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Reporting FAQs

Questions are divided into the following categories:

Monthly Financial Report Delivery FAQs

  1. Who will receive the monthly financial reports?
  2. When are the monthly financial reports generated?
  3. On the upload template, there is only a column for funds center. Do I also need several columns for fund, RIO, etc.? Otherwise, how will the system know which gift or recharge account on which you wish to get the report?
  4. Can you clarify the instructions for verifying an alias? In the ITaP directory, my alias is all lowercase. In PA 20 Infotype 105, my ID is the same, but all uppercase. Is it okay that it’s lowercase in ITaP and all caps in PA 20? What should we use on the spreadsheet?
  5. Where should we send electronic copies of the upload spreadsheets?
  6. Can you clarify the change procedures?
  7. If we later need to delete someone or add a new person, should we send a new spreadsheet to the master data team with only the new person or the person we need deleted from the spreadsheet?
  8. Will faculty members have to change their passwords every 30 days just to access these reports?

Additional information may be found on the financial reporting page.

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Answers to Monthly Financial Report Delivery FAQs

  1. Who will receive the monthly financial reports?

    Those who have been identified as PIs, Co-PIs, or other responsible individuals will receive the project financial reports based on their grant relationship. Additional monthly financial reports will be provided to designated staff members as defined by the business offices.

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  2. When are the monthly financial reports generated?

    Reports will be automatically generated after the official close of month-end. Due to the volume of reports, they will be run over multiple evenings in the following priority:

    1. Project financial reports – grants
    2. Project financial reports – sponsored programs
    3. Standard monthly user reports
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  3. On the upload template, there is only a column for funds center. Do I also need several columns for Fund, RIO, etc.? Otherwise, how will the system know which gift or recharge account on which you wish to get the report?

    The last fund center column is for sorting purposes only, so you can find your templates when they are uploaded into the Z table with everyone else's. The second column identifies the report you need, and the variant column is where you add details of the fund, fund center, RIO, etc.

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  4. Can you clarify the instructions for verifying an alias? In the ITaP directory, my alias is all lowercase. In PA 20 Infotype 105, my ID is the same, but all uppercase. Is it okay that it’s lowercase in ITaP and all caps in PA 20? What should we use on the spreadsheet?

    Do not use ITaP’s directory to find your alias. Instead, you need to match what is in PA 20 Infotype 105. So far, everyone’s aliases have been in all caps; when this field was populated, it converted everything to uppercase.

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  5. Where should we send electronic copies of the upload spreadsheets?

    Mail the approved copies to the master data team at cmdt-all@purdue.edu.

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  6. Can you clarify the change procedures?

    Complete the template with the same information, but mark it “delete.”

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  7. If we later need to delete someone or add a new person, should we send a new spreadsheet to the master data team with only the new person or the person we need deleted from the spreadsheet?

    Yes, send the spreadsheet to the master data team.

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  8. Will faculty members have to change their passwords every 30 days just to access these reports?

    University policy requires everyone to change their Purdue career account password on a regular basis; your role(s) will determine how often you need to do so. If your role(s) is one of the four basic roles listed below, your password will expire and need to be changed every 120 days.

    • HR280_000_EMPLOYEE_SELF_SERVICE
    • R3:COMMON_ALL_USERS
    • TV200_000_TRAVELLER
    • FI900_000_END_USER_GENERAL (under BW user info)

    If you have a role other than those listed above, your password will expire every 30 days.

    Anyone can view their role(s) in the SAP portal. After logging in, click on the “system info” tab. Under “user info,” select either “ECC user info,” “SRM user info,” or “BW user info.”


    Enter your career account username in the “user” field (ignore the “alias” field) and click the “display” button. Click the “roles” tab in the next window to see the roles assigned to you. If any of them is not one of the four listed above, your password will need to be reset every 30 days.

    You will get three “grace” logins if your password expires; a warning will appear on the portal home page as the expiration date approaches, and another when it has expired and you’re using your grace logins.

    Note: If you click on a link (in an e-mail) that takes you directly to a report after logging in to the portal, you will bypass the home page and will not see this warning, so you may not know that your password is approaching or has passed its expiration date.

    To change your password, go to www.purdue.edu/securepurdue, click “change your password” in the right column, and follow the instructions on the next page. It may take up to 10 minutes for your new password to take effect.

    Click here for more detailed information about resetting your career account password.

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General Monthly Financial Reporting FAQs

  1. How can I change the default zoom setting for PDF reports so they will all open to a specified size (e.g., 100%)?
  2. When using a T-code to run a grants management (GM) report, the selection criteria has a checkbox to include closed grant(s) and indicates they are not reported after 180 days. How does the program determine which grants are included?
  3. When will the faculty stop receiving their GM reports via the universal work list?
  4. What GM reports will a PI receive via the universal work list?
  5. What GM reports will a Co-PI receive via the universal work list?
  6. What will individuals listed under the responsibilities tab receive via the universal work list?
  7. Why doesn’t the commitment column on the project financial report match the commitment subtotal on the monthly transaction listing?
  8. I am running the SMUR operating statement on an account that I know has a balance, but no report is produced. Why is this?
  9. Should you use 0 or 1 in the “from period” selection criteria field on transaction listing?
  10. Where can I find a list of document types?
  11. Where can I find a list of value types?
  12. I have an account that I think should appear on the account balance list, but isn’t. What should I do?
  13. What will be the subject of e-mails sent to users to tell them the reports are available?
  14. What e-mail address can I add to my contacts list so the notification e-mails do not go to my Junk mail folder?

Additional information may be found on the financial reporting page.

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Answers to General Monthly Financial Reporting FAQs

  1. How can I change the default zoom setting for PDF reports so they will all open to a specified size (e.g., 100%)?

    To set this up in Adobe Reader and Acrobat Pro:

    1. Open Adobe Reader or Acrobat Pro.
    2. From the edit menu, select "preferences."
    3. Select "page display" from the categories list.
    4. Under magnification (in the same window), find "default zoom" (or "zoom" in version 8).
    5. Change the default to your desired setting.

    This will force the application to open all PDFs (that were created with default settings) with your preferred zoom setting.

    Note: If a PDF's author has set this to something other than the default when creating (and saving) the file, your preferences will be overridden by their setting.If your page’s layout and zoom levels differ from your preference choices, the PDF was saved in a view setting other than the default.

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  2. When using a T-code to run a grants management (GM) report, the selection criteria has a checkbox to include closed grant(s) and indicates they are not reported after 180 days. How does the program determine which grants are included?
    The program looks at the grant valid-to date under the general data tab of the grant master (T-code gmgrantd). If the current date is more than 180 days past the grant valid-to date, then the account will not show.

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  3. When will the faculty stop receiving their GM reports via the universal work list?
    180 days after the grant valid-to date under the general data tab of the grant master (T-code gmgrantd).

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  4. What GM reports will a PI receive via the universal work list?

    PIs will receive the project financial report for each award for which they are the PI. This will include the grant view (consolidated) and sponsored program view (minor).

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  5. What GM reports will a Co-PI receive via the universal work list?

    Co-PIs will receive the sponsored program view of the project financial report, monthly transaction listing, and budget changes report.

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  6. What will individuals listed under the responsibilities tab receive via the universal work list?

    Individuals listed under the responsibilities tab of the grant will receive the same reports as the PI (project financial report). These include the grant view (consolidated) and sponsored program view (minor).

    Those listed under the responsibilities tab of the sponsored program will receive the same reports as the Co-PI (sponsored program view of the project financial report, monthly transaction listing, and budget changes report).

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  7. Why doesn’t the commitment column on the project financial report match the commitment subtotal on the monthly transaction listing?

    These are two different things. The project financial report is the outstanding balance of commitments as of a given date. The monthly transaction listing represents all the transactions that posted during the specified period that affected commitments (either releasing or setting up a commitment); it is not the outstanding balance.

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  8. I am running the SMUR operating statement on an account that I know has a balance, but no report is produced. Why is this?

    If there is no activity on a fund during the specified FY, no report will be produced. Try running the SMUR balance sheet.

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  9. Should you use 0 or 1 in the “from period” selection criteria field on transaction listing?

    You should use 0. Note that if 0 is used, the header will show only “To Period” as the “From Period” in the selection criteria, which can be misleading.

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  10. Where can I find a list of document types?

    Click here to view a list. (Excel)

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  11. Where can I find a list of value types?


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  12. I have an account that I think should appear on the account balance list, but isn’t. What should I do?

    For non-GM accounts, use T-code FM5S to see if your fund center is populated in User Field 2. If not, work with the central master data team to get it added. For GM accounts, this report pulls those in which the sponsored program fund center is equal to the fund center(s) in the selection criteria. Use KO03 to check the responsible fund center of a sponsored program.

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  13. What will be the subject of e-mails sent to users to tell them the reports are available?

    Purdue financial reports are available.

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  14. What e-mail address can I add to my contacts list so the notification e-mails do not go to my Junk mail folder?

    RPTSAP@purdue.edu

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