Accounting/Analysis Reports

Last modified: August 22, 2022

ACCOUNTING

Managerial Style:  Shows Debit as Negative and Credit as Positive
Financial Accounting Style:  Shows Debit as Positive and Credit as Negative

Reports include:

Accounting Report Type

REPORT NAME

REPORT DESCRIPTION

Typical SECURITY ROLE(S) Required

Managerial

Find Journal Lines - OSU

Report Tips

Provides journal level detail for any accounting entries processed in the system.
 
  • Used to support researching detailed journal line detail information.
  • Used to find any journal lines that posted against a specific worktag combination or for particular journal source.
 
To view journals in a summary format use Find Journals - OSU.
  • Company Financial Analyst
  • Cost Center Accountant
  • Funds Transfer Accountant
  • Project Manager 
ManagerialEquity Balances by Balancing /Carry Forward Worktags

Provides Revenue, Expense and Equity balances summarized by unique balancing and carryforward worktag strings.  Includes encumbrance and pre-encumbrance numbers so you can also see equity balances after encumbrances.  Quick way to view equity position as of a date in time and useful for year end clean up.

  • Business Operations Center Lead
  • Business Operations Center Rep
  • Company Financial Analyst
  • Cost Center Financial Analyst
  • Cost Center Financial Analyst Administrator OSUHS
  • Cost Center Financial Analyst Contact OSUHS
  • Cost Center Financial Analyst Director OSUHS
  • Cost Center Financial Analyst Senior Administrator OSUHS
  • Cost Center Manager
  • Gift Financial Analyst
  • Grant Manager
  • Financial Analyst
  • Program Manager
  • Project Manager
  • Resource Review Committee
ManagerialManagerial Balance SheetProvides asset, liability, and equity balance sheet details and presents in a managerial accounting style format.
  • Business Operations Center Lead
  • Business Operations Center Rep
  • Company Financial Analyst
  • Cost Center Financial Analyst
  • Cost Center Financial Analyst Administrator OSUHS
  • Cost Center Financial Analyst Contact OSUHS
  • Cost Center Financial Analyst Director OSUHS
  • Cost Center Financial Analyst Senior Administrator OSUHS
  • Cost Center Manager
  • Gift Financial Analyst
  • Grant Manager
  • Location Hierarchy Financial Analyst
  • Program Manager
  • Project Manager
  • Resource Review Committee
ManagerialSources and Uses - Variance AnalysisThis report is an income statement report and includes revenue and expense information compared with budget plan for a specific account period. This report is grouped by Ledger Account. It excludes activity for funds FD511, FD610, FD660, FD700, FD750, FD751, FD950 as these funds are more centrally managed. If you need to see activity on these funds, please use the General Ledger Balance Report or Trial Balance. This report returns results from the Common Book code only.
  • Company Financial Analysis
  • Cost Center Accountant
  • Funds Transfer Accountant
  • Project Manager 
ManagerialFind Journals - OSU 

To find any journal that posted against a specific worktag combination or for particular journal source. Provides summarized journal information.

To view journal line details use Find Journal Lines - OSU.

Most commonly used to find journals that were processed.

  • Company Financial Analyst
  • Cost Center Accountant
  • Faculty and Grants Administrative Analyst
  • Funds Transfer Accountant
  • Grants Administrator Analyst 
  • Project Manager 
ManagerialManagerial Gift Report
This report is an income statement (returns revenue and expense) that provides life to date gift activity. This report returns results in the managerial accounting style.
 
This report is intended to be run most frequently on the common book code.
  • Company Financial Analyst
  • Cost Center Accountant
  • Funds Transfer Accountant
  • Project Manager 
PAYROLL ACCOUNTING

Reports include:

REPORT Name

REPORT DESCRIPTION

typical SECURITY ROLE(S) required

Find Journal Lines - OSU Payroll Detail

The purpose of this report is for financial users to drill into the payroll details for troubleshooting or reviewing trends. It provides the most granular reporting on payroll accounting lines in the general ledger. Every field in the operational journal line is included in this report. The report is run based on accounting date and costing company. It will only return payroll expense ledger accounts. It can be run for encumbrances.

It should be used when Find Journal Lines – OSU or Sources and Uses detail drill is not enough and users need to view pay component detailed information on actuals and encumbrances.

It is recommended the user use as many filter criteria as possible as the resulting lines can be very large due to the granularity of the report output.

  • Payroll Accounting Adjustments Analyst


AND

  • Company Financial Analyst
Payroll Expense Details (Tableau)
  • Prepopulated Cumulative Payroll Actuals and Encumbrances - provides unique worktag string, employee/position and general ledger year-to-date expense results based on parameters selected in the prompt and returns associated remaining encumbrances.  
     
  • Prepopulated Monthly Payroll Actuals - provides unique worktag string, employee/position and general ledger expense results by month-to-month by accounting periods selected on prompts.

Access to Tableau for the Finance and Supply chain Domain - specifically the Financial Accounting/General Ledger secondary domain

Flexible Payroll Expense Details (Tableau)
  • Flexible Cumulative Payroll Actuals and Encumbrances  - allows the report user to group worktag, employee, position and other payroll attributes as desired and returns general ledger year-to-date expense results based on parameters selected in the prompt and returns associated remaining encumbrances.  
     
  • Flexible Monthly Payroll Actuals - allows the report user to group worktag, employee, position and other payroll attributes as desired and returns general ledger expense results by month-to-month by accounting periods selected on prompts.
Access to Tableau for the Finance and Supply chain Domain - specifically the Financial Accounting/General Ledger secondary domain
Payroll Funding - Costing Allocations for Filled Positions

This report allows finance users to identify costing allocations for Filled Positions in their area as of a specific date. It also provides details on HR attributes that could be helpful in planning. The report also provides details on the salary amounts and full-time equivalency (FTE) to aid in budget planning or contract renewals/extensions.

  • To see what employees are associated with a specific Cost Center or Cost Center Hierarchy as of a given date by position owner or funding area.
  • To obtain a list of active employees with their funding and basic HR attributes as a specific date based on position owner or funding area.
  • This report is intended to provide basic salary and funding detail.
    • Things to note, will not include ledger account or spend category. These attributes are no longer listed in the costing allocation.
    • Will not include Base Pay for anyone who primarily receives compensation from Period Activity Pay such as Graduate Associates, Graduate Fellows and Semesters Lecturers.
    • To view Period Activity Pay, run the Payroll Funding – Period Activity Pay report.
  • Will show worker costing and position restriction costing if a filled position has both associated with it.
  • Payroll Costing Analyst

AND

  • HR Finance Analyst
Payroll Funding - One Time Payment

The purpose of this report is to identify anyone with APPROVED one-time payments and their funding sources.

To determine if a position “owned by” an area has any one-time payments approved.

  • HR Finance Analyst 
Payroll Funding - Period Activity Pay

This report can be run to identify anyone with APPROVED Period Activity Pay and their funding sources.

  • To determine if a position “owned by” an area has any approved period activity pay.
  • To identify any Period Activity Pay that is being funded by your area.
  • HR Finance Analyst
Payroll Funding - Period Activity Pay - Expired Funding

This report returns Period Activity Pay where at least one line of funding has an expired grant associated with it.

  • To obtain a list of active employees whose funding is expired or missing as of the date selected.
  • Payroll Costing Analyst

AND

  • HR Finance Analyst
Payroll Funding Errors - by Accounting Period

The purpose of this report is to help decentral users review any issues with custom validations for the units they manage. There are some places in HR and Costing where funding rules cannot be applied.   As a result, this report can be run on encumbrances and actuals to identify any invalid General Ledger combinations.

  • To identify encumbrances with bad combinations so the funding can be corrected prior to the expense posting.
  • To identify expenses that posted with bad combinations.
  • Company Financial Analyst
Payroll Funding Errors - by Pay Period

The purpose of this report is to help central users review any issues with custom validations. There are some places in HR and Costing where funding rules cannot be applied.   As a result, this report can be run on encumbrances and actuals to identify any invalid General Ledger combinations.

  • To identify expenses during payroll processing and after with bad combinations so the funding can be corrected prior to the expense posting. 
  • To identify expenses that posted with bad combinations.
  • Accountant 
  • Payroll Analyst 
Payroll Funding – Costing Allocations for Filled Positions – Expired or Missing

This report allows finance users to identify costing allocations for Filled Positions in their area as of a specific date that are missing or expired. It is recommended that this is run before each pay period (or more frequently) to identify costing for all filled positions.

  • To see what employees associated with a specific Cost Center or Cost Center Hierarchy as of a given date by position owner need to have costing added due to a hire.
  • To obtain a list of active employees whose funding is expired or missing as of the date selected.
  • Does not include any costing for Graduate Associates/Fellows or Semesters Lecturers since that costing is designated on the Period Activity Pay.
  • Payroll Costing Analyst

AND

  • HR Finance Analyst
Payroll Accounting Adjustments Status

This report is run to identify any Payroll Accounting Adjustments and where they are sitting in the business process.

  • Used to review where Payroll Accounting Adjustment transactions are in the business process and to confirm things are moving along as expected.
  • Should be used prior to running effort certifications and by finance teams in a timely fashion to see if any Payroll Accounting Adjustments will cause issues with reporting.
  • Payroll Accounting Adjustments Analyst
Default Organizational Costing Assignment Worktags

This report allows finance users to view all positions that roll up through a specific unit or department for Organization Assignment Worktags. Returns one line per position.

  • It can be run to see total positions rolling up to that area and includes both filled and vacant positions.
  • To ensure the appropriate Organization Assignments were assigned for filled and vacant positions.
  • To validate that the conversion properly assigned Organization Assignment Defaults.
  • HR Finance Analyst
Supervisory Organization Costing

Provides the default costing worktags associated with Financial Worktags assigned on supervisory organization.

  • Used to audit the financial worktags used on Supervisory Organizations. Supervisory Organization defaults are what default into every new position that is created by a manager.  Clean Supervisory Organization defaults will aid in having cleaner Organization Assignments on Positions.
  • To validate that the conversion properly assigned Supervisory Organization Assignment Defaults.
  • Company Financial Analyst
RECONCILIATION

In Workday, reports have been built to enable units to focus on reconciliation of their balance sheet accounts and outside subsystems. There is a table for variance analysis, exception reporting, and financial analysis.

Variance Analysis Reports can include:

REPORT NAME

REPORT DESCRIPTION

Typical SECURITY ROLE(S) required

Reconciliation Guidance

Managerial Balance SheetProvides asset, liability, and equity balance sheet details and presents in a managerial accounting style format.
  • Business Operations Center Lead
  • Business Operations Center Rep
  • Company Financial Analyst
  • Cost Center Financial Analyst
  • Cost Center Financial Analyst Administrator OSUHS
  • Cost Center Financial Analyst Contact OSUHS
  • Cost Center Financial Analyst Director OSUHS
  • Cost Center Financial Analyst Senior Administrator OSUHS
  • Cost Center Manager
  • Gift Financial Analyst
  • Grant Manager
  • Location Hierarchy Financial Analyst
  • Program Manager
  • Project Manager
  • Resource Review Committee
  • Substantiate and document balance sheet balances are accurate for your unit.
    • Understand what the account is used for what balances should be included.
    • Any subsystems reconciled to the general ledger.
    • Differences to be investigated and resolved.
    • The reconciliation should be reviewed by an individual separate from the initiator.
  • Accounts include – accounts receivable, inventory, deferred revenue, etc.
  • Departments not responsible for centrally managed Accounts Payable, Payroll and OSP Sponsored Accounts Receivable.
Equity Balances by Balancing/Carry Forward WorktagsProvides Revenue, Expense and Equity balances summarized by unique balancing and carryforward worktag strings.  Includes encumbrance and pre-encumbrance numbers so you can also see equity balances after encumbrances.  Quick way to view equity position as of a date in time and useful for year end clean up.
  • Business Operations Center Lead
  • Business Operations Center Rep
  • Company Financial Analyst
  • Cost Center Financial Analyst
  • Cost Center Financial Analyst Administrator OSUHS
  • Cost Center Financial Analyst Contact OSUHS
  • Cost Center Financial Analyst Director OSUHS
  • Cost Center Financial Analyst Senior Administrator OSUHS
  • Cost Center Manager
  • Gift Financial Analyst
  • Grant Manager
  • Financial Analyst
  • Program Manager
  • Project Manager
  • Resource Review Committee
  • Used to “query” your account balances by specific FDM combinations.
  • Used for monthly or year-end equity balance analysis.
  • Provides detail breakdowns for analysis. For summarized reporting, use Sources and Uses - Variance Analysis.
Sources and Uses - Variance AnalysisThis report is an income statement report and includes revenue and expense information compared with budget plan for a specific account period. This report is grouped by Ledger Account. It excludes activity for funds FD511, FD610, FD660, FD700, FD750, FD751, FD950 as these funds are more centrally managed. If you need to see activity on these funds, please use the General Ledger Balance Report or Trial Balance. This report returns results from the Common Book code only.
  • Company Financial Analysis
  • Cost Center Accountant
  • Funds Transfer Accountant
  • Project Manager 
  • This managerial report that provides income statement to plan comparisons.
  • Should be used to review if your plan to actuals are on target.
  • Provides a summary version of overall health for your area. For more detailed reporting, use Equity Balances by Balancing/Carry Forward Worktags

Users will utilize exception reporting to identify, analyze, and correct issues. Examples of these reports and exercises include:

  • Created, Unapproved, or journal entries in error status
  • Asset Tagging reports
  • Purchase Order/Expenses policy exceptions
  • Payroll Costing allocation review

Exception Reporting can include:

REPORT NAME

REPORT DESCRIPTION

TYPICAL SECURITY ROLE(S) REQUIRED

RECONCILIATION GUIDANCE

Delegations History - OSU (Tableau)

Allows users to view all delegation history that have been loaded in the system. The report should be run and downloaded via PDF every month end.  Senior Fiscal Officers should review delegations for appropriateness and sign off on the report on a monthly basis.

The report has four views:

Delegations by Month: Returns delegations that were active during the month selected in the prompt. Regardless of the day selected in the month the full month of activity will return.

Delegations by Date Range: Returns delegations that had at least one day falling active during the date range selected in the prompt.

Delegation Details: Intended to view all Delegations that have ever been associated with an employee when selecting their name in the Delegations by Date Range or Delegations by Month tabs.

All Delegation History: Shows all delegation history that has ever been loaded.  The most common use for this tab would be for central reporting groups to validate data integrity.

Access to the Person – Delegation Audit Secondary Domain.

Anyone with access to the following secondary domains will inherently get access to the Person Delegation Audit Secondary Domain.

  • AP and Payment Data
  • Asset Management
  • Banking and Settlement
  • Construction Project Management
  • Customer Accounts
  • Endowment Accounting & Investments
  • Financial Accounting / General Ledger
  • Gift Amounts
  • Grants Management
  • Planning & Forecasting
  • PO
  • Spend, including categories and UNSPSC
To validate that the delegations happening in your area are appropriate.
Find Journals - OSU

To find any journal that posted against a specific worktag combination or for particular journal source. Provides summarized journal information.

To view journal line details use Find Journal Lines - OSU.

  • Company Financial Analyst
  • Cost Center Accountant
  • Faculty and Grants Administrative Analyst
  • Funds Transfer Accountant
  • Grants Administrator Analyst 
  • Project Manager 
To find and review journals that are in flight at month end.
Find Journal Lines - OSU
Provides journal level detail for any accounting entries processed in the system.
 
To view journals in a summary format use Find Journals - OSU.
  • Company Financial Analyst
  • Cost Center Accountant
  • Funds Transfer Accountant
  • Project Manager 
To find and review journal details or to troubleshoot transactional accounting at the line level.
Find Journal Lines - OSU Payroll Detail

The purpose of this report is for financial users to drill into the payroll details for troubleshooting or reviewing trends. It provides the most granular reporting on payroll accounting lines in the general ledger. Every field in the operational journal line is included in this report. The report is run based on accounting date and costing company. It will only return payroll expense ledger accounts. It can be run for encumbrances.

It should be used when Find Journal Lines – OSU or Sources and Uses detail drill is not enough and users need to view pay component detailed information on actuals and encumbrances.

It is recommended the user use as many filter criteria as possible as the resulting lines can be very large due to the granularity of the report output.

  • Payroll Accounting Adjustments Analyst

AND

  • Company Financial Analyst
To troubleshoot salary details and how they were expensed or if they were inappropriately costed.
OSU - Find Assets

Returns Business Asset details and associated worktags of the business assets. 

Use this report to view, analyze, and take action on individual business asset lifecycle events or edit the business asset. 

  • Business Asset Accountant (OSP and non-OSP)
  • Business Asset Tracking Specialist (OSP and non-OSP)
  • Cost Center Asset Tracking Specialist
  • Cost Center Manager
  • Cost Center Manager
To find tracked assets where the tracking processes has not been completed (not tagged, etc.).
Asset Physical CustodyThis report is used to aid in the annual self-reporting audit of assets and their associated attributes for a given area. 
  • Business Asset Accountant (OSP and non-OSP)
  • Business Asset Tracking Specialist (OSP and non-OSP)
  • Cost Center Asset Tracking Specialist
  • Cost Center Manager
To determine the tracked assets by area.
Find Supplier Invoice Summary – OSU This report can be used to view invoice statuses, invoices in match exception and search invoices based on a supplier.

The report returns results by each unique invoice and provides invoice header information such supplier, supplier invoice number, invoice amount, due date, discount date, adjustment information.
  • Principal Investigator
  • Spend Analyst
To find open invoices and match exceptions at a summary level (one line per unique invoice).

Find Supplier Invoice Details – OSU

Report Tips

This report provides invoice line detail information including all invoice header details found in Find Supplier Invoice Summary - OSU as well as invoice line details such as items purchased, Ship-To Address, quantity of item line purchased etc.  It can be used to help support expenses or balances sheet activity in the General Ledger.
  • Principal Investigator
  • Spend Analyst
To find open invoices and match exceptions at a detail level (by funding splits).
Payroll Funding - Costing Allocations for Filled Positions - Expired or MissingOrganizations are derived from the Organization Assignment on the worker and show a primary position owner.

The HR attributes of this report will return based on the Costing Allocation as of Date.
Payroll Costing Analyst
 
AND
 
HR Finance Analyst
To find employees who are either costed on expired grants or whose costing is missing.
Credit Card Transactions - OSUThis report returns a list of credit card transactions and associated Expense Reports and Expense Report Status, when applicable.  This report may be ran for specific card manager/holders, specific cards, or for Cost Centers and Cost Center Hierarchy Level 6.  This report may be used to identify Credit Card Transactions that need to be Expensed.
  • Business Operations Center Lead
  • Business Operations Center Rep
  • Expense Data Entry Specialist
  • Company Financial Analyst
  • Faculty and Grants Administrative Analyst
  • Manager Liaison
  • Principal Investigator
To find PCard transactions not expensed.
Find Expense Report Details - OSUThis report provides detailed Expense Report information from expense report lines and itemizations including funding details, expense item, Last 4 digits of PCard, and linked Spend Authorizations when applicable.  This report returns one line for each unique Expense Report Line or Itemization. Expense Reports with no lines entered will not populate on this report
  • Budget Manager
  • Business Operations Center Lead
  • Business Operations Center Rep
  • Expense Analyst
  • Expense Data Entry Specialist
  • Faculty and Grants Administrative Analyst
  • Principal Investigator
To find open expense reports.
Find Expense Report Summary - OSUThis report provides Expense Report summary information such as Payee, Business Purpose, Reimbursement Amount, Company Paid (PCard) Amount, linked Spend Authorizations when applicable, and Business Process information. This report returns one line per unique Expense Report.
  • Budget Manager
  • Business Operations Center Lead
  • Business Operations Center Rep
  • Expense Analyst
  • Expense Data Entry Specialist
  • Faculty and Grants Administrative Analyst
  • Principal Investigator
To find open expense reports.
Expense Report Exceptions

This report returns expense report exceptions. Reviewed by Senior Fiscal Officers to understand exceptions occurring in their areas and sign off per the expenditure policy.  This can also be found as part of the Spend Exception Dashboard.

  • Business Operations Center Lead (Unconstrained)
  • Business Operations Center Rep (Unconstrained)
  • Company Financial Analyst
  • Expense Analyst
  • Expense Data Entry Specialist
  • Expense Partner
  • Expense Settlement Specialist
  • Faculty and Grants Administrative Analyst
  • Grants Administrator Analyst (Unconstrained)
  • ​​​​Travel Compliance Liaison
To review and address policy exceptions.
Requisition ExceptionsThis report returns requisition exceptions. Reviewed by Senior Fiscal Officers to understand exceptions occurring in their areas and sign off per the expenditure policy. This can also be found as part of the Spend Exception Dashboard.
  • Business Operations Center Lead (Unconstrained)
  • Business Operations Center Rep (Unconstrained)
  • Company Financial Analyst
  • Internal Service Delivery Data Entry Specialist
  • Spend Analyst (Constrained)
To review and address policy exceptions.

Financial analysis is very important to ensure all financial transactions are posted correctly. Workday provides the unit real-time data to assist with decision making to keep actuals to plan on target. The goal is to review various reports on a regular basis (daily, weekly, monthly) to analyze results and react timely to needed adjustments or errors in your financials.

Financial Analysis can include:

REPORT NAME

REPORT DESCRIPTION

TYPICAL SECURITY ROLE(S) REQUIRED

RECONCILIATION GUIDANCE

Sources and Uses - Variance AnalysisThis report is an income statement report and includes revenue and expense information compared with budget plan for a specific account period. This report is grouped by Ledger Account. It excludes activity for funds FD511, FD610, FD660, FD700, FD750, FD751, FD950 as these funds are more centrally managed. If you need to see activity on these funds, please use the General Ledger Balance Report or Trial Balance. This report returns results from the Common Book code only.
  • Company Financial Analysis
  • Cost Center Accountant
  • Funds Transfer Accountant
  • Project Manager 
  • This managerial report that provides income statement to plan comparisons.
  • Should be used to review if your plan to actuals are on target.
  • Provides a summary version of overall health for your area. For more detailed reporting, use Equity Balances by Balancing/Carry Forward Worktags
Managerial Gift Report
This report is an income statement (returns revenue and expense) that provides life to date gift activity. This report returns results in the managerial accounting style.
 
This report is intended to be run most frequently on the common book code.
  • Company Financial Analyst
  • Cost Center Accountant
  • Funds Transfer Accountant
  • Project Manager 
Review your gifts, focusing on those gifts where distribution is not being spent timely. Ensure there is a plan for unspent distribution or that the appropriate individuals (faculty, chair, dean) are aware of the building distribution.
120 Day Award Closeout Report

Use this report to review all award lines closing within 120 days of the prompted period. Enables timely management of grants nearing close out.

  • ​Company Financial Analyst
  • Faculty and Grants Administrative Analyst
  • Grant Manager
  • Grants Administrator Analyst
  • Resource Review Committee
Review your grants that are expiring to ensure that they are being spent timely or if there is a potential overrun. Ensure there is a plan for the costs of the grant after the grant closes.
Payroll Funding - One Time Payment

The purpose of this report is to identify anyone with APPROVED one-time payments and their funding sources.

To determine if a position “owned by” an area has any one-time payments approved.

  • HR Finance Analyst 
Review one-time payments
Payroll Funding - Period Activity Pay

This report can be run to identify anyone with APPROVED Period Activity Pay and their funding sources

  • HR Finance Analyst 
Review costing for Graduate Students or Semesters Lecturers
HR for Finance - Compensation Changes (excludes changes form Hires, Add Job, and Change Job)

The purpose of this report is to be run by Finance users to manage variances in the general ledger expenses and encumbrances due to employees having compensation changes that were not due to a Job Change, Hire/Add Job or Standard Hours Change. It shows changes to base compensation as well as any allowances that are added for employees

  • HR Finance Analyst
Review compensation changes