Hello everyone. This is going to be a very quick overview of the new researchers simplified report. When you open the Employee Portal, you'll notice that under reports you go to share it. There's a folder, you click on it to open it. And you will all see my simplified researcher report by fiscal year. And you just click on that. If you have no research work orders, nothing will happen. You won't be able to see anything when you try and make this report work for you. If you know one particular work order and you would like to just see the information for one work order, you would enter it here and it will default to 2023 as I'm making this video, it's March 30th. And so in the new fiscal year, somebody can send in a ticket to get this change to default to 2024, but I recommend keeping it for now. All you would want to do for next fiscal year, which ends in 2024. So what's called 2024. So starting April 2023, if you want to see that year's current data, you would just change this to say 2024. Now we're just going to leave it at 2023. And then you say, okay, and your report will load. And what you're going to see will look something like this. And it will have the work orders in there that you have been assigned or that have been assigned to you, I guess as research work orders. Tim Green has graciously let us use his information for a couple of work orders for this demonstration. So what you're going to see is this will be the default that opens right away. You're going to see the work order, of course at the top with the name. And then under that will be these main categories, liabilities, revenue, expenses, internal expenses. Then in some cases you just may see one, maybe just revenue or expenses. But that's the majority of what you're going to see at the most, you will see this. You may see clearing if there are clearing account items. If they haven't been cleared out, if you're looking partway through the month. And what you can do is get familiar with, if you want to work with this screen, get familiar with these little triangles which open and close the information that is available. So here's just the two work orders with these amounts, which I'll explain shortly. And then when you click on that little arrow, it actually switches to be pointing down and it shows the different categories. And then you can open those, um, by clicking on each one individually. So just to explain these briefly, and I will post a cheat sheet for you to explain these items. The liabilities. Those are basically going to be either your deferred revenue or your prepaid expenses, which you may not have very many for research accounts. But certainly you will have deferred revenue. And so as it's explained on the website, on your training page, deferred revenue. What the institution does now is they put the full amount of the revenue into a deferred revenue account. And you can see in here there's a net-zero. But what they did earlier in the year is there was an amount of 2000 2029.26. It looks like it was leftover probably from the previous year. They made that entry in April and then it got taken back out again at the end of May. And what happened with it is it was put into this account, this Revenue account. So this is a very good example showing you what is explained in the deferred revenue explanation. So then the revenue gets put into Tim's revenue account. And I will explain on the cheat sheet that if it's a black number, under revenue, if it's a black number, that's money going out of the account and a red number or a negative is actually money going into the account. Meaning the red numbers that show negative actually means that this money was put into the account to spend.

Under expenses. It's the opposite. Just to make things simple. This isn't going to be changed, but this is part of the way accounting works. A positive number in black for expenses is an expense going into the account, which is a cost to you and it's actually a negative. So that is money that's going, that's being spent.

And internal expenses. It really depends. Same type of idea that the same rules apply. I'm not going to get into too much detail about those, but do understand that the bottom line. So here we've got for this particular work order here, and we can actually expand this. Just bring your mouse up till you get those lines and you can expand it. So this particular work order here, the bottom line, the 4,796.35 in black. It means that it's overspent at this point from the previous amount. It would mean at this point that that particular work order that's been overspent by this particular amount. Then in the second work order, just to show you another example, revenue and expenses. Here's the bottom line here. This one also at this point is showing it as being overspent. So this is just the basic overview of this particular sheet. And if you wanted to go into, we can see here, as I've mentioned for revenue, you just click to break it open more and you can just see what the revenue was. This is actually showing there's a transaction number and you can click on the transaction and it will show you whatever the backup is for that. I want to show you a better example under expenses. So if you go into expenses here and we're just going to look at materials and supplies. And if we go into, let's say office, actually, I think it was budget here for supplies. So we've opened that up so we can see all of the different entries that are coming along here. And if you scroll over a little bit to that transaction number, we can look e.g. and say, oh, okay, so here's this dry ice. I'm assuming that's dry ice. Yep. That was for a particular experimental, whatever it might be. So if we click on that transaction number, this is where you can get the details. So if you want the details, this is actually showing this is the invoice for that particular transaction. So while we're going to show you a simpler version to look at for this report. This main report that opens shows you the details and where you can actually get drill down into the details for a particular item. And your finance and admin assistant can show you this as well. Another thing, under salaries and benefits, I'm not going to show anything confidential here, but when you get down to it, you'll see for that work order, you'll see the salaries and benefits amount. And then if I scrolled over further, which I'm not going to do, you're going to see a column called ResNo, which is your resource number, and that will show you the particular employee that is associated with those salaries, expenses. So as you scroll over, let's see there's Resno. And if that was broken out and expanded, you would see, sorry, T is for text. It will show you the name of the person associated with that number. So you have all of the information here in detail that you would need. And now I'm going to show you a much easier way to take a look at it. So this is where it opens. I'm just going to close these down a bit so it's not too confusing. So these are the amounts, these are the overspent accounts, at least for our example right now. So then at the bottom and I just needed to scroll a bit with my mouse, you can either export this, I should show you that you can export this. And if you do just pick the first icon, nice and simple. We export that detailed sheet. This is putting it into an Excel spreadsheet. Outside of the system. You open up that spreadsheet and what it's going to do is it's going to show you that at the top there's gonna be a little button. There we go. That's going to and you need to click Enable Editing at the top. And I'm not going to get into this in any detail other than to show you this is the information. It's all been collapsed down to just show you the two bottom lines. And if you scroll over here, Here's your bottom line, overspent for those two accounts. But up here, 123456, this will show you, if I click on the three here, it expands a little bit to show you those main categories of accounts, like click on the four, breaks it down. So the expenses and it's not just one line of expenses, it's your different expenses and you would move over here and you can see the totals, but you can't drill down into see the invoice. You need to do that in the system. And if I click on five and click on six, it really expands it into all of the details that are listed, the GL entries that are made on your behalf in accounting. So I'm going to just bring this back, click on 2 and just show you that. I'm going to save that one. So that is if you wanted to export that particular spreadsheet, you are absolutely able to. So we close that.

But the beautiful thing that we think is going to make things easier for you is to look at this Analyze button. Now the Analyze button opens up what's called the analyzer. And you will see in the cheat sheet, and I will show you that cheat sheet here on your financial report page to help research reporting. That cheat sheet will always be here. It'll default to show you these are different tabs that you can click on to see the information that's in there. But under cheat sheet, cheat sheet gives you, we'll go right to using the analyze tool. Just click on that and it's going to show you screenshots exactly what I'm about to show you now. And it gives you two or three different options of how to use this analyzer tool depending on what you're wanting to see. So going in here, the first item, you're always going to choose Amount, that's your only option. You have three things you need to do in here. Well, 4 technically.

Under rows per page, I really liked this to say All so then, you know, everything is going to show up in this report. Number one, you choose amount. Number two, you're going to choose Account Group two. And then for number three, you're going to pick work order course. These are alphabetical, so it's right at the bottom. You'll notice every time I do that, it populates in the center here. So it shows you the things that were on that other report. And you can go back to that report just by clicking up here. But it shows you if you had 2,3,4,5,6 work orders, they will all be in columns right across the top here. And you've got your revenue expenses, internal expenses showing up here. So you have a nice, clean, easy, I think, way to take a look at it. You'll notice that the 2000s and would say 20 dash liabilities. I am going to show you that right back here, because we did have some liabilities up here. But the fact that it's zero, it's actually gone in and out. So initially the money went in. When out, if it nets out to zero, it doesn't show up on the analyzer report. So this is I wanted to explain this because this has all the detail. But then when you go to analyze, it, ignores anything that nets out at zero. So I'll quickly go back here amount. This is account group two. It's even a good refresher for you and then you can do it by work order. And then you can see the breakdown. Just a quick and dirty glance at, at what you need to see for all of your research work orders. You can experiment and play with these things we do have as examples in there. You can then choose head account to go next. And then I think the other one is account. And then you just get a little bit more detail each time depending on what you wanted to see. So you can just print this out by clicking this icon up here, that export and you'll get a nice picture of it. Again, it's an a pivot table. So if you're really good with Excel, you can get fancy and look at those things. But this is just a quick overview of what to look for, how to use this report. And understanding that. When I go we'll look in here actually, no, I'll do it from here. Looking at these liabilities, if you had prepaid expenses or deferred revenue, it's in here. So if there was an amount in here, maybe you got a grant that came in and it was $25,000 and it shows up in here, then you'll see that showing up in this report, in the analyzer report as well. So that you can have a really good idea of all of the money coming in and all of the money that you have available to spend in here also under internal expenses. I don't want to get too far into it, but this was Budget Transfer probably from the previous year. And again, Tim could go into this item here and click and see the details for that budget transfer. What this is showing is that for this particular account here are for this particular work order, sorry, There's $2,029 at the beginning as revenue that was posted to the account. So that's what he had left to spend. And then he spent $31,000, so way overdrawn. Then there was an internal adjustment for 25,000. So now it's overdrawn 4,796.35. And it's possible that by year-end, there were other entries may be that are going to happen. That will bring that to zero because I'm pretty sure that's how you guys want to do it. The same thing with this other one, with this second work order here, there's some revenue. This much was spent in various ways and so it's overdrawn at this particular point and this may be something that it just rolls over into the next year and then there's more money coming in or whatever. So hopefully that gives you enough of an idea to understand how to use this simplified research work order report. And if you have any questions, please do ask your finance and admin assistant or ask May Norman or anyone at the SRCA office and they should be able to help you out with this. And hopefully down the road, more training will be made available than just this video. I appreciate your time and good luck with the cheat sheets and the video. And we know this is late and very overdue for you, but I'm very excited, even though my last day is tomorrow. I'm very excited that this was finally able to get pushed through to help support you. Thanks very much, everybody.