Select a Cost Center to be contained in the column (row for Faculty Profile Report) |
|
Account Dept In |
Select a Department to be contained in the column (row for Faculty Profile Report) |
|
Account Dept Out |
Select a Department to be excluded from the column (row for Faculty Profile Report) |
|
Corporation |
Select a Corporation to be contained in the column (row for Faculty Profile Report) |
|
UA1 |
Select a user-assigned attribute to be contained in the column (row for Faculty Profile Report) |
|
UA2 |
Select a user-assigned attribute to be contained in the column (row for Faculty Profile Report) |
|
UA3 |
Select a user-assigned attribute to be contained in the column (row for Faculty Profile Report) |
|
UA4 |
Select a user-assigned attribute to be contained in the column (row for Faculty Profile Report) |
|
Acct ID |
|
|
From LR |
Select a ledger number to begin a range of ledger numbers to be contained in the column (row for Faculty Profile Report) |
|
To LR |
Select a ledger number to end a range of ledger numbers to be contained in the column (row for Faculty Profile Report) |