CFS Data Warehouse Budget and Expenses ACCS examples

Objective:    To familiarize users with different querying criteria and different possible ACCS combinations when querying

    Keep all ACCS fields checked.

    Press the Execute Query button located on the left side of the tool bar at the top of the ACCS Summary screen. The icon is shown below.

    What difference does it make to keep the fields checked?

    If the fields are checked but no data is entered, will the query retrieve any data?

    Checked fields will display all relevant data once a query is executed and data is retrieved.

    By leaving an ACCS field blank, with the box checked, the query will display all possible results for that field.

    Uncheck the ACCS fields that do not contain any querying data. Will the query retrieve any data within these unchecked fields?

    Unchecked fields will not display any data once a query is executed and data is retrieved. Hence, the user can narrow the amount of data retrieved.

    Uncheck the ACCS fields that do not contain any querying data.

    Tab to the Budget Detail screen.

    Tab to the Expense Detail screen. Select a specific month on the Expense side. Click on the “View Documents” tab.

    Highlight a specific document and click on the Item/MDL tab.

    To return to the Document Info screen, click on the “View Documents” tab. The previous screen will re-appear.

    To return to the Expense Detail screen from the Document Info screen, click on the Expense Detail tab.

    To return to the ACCS Summary screen from the Expense Detail screen, click on the ACCS Summary screen tab on the top left of the screen.

Example 4:   Crosschecking a document within the Data Warehouse and GLT 172 Report

    Use the GLT Report 172 provided. Find the highlighted document within the Data Warehouse Budget and Expenses module

    Uncheck the ACCS fields that do not contain any querying data

Expected Results:

    Tab to the Expense Detail screen. Can you find the expended amount on the Expense detail screen?

    What are the key elements that help you find the document? ACCS, month, amount. Refer to the GLT 172 Report.

Example 5:   Crosschecking a document within the Data Warehouse and GLT 177 Report

    Use the GLT Report 177 provided. Find the highlighted document within the Data Warehouse Budget and Expenses module.

    Uncheck the ACCS fields that do not contain any querying data

Expected Results:

    Tab to the Expense Detail screen. Select a specific month on the Expense side that relates to the document month. Click on the “View Documents” tab.

    The corresponding document should appear with the Document Info screen.

    What are the key elements that help you find the document? ACCS, month, amount, trans and document number.

Example 6: Finding documents that are obligated in one year but invoiced in another year

    The user opened a purchase order in FY 2000, AFY 2000. After the year has been closed, the user has invoiced the same obligation in FY 2000, AFY 2001. Once the system is refreshed, the user can verify that all the data has posted correctly to the DW. The important thing to remember is that when checking a document that has activity in different Fiscal Years, it is possible the user will need to query on different years to view all the relevant information. Query and find the obligation and invoice for the following document:

    ACCS; Bureau: 51, Project: 0031000, Task: 000, Fund: 98, Object Code: 26-68-00-00, AFY: 2000, FY: 2000. Obligation number: 183

    Uncheck the ACCS fields that do not contain any querying data.

Expected Results:

    Tab to the Expense Detail screen. Select the specific month on the UDO side. Click on the “View Documents” tab.

    Highlight a specific obligation that you are looking for. Check that the data matches the document above. Then click on the Item/MDL tab.

    Return to the ACCS Summary screen.

    Now search for the Invoice.

    Since the invoice was created and approved in November 2001 (FY 2001), which is a different year from when the obligation was created (FY 2000), the user will need to adjust his search criteria. Instead of querying with AFY 2000, the user will need to query within AFY 2001. Note that FY 2000 will remain the same because the user is pulling on money that is from FY 2000.

    ACCS; Bureau: 51, Fund: 98, Project: 00310000, Task: 000, Object Code: 26-68-00-00, AFY: 2001, FY: 2000. Obligation number: 183

    Tab to the Expense Detail screen. Select the specific month on the Expense side. Click on the “View Documents” tab.

    Highlight the specific invoice that you are looking for. Check that the data matches the document above. Then click on the Item/MDL tab.