Find Commonly Used FDS Reports
Find commonly used Financial Data Store (FDS) reports at Columbia University.
Details
Three examples of commonly used Financial Data Store (FDS) reports are ChartField Detailed Statements, Payroll Detail Reports, and Sponsored Project Financial Reports:
ChartField Detailed Statements
The ChartField Detail Statement provides information on fiscal year-to-date financial activity for budget versus actuals, commitment/encumbrance balances, as well as prior fiscal year balances. The report parameters allow users to run this report at the department, project, initiative, segment, site and function levels (or any combination of these ChartFields). The entire ChartField is included in the report results.
Users are also able to drill down to transaction details for each account in the ChartString from either the “Month” or “Year” column. Actuals are compared to both current budget and prior year amounts, along with information for encumbrances and pre-encumbrances.
Payroll Detail Reports
The Payroll Detail Statement enables users to see a variety of salary-related amounts for individual employees, including a breakdown of payments and activity ranges per earn code. Use this report to review employee salary payments by Project, Combocode, Account, and Earn code. Period payments also show Transaction Start Date and End Date, Fringe breakouts by type (e.g., A1 & A2), and Project Activity ranges. This report is particularly useful when processing Cost Transfers in PAC.
Sponsored Project Financial Reports
The Sponsored Project Financial Report (SPFR) tracks spending on specific Projects. PI's, Departments, and Central Offices, including SPA and SPF, may have access to this report. The Sponsored Project Financial Report aggregates financial information by Project but may include a certain Activity Type or Activity selected when running the report. The user is also able to drill down to transaction-level detail.
Here are the most frequently used FDS reports available for fiscal year lifecycle activities:
- Fiscal Year Process
- Comparison of budget to actuals to assess account balances and review any anomalies; also to confirm monthly closing actions
- When
- At least monthly and quarterly
- Primary Report to Use
- ChartField Detail Statement (can also use COB Operating Summary)
- Fiscal Year Process
- Transaction reconciliation and to review all account activity (including Fund Balance accounts)
- When
- Weekly and monthly (before end of month so corrections will hit current period)
- Primary Report to Use
- Trial Balance by Account Detail (can also drilldown in ChartField Detail Statement or ChartField Transaction Statement)
- Fiscal Year Process
- Monitor fund balance activity to check expenditures/revenues against available funding
- When
- Monthly, quarterly and yearly
- Primary Report to Use
- Project Summary Statement
- Fiscal Year Process
- Encumbrance Maintenance
- When
- Monthly, quarterly and yearly
- Primary Report to Use
- Purchase Order Open Commitment (can also use ChartField Detail Statement)
- Fiscal Year Process
- Salary Monitoring
- When
- Monthly, quarterly and yearly
- Primary Report to Use
- Payroll Summary Statement Payroll Detail Statement
Here are the most used FDS reports providing information on Sponsored, Capital, and other projects that have Project Lifecycle budgets and activity:
Please note: These projects typically have time periods that span multiple fiscal years.
- Project Life Cycle Process
- Comparison of budget to actuals to assess available balances and review any anomalies
- When
- Monthly, when Interim or Final Financial Reports are required and at Project Expiration
- Primary Report(s) to Use
- Sponsored Project Financial Summary Non-Sponsored Project Financial Summary
- Project Life Cycle Process
- Reviewing appropriateness of transactions
- When
- Monthly, when Interim or Final Financial Reports are required and at Project Expiration
- Primary Report(s) to Use
- Sponsored Project Financial Detail Non-Sponsored Project Financial Detail
- Project Life Cycle Process
- Encumbrance Maintenance (i.e. Purchase Orders, SAPOs)
- When
- Monthly, when Interim or Final Financial Reports are required and at Project Expiration
- Primary Report(s) to Use
- Purchase Order Open Commitment
- Project Life Cycle Process
- Monitor all Projects at a high level for a Department or Principal Investigator
- When
- Monthly, quarterly, and yearly
- Primary Report(s) to Use
- Project Cost Summary/Overrun
- Project Life Cycle Process
- Monitor all Projects in a Cost Overrun (Expense Budget to Expense Actual)
- When
- Monthly, quarterly, and yearly
- Primary Report(s) to Use
- Project Cost Summary/Overrun
- Project Life Cycle Process
- Monitor F&A Recovery for a Department or Principal Investigator
- When
- Monthly, quarterly, and yearly
- Primary Report(s) to Use
- F&A Recovery
- Project Life Cycle Process
- Salary Monitoring
- When
- Monthly, quarterly, and yearly
- Primary Report(s) to Use
- Payroll Summary Statement Payroll Detail Statement
Trainings
There are a variety of trainings available in our Training Library that will guide you through FDS reports, including (but not limited to):
- Advanced FDS/Self-Service Reporting (web-based)
- Advanced FDS/Self-Service Reporting (web-based)
- FDS On-Demand Reporting (job aid)
- FDS On-Demand Reporting (job aid)
- FDS Preference Settings (job aid)
- FDS Preference Settings (job aid)
- FDS Scheduled Reporting (job aid)
- FDS Scheduled Reporting (job aid)
- Frequently Used Fiscal Year Financial Reports (job aid)
- Frequently Used Fiscal Year Financial Reports (job aid)
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