Instructions for Logging into Financial Reporting

I.) Instructions for Logging into Financial Reporting:

1.) Access the new Financial Web reports by using the following link: http://thea.oit.duke.edu:8200/HReports/Logon_Main.jsp

2.) In order to be authenticated to the Financial Reporting web server, you will be prompted to enter your user ID and password. Your user ID and password is the same that you used to enter the old web reports (Hacho).

If you can not remember your user ID or password, you can send an email to pillar@duke.edu. If you do not have a user ID, you can complete a confidentiality agreement. Once you have filled out this form, send it to the appropriate management center (fax numbers are on the bottom of the form) for final approval. Note, in order to print the confidentiality agreement you must have an Adobe Acrobat reader.

3.) You will also need an Adobe Acrobat reader to print reports within the Financial Reporting application. If you do not have an Adobe Acrobat reader, we recommend you contact your local technical support staff to help you install the software.

II.) Instructions for using the new Financial Reporting website:

1.) Once you have logged onto the Financial Reporting homepage by supplying the necessary password, you will be directed to the Repository of reports. The Repository is broken down into two sections (Dynamic & Static Reports). It is important to note that within each section you will only have access to the management center under which your department is located.

*To ensure that the web reports are viewed in the way they were designed, it is important to always make sure of the following (see below for example):
1.) The tab ALL is always selected.
2.) In the right hand bottom corner, Sort By is always set to Name.

2.) After selecting either the Dynamic or Static folder (shown above), you will be directed to a list of available reports. The following shows an example of the list of Static reports.

III.) Common Report Features:

You can find the following features in all reports (Static and Dynamic)

1.) HTML vs. PDF – Within your desired report you can view it either in the HTML version or pdf version. This feature can always be found in the upper right hand corner. You can toggle between the two options at any time.

2.) Export to Excel – While viewing the report in the HTML version, you will have the option to Export the data into Microsoft Excel. This feature can always be found in the bottom of the HTML version of the report. Once you export the data you can format it in any way you see fit.

3.) Page function –When this feature is available you will see the word Page with a drop down box at the top of the report (see picture below). You can then use the drop down box to quickly change the view of the reports. In most cases your choices will be Actual, Budget, or Variance. In some cases it will allow you to view the data for Current Unrestricted or Allocated codes. It is important to note this function can only be found in certain reports.

IV.) Static Reports:

1.) We encourage you to try using the static reports for all of your current month financial reporting needs. These reports run quickly and require no user input.

2.) Static Reports represent a snap shot in time. They are usually run each month, on the Monday after final close of the general ledger. The date and time is displayed in the modified section once you reach the actual list of reports.

3.) You will need to navigate through the menu path in order to reach the list of reports for your department. For example the Divinity School would follow the menu path: Static Reports –> Provost Area –> Schools. Once at the list of reports, you can choose the report that you wish to view

4.) Once you select the report you want to view you will be taken to a drop down box where you will find your department by BFR –> Name. All BFR’s are in numerical order. Choose your BFR and then click the View Snapshot button on the right side. Your report will then be displayed.

5.) Once the report is displayed, you may take advantage of any of the common reporting features noted above.

V.) Dynamic Reports:

1.) Dynamic Reports allow the user to define the report Point of View (POV). (ie BFR, cost object, year, month). For instance, the static reports are only run once a month and only contain data as of that period, whereas, the dynamic reports can be run for any period or year.

2.) Once you select the Dynamic section, a list of reports will be displayed. Before you select the actual report, it is a good idea to check the Preview User POV box before beginning. This allows you to confirm your POV before actually running the report.

3.) Once you select the report you want to generate, you will then be prompted to select your POV (only if you have the Preview User POV checked). Proceed to choose your desired POV and then click OK. If you do not have the Preview POV box checked, the report will be generated using this last POV you selected.

4.) Your desired report, based on the POV you determined, will then be displayed.

5.) Once in the report you can change your POV at anytime by using the User POV bar in the upper left corner of the report.