(Look Up > Invoice Query)

Use the Invoice Query to list transaction details for vendor invoices. You can select specific filter options including, fund, orgn, payee name, payee invoice, invoice number, range of dates, and the dollar value. After you submit your query, you can drill down to view the detailed line items. Some sites will use the term ‘Department ID’ in place of Orgn.

Specific fields are the Chart, Fiscal Year, Vendor ID, Payee Name and the transaction amount.

The specific filters are shown directly above the report.  The report must be filtered by the Fiscal Period From and Fiscal Period To.

Data can be filtered by  by Chart, Index, Fund, Organization (Orgn/Dept ID), Account (Acct), Program (Prog/Project ID), Activity (Actv), Location (Locn), Payee Name, Payee Invoice, Invoice Number, Dollar Value, and the fiscal period as defined by a start date and end date.

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(Look Up > Document Number Search)

Used to look up a specific document.  Available filter options are document number and fiscal year. The search result shows the document number, fiscal year, period, date, and debit/credit.

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(Look Up > Document Type Query)

You can use the Document Lookup tool to display accounting information and solve accounting problems (for example, how many times a purchase order is referenced). After the list opens, you can drill down for detailed information about documents and encumbrance line items.

Specific fields are the document number with a link to the supporting documentation, fiscal year, period and date, the description of the transaction, the transaction type and document reference number, the encumbrance ID with a link to the supporting documentation, G/L Codes (or FOAPAL codes), the outstanding amount and the transaction amount.

The specific filter criteria is shown directly above the report. You can search for a specific document number by entering it into the Document filter field.

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(TEM Reports > TEM – Approval History)

This report can be run by approver WID, routed to WID, or traveler WID, as well as by Doc Code (TA or TR number) and/or approval status.

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(TEM Reports > TEM – Query by Acct)

Query by Acct was designed as a financial tool for budget authorities to look at the activity on their FOPALs by entering your funding string you can tailor the report to the time range you wish.

Once you have run the report you can drill down on TRs and TAs just as if you had searched them in the TEM – Query report.

The right side of the report shows the name of the user that entered the information (this can be the traveler or the delegate depending on who started the TA/TR) and the amount.

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(TEM Reports > TEM – Query)

The query report was designed for a user who already has a question in mind, need to know what travel Employee X has done? Or I need to follow up on the expenses I just approved? Or can I see if any of my specified employees have submitted any travel requests in the last month?

Once you run the report you will have additional options as drill downs.

You will notice that some TAs don’t have TRs, this is because travelers have not filled for reimbursement for these TAs.

Clicking the report name will drill down to the Itinerary level.  The row with both the TA number and TR number represents the TR’s Itinerary while the row with just the TA represents the TA’s Itinerary.

Clicking on the TA number will give you a breakdown of the expenses with date and description. Selecting the Estimated Pay Amount for any expense item will give you the breakdown by FOPAL. If there is no funding string available then it is a non‐reimbursable expense.

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(Position Reports > Budget vs Current Jobs)

Compares the budgeted FTE and amount for a position with the current job FTE and amount along with variance. Filter options available to look up by position number and/or WID, in addition to labor distribution budget string.

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(Position Reports > Budget by Position)

This report shows position budget and payroll information for each position number and employee for the FOAPAL (fund, orgn, acct, prog, actv, and locn) combination selected.

Specific fields are FOAPAL codes, position, employee ID, name, original budget, adjusted budget, actuals, OS commitment, and $ budget available.

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(Position Reports > Actuals by Position)

This report shows payroll information for each employee by month for the FOAPAL (fund, orgn, acct, prog, actv, and locn) combination selected.

Specific fields are FOAPAL, position, employee ID, name, each month, and total.

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(Op Ledger Reports & Trans. Details > Transaction Detail > FOAPAL Lookup)

Transaction Detail reports allow you to view the details of individual transactions and to drill down to the supporting journal vouchers, invoices and other supporting documentation.  Different formats of the Transaction Details can be opened from the FAST Finance menu.  They can also be viewed by drilling down from the Operating Statement summaries or the Balance Sheet. After you open the Transaction Detail, you can drill down further to the Document Details.

 

Sub-Menu Option: Transaction Detail →  FOAPAL Lookup →  Actuals (Operating Ledger Only)

Actuals (Operating Ledger Only) shows only revenue, expense, and transfer account codes, compared to the other “Actuals” transaction details which includes balance sheet account codes such as assets and liabilities.

 

Sub-Menu Option: Transaction Detail →  FOAPAL Lookup →  Actuals

This format shows detailed transaction information of actual transactions for the selected G/L Code.

Actuals (Operating Ledger Only) shows only revenue, expense, and transfer account codes, compared to the other “Actuals” transaction details which includes balance sheet account codes such as assets and liabilities.

Specific fields are the G/L (general ledger) Codes (or fund, orgn, acct, prog, actv, and locn), transaction and activity dates when the transaction occurred, the authorizing User ID, the description of the transaction detail and link to accompanying documentation, the Purchase Order number (if one exists) and the link to the PO document, invoice or reference number, check number and the transaction amount.

The specific filters are shown directly above the report.  The report must be filtered by at least two filter codes selected from Fund, Orgn (Dept ID), Acct, Prog (Project ID), Actv, Locn or Acct Type.

Data can be filtered by: Chart, Index, Fund, Organization (Orgn/Dept ID), Account (Acct), Program (Prog/Project ID), Activity (Actv), Location (Locn), Account type, and the fiscal period as defined by a start date and end date.

 

Sub-Menu Option: Transaction Detail →  FOAPAL Lookup →  Budgets

This format shows detailed transaction information of budget transactions for the selected FOAPAL (fund, orgn, acct, prog, actv, and locn)

Specific fields are the G/L Codes (or FOAPAL codes), transaction type and date, the document ID and link to accompanying documentation (journal voucher), the description of the transaction detail, and the transaction amount.

BD01 and BR01 are the initial permanent (= recurring = base) budget load

BD02 and BR02 are the permanent (= recurring = base) budget adjustments during the fiscal year.

BD04 and BR04 are temporary (= non-recurring = one-time) budget adjustments.

The specific filters are shown directly above the report.  The report must be filtered by at least two filter codes selected from Fund, Orgn (Dept ID), Acct, Prog (Project ID), Actv, Locn or Acct Type.

Data can be filtered by: Chart, Index, Fund, Organization (Orgn/Dept ID), Account (Acct), Program (Prog/Project ID), Activity (Actv), Location (Locn), Account type, fiscal period and transaction type.

 

Sub-Menu Option: Transaction Detail →  FOAPAL Lookup →  Encumbrances

This format shows detailed transaction information of encumbrances (commitments to pay) for the selected G/L (or FOAPAL) Code.

Specific fields are the G/L Codes (or FOAPAL codes), the document number and link to supporting documentation, the Purchase Order number (if one exists) and the link to the PO document, invoice or reference number, check number and the transaction amount.

The specific filters are shown directly above the report.  The report must be filtered by at least two filter codes selected from Fund, Orgn (Dept ID), Acct, Prog (Project ID), Actv, Locn or Acct Type.

Data can be filtered by: Chart, Index, Fund, Organization (Orgn/Dept ID), Account (Acct), Program (Prog/Project ID), Activity (Actv), Location (Locn), Account type, and the fiscal period as defined by a start date and end date.

 

Sub-Menu Option: Transaction Detail →  FOAPAL Lookup →  Payroll Encumbrances

This format shows detailed transaction information of payroll encumbrances for the selected G/L Code. Payroll encumbrances are the payroll obligations that are payable for the remainder of the fiscal year.

Specific fields are the G/L Codes (or FOAPAL codes), date, the employee ID, employee name, position code and suffix, the type of earnings, any comments and the payroll encumbrance amount.

The specific filters are shown directly above the report.  The report must be filtered by at least two filter codes selected from Fund, Orgn (Dept ID), Acct, Prog (Project ID), Actv, Locn or Acct Type.

Data can be filtered by: Chart, Index, Fund, Organization (Orgn/Dept ID), Account (Acct), Program (Prog/Project ID), Activity (Actv), Location (Locn), Account type, and the Fiscal Period.

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