Commodity Flexible Report Tutorial...Commodity Flexible Report Tutorial Overview: The Commodity...

Commodity Flexible Report Tutorial Overview: The Commodity report contains FAMIS purchasing data including commodity codes at the ‘document line’ level. One or more document lines are created for documents originating in the FAMIS purchasing system and include commodity codes as well as including other purchasing-only information such as unit of measure, unit cost, and sales tax indicators. Document line should not be confused with document suffix, which is attached to both purchasing and non-purchasing documents and includes accounting information (e.g. index, project, grant, user and sub-object codes) rather than purchasing information. For purchase orders, the “document line” and “document suffix” views can be compared by viewing screens PCHL2346 and PCHL2344 respectively. Limitations: Like FAMIS purchasing, the “document line” and “document suffix” views are confined to separate reports. Below are several differences between the Commodity report and other EIS reports that users should be aware of:

1. Many data dimensions which appear on other reports are absent from the Commodity report. These dimensions include Index Code, Organization, Fund, Program, Department Activity, Project, Grant, User Code and Object.

2. Some items are not represented in the Commodity report, including: a. Items which appear on invoice headers (sometimes taxes or freight is included on line items, but sometimes it

is only at the header level). Header level items post to FAMIS accounting but do not appear on any document line in FAMIS purchasing.

b. Purchasing discounts, which are calculated when payments are created in FAMIS accounting, do not appear in the purchasing system.

c. Construction contracts and any other document such as journal entry transactions which are input directly to FAMIS accounting and bypass the purchasing system.

d. Cancellations to purchase orders and vouchers from both Purchasing and FAMIS. This data is stored in a separate file which is not extracted to EIS.

Report Types:

• Report Types:

Report Type Description Commodity Detail by Requisition Shows all measures of the Requisition document. Commodity Detail by Purchase Order Shows all measures of the Purchase Order document. Commodity Detail by Voucher Shows all measures of the Voucher document. 5-Year Compare by Requisition Shows Requisition Amount for 5 fiscal years. 5-Year Compare by Purchase Order Shows Purchase Order Amount for 5 fiscal years. 5-Year Compare by Voucher Shows Voucher Amount for 5 fiscal years. Commodity Activity by Purchase Order Shows Encumbered, Vouchered and Remaining Quantity and Amount Total Activity by Commodity Shows Requisitioned, Encumbered, and Vouchered Quantity and

Amount. • When the All Years checkbox is checked, the report will show ALL Years balances similar to FAMIS screen 6051.

When it is unchecked, the report will show activities for one year. The All Years checkbox is located on the header. • User can specify to display amounts in pennies, dollars or thousands. The amount display checkbox is located on the

header. This section shows examples of the different report types or sets of amount columns. 1. Commodity Detail by Requisition

Commodity Flexible Report Tutorial 2. Commodity Detail by Purchase Order

3. Commodity Detail by Voucher

4. 5-Year Compare by Requisition

5. 5-Year Compare by Purchase Order

6. 5-Year Compare by Voucher

7. Commodity Activity by Purchase Order

Commodity Flexible Report Tutorial 8. Total Activity by Commodity

Commodity Flexible Report Tutorial Field Selection: 1. A default list of fields has been selected for the Commodity report. The user can add or remove fields from this default list

of Selected Fields. 2. Available Fields (NOTE: fields that combine the code and the title do not have code or title in the field name. For example,

the field BPO 1st Line Commodity would display 912549041000 PRINTED PUBLICATIONS; BOOKS, JOURNALS, AMENDMENTS using the example below):

Folder >

Sub-folder Field Description Length

(in Chars) Example

Doc Line/ Commodity > Doc Line Commodity

Commodity Commodity Code and Commodity Title

64 912549041000 PRINTED PUBLICATIONS; BOOKS, JOURNALS, AMENDMENTS,

Commodity Code Lowest level Commodity 13 912549041000 Commodity Title Lowest level commodity description 50 PRINTED PUBLICATIONS;

BOOKS, JOURNALS, AMENDMENTS,

Commodity 1 Commodity 1 Code and Commodity 1 Title

55 9125 PUBLICATIONS&SUBSCRIPTIONS;AUDIO/VISUAL,COMPUTERIZ

Commodity 1 Code First level of the Commodity structure

4 9125 PUBLICATIONS&SUBSCRIPTIONS;AUDIO/VISUAL,COMPUTERIZ

Commodity 1 Title Commodity 1 description 50 9125 PUBLICATIONS&SUBSCRIPTIONS;AUDIO/VISUAL,COMPUTERIZ


57 912549 PUBLICATIONS; AUDIO/VISUAL, COMPUTERIZED & PRINTED

Commodity 2 Code Second level of the Commodity structure

6 912549

Commodity 2 Title Commodity 2 description 50 PUBLICATIONS; AUDIO/VISUAL, COMPUTERIZED & PRINTED


59 91254904 PRINTED PUBLICATIONS (ALL TYPES)

Commodity 3 Code Third level of the Commodity structure

8 91254904

Commodity 3 Title Commodity 3 description 50 PRINTED PUBLICATIONS (ALL TYPES)



Commodity 4 Code Fourth level of the Commodity structure


Commodity 4 Title Commodity 4 description 50 912549041000 PRINTED PUBLICATIONS; BOOKS, JOURNALS, AMENDMENTS,


64

Commodity 5 Code Fifth level of the Commodity structure

13

Commodity 5 Title Commodity 5 description 50 Doc Line/ Commodity

Document Line 3 character Document line # 3 001 Unit of Measure Unit of measure 3 EA VCH State Tax Indicator Voucher state tax indicator 1 I VCH State Tax Rate Indicator

Voucher state tax rate indicator 1 A

POC State Tax Indicator Purchase order state tax indicator 1 I

Commodity Flexible Report Tutorial

Folder > Sub-folder

Field Description Length (in Chars)

Example

POC State Tax Rate Indicator

Purchase order state tax rate indicator

1 A

Create Date Date document was created in Purchasing

DATE 07/20/2010

Create User ID User who created the document 8 ICROTTM Update Date Date the document was last updated DATE 07/20/2010 Update User ID User who last updated the document 8 ICDELEG

Voucher Document

The fields in the Voucher Document folder can only be used with the Commodity Detail by Voucher and the 5-Year Compare by Voucher report type. Vch Document No 12 character Voucher document # 12 VCCO10000559 Vch Document Title Description for Voucher document 40 Vch Purchasing Type Voucher Purchasing Type 2 VC Vch Purchasing Authority

Voucher Purchasing Authority 15

Vch Purchasing Dept Voucher Purchasing Dept 8 CON03 Vch Purchasing Dept Title

Vch Purchasing Dept description 40 CONTROLLER ACCOUNTING OPERATIONS/SYSTEMS

Vch User Doc Status Status of Voucher Purchasing document

18 Posted

Vch Change Seq No Voucher Change Seq Number 3 001 Vch Partial Final Ind Voucher Partial Final Indicator 1 P or F Vch Check No Voucher Check Number 8 00000728 Vch Single Check Ind Voucher Single Check Indicator 1 Y Vch Invoice Date Voucher Invoice Date DATE 06/21/2010 Vch Invoice Receipt Date

Voucher Invoice Receipt Date DATE 06/21/2010

Vch Post Date Date the voucher was posted DATE 07/20/2010 Vch Effective Date Voucher Effective Date DATE 06/30/2010 Vch Accounting Due Date

Due Date from the FAML6051 (Document Inquiry) screen

DATE 07/21/2010

Vch Purchasing Due Date

Due Date from the PCHL1410 (Voucher Header) or PCHL1800 (Direct Voucher Header) screen

DATE 07/21/2010

Vch Discount Terms Discount terms for voucher. VC documents are populated from the PCHL1500 (Invoice Header) screen and DV documents from the PCHL1800 (Direct Voucher Header) screen.

9 2%10N30

Vch Discount Rate The discount rate if voucher is paid within the discount terms.

NUMBER 2

Vch Discount Days The days that the discount is effective.

NUMBER 30

Vch Create Date Date document was created in Purchasing

DATE 07/20/2010

Vch Create User ID User who created the voucher document

8 ICROTTM

Vch Update Date Date the voucher document was last updated

DATE 07/20/2010

Vch Update User ID User who last updated the voucher document

8 ICDELEG

Encumbrance/Requisition Document

GL Account Code FAMIS GL account balance 6 460 [or 470] Enc/Req Document No 12 character

Encumbrance/Requisition document #

12 POCO11000067

Enc/Req Document Title Description for Encumbrance/Requisition document

40 COPIERS-CITY HALL ROOM 300 & 484.


Folder > Sub-folder


Example

Enc/Req Purchasing Type

Encumbrance/Requisition Purchasing Type

2 PD

Enc/Req Purchasing Authority

Encumbrance/Requisition Purchasing Authority

15 TC96101X

Enc/Req Purchasing Dept

Encumbrance/Requisition Purchasing Dept

8 CON03

Enc/Req Purchasing Dept Title

Enc/Req Purchasing Dept description

40 CONTROLLER ACCOUNTING OPERATIONS/SYSTEMS

Enc Match Type Tolerance match level between purchase order and invoice

2 AA

Enc/Req User Doc Status Status of Encumbrance/Requisition document (this is based on a combination of fields)

18 Partially Paid

Enc/Req Post Date Encumbrance/Requisition Document post date

DATE 06/21/2010

Enc Related Requisition Pre-encumbrance document (if there was one)

RQCO11000076

Enc Discount Terms Discount terms for purchase order 7 2%10N30 Enc Delivery Date Delivery date for purchase order DATE 07/01/2009 Enc/Req Create Date Date Encumbrance/Requisition

document was created DATE 07/06/2009

Enc/Req Create User ID User who created the document 8 ICDELEG Enc/Req Update Date Date the Encumbrance/Requisition

document was last updated DATE 01/19/2011

Enc/Req Update User ID User who last updated the Encumbrance/Requisition document

8 ICCHHAY

Blanket Purchase Order Document

BPO Document No 12 character Blanket PO document # 12 BPAC16000140 BPO Document Title Description for Blanket PO

document 40 ADVERTISING

BPO Purchasing Authority

Blanket PO Purchasing Authority 15 OMP

BPO Purchasing Dept Blanket PO Purchasing Dept 8 AIR BPO Purchasing Dept Title

BPO Purchasing Dept description 40 AIRPORT COMMISSION

BPO Vendor No Blanket PO Vendor No 10 06031 BPO Vendor Suffix Blanket PO Vendor Suffix 2 01 BPO Vendor Name Blanket PO Vendor Name 40 DAILY JOURNAL

CORPORATION BPO User Doc Status Status of Blanket PO document (this

is based on a combination of fields) 18 Change In Process

BPO Post Date Blanket PO Document post date DATE 07/03/2015 BPO Effective Date Date the Blanket PO is effective DATE 07/01/2015 BPO Expiration Date Date the Blanket PO expires DATE 08/31/2016 BPO Contract Amount Total dollar amount for the Blanket

PO NUMBER 87,000.00

BPO Remaining Balance Remaining Balance on the Blanket PO

NUMBER 10,000.00

BPO Create Date Date Blanket PO document was created

DATE 03/03/2016

BPO Create User ID User who created the Blanket PO document

8 ICZHUYA

BPO Update Date Date the Blanket PO document was last updated

DATE 03/15/2016

BPO Update User ID User who last updated the Blanket PO document

8 ICLOW

Vendor Vendor No Vendor No 10 20166 Vendor Suffix Vendor Suffix 2 02 Vendor Name Vendor Name 40 XEROX CORPORATION


Folder > Sub-folder


Example

Delete Indicator Code to identify if vendor is active, inactive, flagged for delete, etc.

1 A

Status Date Status Date DATE 6/14/1995 Vendor Type Code to categorize the vendor (e.g.

E = Employee) 1 V

Notepad Indicator Identifies if the vendor has notepad info

1 Y

Admin Status Admin Status 1 P Federal Tax or SSN Indicator

Code to identify if the vendor has federal tax # or SSN on file with the City

1 F

Federal Tax or SSN No The federal tax ID or social security # for the vendor

9 160468020

Payment Indicator Payment Indicator 1 R X1099 Indicator Identifies if vendor should be issued

a 1099 1 N

W9 Indicator Identifies if vendor has a W9 on file 1 Y Registered Indicator Registered Indicator 1 N Web Address Vendor’s web address 60 WWW.COGSDALE.COM Business Tax Class / Non Profit Org

Code to identify if the vendor is non profit.

2 NP

Business Tax Certificate No

Vendor’s business tax compliance certificate number

12 0484619

Business Tax Exp Date Expiration date of vendor’s business tax compliance certificate

DATE 06/30/2015

Create Date Date the vendor record was created DATE 11/07/2003 Create User ID User who created the vendor record 8 ICGILLE Update Date Date the vendor record was last

updated DATE 03/12/2009

Update User ID User who last updated the vendor record

8 ICGILLE

Parent Company Name Alternate vendor name for lookup 40 ELIZABETH SAVALA FORDYCE Payment Vendor Ind Code to identify if vendor receives

check (1) or ACH payment (2) 1 2

Single Check Indicator Identifies if vendor should be issued one check per transaction

1 N

Start Date Start Date DATE 07/01/1994 End Date End Date DATE 07/01/1994 ACH Acct Type ACH Acct Type 1 ACH Acct No ACH Acct No 17 XEROX.RECEIVABLES ACH Acct Holder ACH Acct Holder 20 Notepad Indicator (Detail)

Identifies if the vendor detail has notepad info

1 N

Create Date (Detail) Date the vendor detail record was created

DATE 06/14/1995

Update Date (Detail) Date the vendor detail record was last updated

DATE 05/18/2011

Create User ID (Detail) User who created the vendor detail record

8 ICGILLE

Update User ID (Detail) User who last updated the vendor detail record

8 ICCHHAY

EIS Update Date Date EIS was last updated DATE 06/09/2011 Vendor > Vendor Name Address

• This folder contains the address fields associated to the Vendor Name. • EIS assigns a single address to each unique vendor name to simplify vendor name level reporting.

Vendor Name Mail Code Code to identify what address is used for (e.g. RM = remittance)

2 RM

Vendor Name Attn Line 1

Additional address line 40


Folder > Sub-folder


Example


Additional address line 40 PAYMODE ID: XEROX.RECEIVABLES


Additional address line 40 PNC BANK

Vendor Name Street Main address line 40 210 SIXTH AVE Vendor Name City City 25 PASADENA Vendor Name State State 2 CA Vendor Name Zip Code Zip Code 10 15222 Vendor Name Carrier Carrier code 2 33 Vendor Name Country Country code 3 USA Vendor Name Region Region code 3 Vendor Name County County code 3 Vendor Name Contact Contact person 40 KEVIN FAHEY Vendor Name Email Vendor’s email address 40 [email protected] Vendor Name Phone Vendor’s phone # 20 203-968-3880 Vendor Name Fax Vendor’s fax # 16 415-550-7975 Vendor Name Toll Free Phone

Vendor’s toll free phone # 16 415-550-7975

Vendor > Vendor No Address

• This folder contains the address fields associated to the Vendor No. • EIS assigns a single address to each unique vendor no to simplify vendor no level reporting.

Vendor No Mail Code Code to identify what address is used for (e.g. RM = remittance)

2 RM

Vendor No Attn Line 1 Additional address line 40 Vendor No Attn Line 2 Additional address line 40 PAYMODE ID:

XEROX.RECEIVABLES Vendor No Attn Line 3 Additional address line 40 PNC BANK Vendor No Street Main address line 40 210 SIXTH AVE Vendor No City City 25 PASADENA Vendor No State State 2 CA Vendor No Zip Code Zip Code 10 15222 Vendor No Carrier Carrier code 2 33 Vendor No Country Country code 3 USA Vendor No Region Region code 3 Vendor No County County code 3 Vendor No Contact Contact person 40 KEVIN FAHEY Vendor No Email Vendor’s email address 40 [email protected] Vendor No Phone Vendor’s phone # 20 203-968-3880 Vendor No Fax Vendor’s fax # 16 415-550-7975 Vendor No Toll Free Phone


Vendor > Vendor Suffix Address

• This folder contains the address fields associated to the Vendor Suffix. • EIS assigns a single address to each unique vendor suffix to simplify vendor suffix level reporting.

Vendor Sfx Mail Code Code to identify what address is used for (e.g. RM = remittance)

2 RM

Vendor Sfx Attn Line 1 Additional address line 40 Vendor Sfx Attn Line 2 Additional address line 40 PAYMODE ID:

XEROX.RECEIVABLES Vendor Sfx Attn Line 3 Additional address line 40 PNC BANK Vendor Sfx Street Main address line 40 210 SIXTH AVE Vendor Sfx City City 25 PASADENA Vendor Sfx State State 2 CA Vendor Sfx Zip Code Zip Code 10 15222 Vendor Sfx Carrier Carrier code 2 33 Vendor Sfx Country Country code 3 USA Vendor Sfx Region Region code 3 Vendor Sfx County County code 3 Vendor Sfx Contact Contact person 40 KEVIN FAHEY Vendor Sfx Email Vendor’s email address 40 [email protected]


Folder > Sub-folder


Example

Vendor Sfx Phone Vendor’s phone # 20 203-968-3880 Vendor Sfx Fax Vendor’s fax # 16 415-550-7975 Vendor Sfx Toll Free Phone


Time Fiscal Year July to June reporting period 4 2010 Fiscal Month Fiscal Month number 1 1 Month Name Fiscal Month name NA July

3. Field Selection Navigation:

To: Do: Add field(s) as report column(s) • Double click on a field ,or

• Drag and drop the fields into the “Selected Fields” box, or • Select field(s) and then click

Remove field(s) as report column(s) • Select the field(s) in the “Selected Fields” box and then click

• Click on the to remove ALL selected fields.

Sort the selected fields/columns • Use the to sort the selected fields. Note: The ordering of the fields will determine the ordering of the columns displayed in the report from left to right.

Group a selected field (sorts the data and removes duplicate values)

• Check the Group box located to the right of the selected field. Maximum number for Grouping is 5.

Create a header and a subtotal footer for a selected field

• Check the Subtotal box located to the right of the selected field. Note: Either the Group or Subtotal box can be checked, but not both for the same field.

Commodity Flexible Report Tutorial Filters: These filters have “and” relationship between them. They can be used alone or with each other. If you use one of the three Purchasing filters below you will not get any documents originating in accounting.

Filter Type Single or Multi Selection

Required or

Optional

Filter Definition/Example

Fiscal Year Picklist Single Required FY 2009-2010 Fiscal Month Picklist Single Required 12 – June Commodity Code* Type in – wildcard

using “Contains” Up to 5 values Optional 912549

Enc/Req Document No*

Type in – wildcard using “Starts with”

Up to 5 values Optional DPCO1100004401

BPO Document No* Type in – wildcard using “Starts with”

Up to 5 values Optional BPCO10000001

Enc/Req Purchasing Type

Picklist Multi Optional RQ

Enc/Req Purchasing Dept

Picklist Multi Optional AAM

Enc/Req Purchasing Authority

Picklist Multiple Optional TC 66362

Enc/Req User Doc Status

Picklist Multi Optional In Approval

Enc Match Type Picklist Multi Optional AA BPO Purchasing Authority

Picklist Multiple Optional TC 3115

BPO Purchasing Dept Picklist Multi Optional AAM Enc/Req Create User ID

Type in – wildcard using “Contains”

1 value Optional ICMADJO

Enc/Req Update User ID



BPO Vendor No* Type in – wildcard using “Starts with”

Up to 5 values Optional 29611

Doc Vendor No* Type in – wildcard using “Starts with”


Vendor Name Street* Type in – wildcard using “Contains”

Up to 5 values Optional 12760 SE HIGHWAY 212

Vendor Name City* Type in – wildcard using “Contains”

Up to 5 values Optional SAN JOSE

Vendor Name State* Type in – wildcard using “Contains”

Up to 5 values Optional CA

Vendor Name Zip Code*



Vendor No Street* Type in – wildcard using “Contains”


Vendor No City* Type in – wildcard using “Contains”


Vendor No State* Type in – wildcard using “Contains”


Vendor No Zip Code* Type in – wildcard using “Contains”


Vendor Sfx Street* Type in – wildcard using “Contains”


Vendor Sfx City* Type in – wildcard using “Contains”


Vendor Sfx State* Type in – wildcard using “Contains”


Vendor Sfx Zip Code* Type in – wildcard using “Contains”



Filter Type Single or Multi Selection

Required or

Optional


Req Quantity Picklist for operator Type in for Value

1 Value Optional < 1000

Enc Quantity Picklist for operator Type in for Value

1 Value Optional = 1000

Req Amount Picklist for operator Type in for Value

1 Value Optional <> 1000

Enc Amount Picklist for operator Type in for Value

1 Value Optional <= 1000

The below ‘Vch’ filters can only be used with the Commodity Detail by Voucher and the 5-Year Compare by Voucher report type. Vch Document No* Type in – wildcard

using “Starts with” Up to 5 values Optional VCCO1100006701

Vch Check No* Type in – wildcard using “Starts with”


Vch Purchasing Type Picklist Multiple Optional VC Vch Purchasing Dept Picklist Multiple Optional DPWBR Vch User Doc Status Picklist Multiple Optional Posted Vch Single Check Ind Picklist Multiple Optional 1 Vch Change Ind Picklist Multiple Optional Y Vch Part/Final Ind Picklist Multiple Optional P Vch Create User ID Type in – wildcard

using “Contains” 1 value Optional ICMADJO

Vch Update User ID Type in – wildcard using “Contains”


Vch Quantity Picklist for operator Type in for Value

1 Value Optional > 1000

Vch Amount Picklist for operator Type in for Value

1 Value Optional >= 1000

* Filter has search function. Click on the magnifier icon and type in search value. Both code and title fields will be searched for any instance of the characters in the search value (i.e. it does a contains search).

These filters are all in checkboxes. If checked, the filter will be included to further restrict the data shown on the report.

Filter Group

Filter Required or Optional


Vendor For Profit Optional Vendors not identified as Non Profit Non Profit Optional Non Profit vendors only ACH Optional ACH vendors only Non ACH Optional Vendors not identified as ACH Vendor Name State – Non CA Optional Vendor Name State <> CA Vendor No State – Non CA Optional Vendor No State <> CA Vendor Sfx State – Non CA Optional Vendor Sfx State <> CA

Commodity Flexible Report Tutorial These filters enable the user to specify a range of dates; the default selects all dates.

Filter Group

Filter Type Required or Optional


Enc/Req Post Date

From Date Radio Button Optional Date selected from calendar or “Earliest Date”

To Date Radio Button Optional Date selected from calendar or “Latest Date”

Enc/Req Create Date



Enc/Req Update Date



BPO Post Date



BPO Effective

Date



BPO Expiration

Date



The below ‘Vch’ filters can only be used with the Commodity Detail by Voucher and the 5-Year Compare by Voucher report type.

Vch Post Date



Vch Accounting Due Date



Vch Effective Date



Vch Create Date



Vch Update Date



Sorting Output:

• Users have the ability to sort the output display by clicking on the column heading. • Clicking the same column heading a second time reverses the order of the sort. • Up to five sorts are allowed. • You can clear the sorts one at a time or all at once by clicking the light grey text.

Commodity Flexible Report Tutorial Report Views: Report views enable the user to save the field selections, filters and other prompt values for reuse. See the “Create a Report View Tutorial” in the Financial Reporting (EIS) Training section of http://famis.sfgov.org. Outputs: 1. The report first be displayed in HTML format. See below for notes on changing to PDF, XML or Excel format. 2. To view the report in a different format:

a. Look for the HTML icon located on the upper left hand corner of the screen. (Note: the icon will look different depending on which output view you are in.)

b. Click on the drop down arrow to display the menu of output (HTML, PDF, XML and EXCEL) options available.

c. Select the desired output format. For Excel, there will be additional options for available versions.

3. To save the output, go to File, then click Save As and enter the path and file name for the file.

http://famis.sfgov.org/

Commodity Flexible Report Tutorial...Commodity Flexible Report Tutorial Overview: The Commodity...

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