The purpose of this procedure is to provide navigation information for the Cash Balance Reports (AFBR | My Funds) in WorkDay. It outlines how to view My Funds, expense details, and salary details. This report identifies your worktags that begin with a “1”, “3”, and “9”.
Click here for FY End Procedures
Let’s dig in!
View My Funds
- Go to your left-hand Menu and click on the Financials Dashboard
- All four AFBR reports are live. For the purpose of this guide, the following project hierarchies are included in this report. You must indicate a project worktag, cost center, fund and/or a project approver in the prompts. Running without these will cause the report not to expand due to data limitations.
- Click on the link “RPT028_2 – Cash Project Balance Report (AFBR | My Funds)” or RPT028_3 – Non-Cash Project Balance Report (AFBR | My Funds)"
Below is an explanation of each Prompt and Report.
Cash Balance Funds: This is the Balance Report for corresponding Project Worktags. This includes different fund sourcing. The report identifies Beginning Balance plus Revenue to Expenses. If an expense has not occurred on a Project worktag, no data will populate.
The prompt page consists of eight ways to run the report. You can search for multiple items under worktags, cost centers as well as Spend Category as Worktag. Required prompts are Period and Time period. Defaults are set to show all activity from Fiscal Year XX - July to the current date.
**Disclaimer**
Balance reports work best when run with one or multiple driver or Project worktags added to the ‘Worktags’ filter. Pulling by other related worktags (cost center, function) could cause variances in the amounts displayed and is not recommended at this time.
*Period and Time Period examples:
Current Period Year to Date:
To view a high-level summary of a specific operating accounts (equivalent of AFBR-L2), click the Expand arrow to the left of the Grant number (don’t click the blue grant number itself)
Click on the blue hyperlinks in the Budget, Commitments and Obligations, Actuals, or Available Balance columns to drill down to the details.
Please note, you have to dig further to get your payroll results (details below). Easier drill down functionality will be released in a later version.
Source Data Under construction: There are several revenue and spend categories showing in an undesired column on the balance reports. For example, IDC Recovered (a Revenue) currently pulls into the Transfer Column. Despite this issue, the ‘Available Balance’ and ‘Balance after Commitments & Obligations’ columns are displaying the correct amounts. This issue is being reviewed and a solution will be implemented as soon as possible.
Categories impacted:
Please note these corrections will not affect your Available Balance Columns.
If you click on the hyperlink total for “Expenses,” a new window will open with just the detailed expenses. If you click on the total expenses at the top, the drill down will return all expenses (similar to AFBR-L4). If you click on an individual ledger accounts total, it will only return the details for that ledger account (similar to AFBR - L3).
A sample drill down and field explanations are provided below:
During FY close, the prepopulated prompts will change. Just as we did with My Funds in Cognos and Trailhead, we will hard code these in to end 06/30 of that year. You can change the prompts to current year however, budget may not be loaded and ending balances may change slightly.
Click here to go to the top of the procedure