GNM_RCS_Spend_Analysis_Reports_TS

• 1. .Introduction

     1. Purpose

The document GNM_RCS_Financial_Reporting_FS.docx is the functional specification that describes what business functions RCS supports in relation to financial reporting.

This document is one of a set of technical specifications that provide details of how those functions are implemented in RCS.

• 1. Scope

This document focusses on the spend analysis reports in RCS. Separate documents deal with all other aspects of financial reporting in RCS including accruals, delayed payments, the transactions list, and prepayments.

This document is intended as a high-level technical document outlining how the relevant business functions are implemented in terms of software modules.

Importantly, this document does not aim to provide the level of detail that would be required in a programming specification in areas such as program structure, detailed business rules, data integrity, validation, locking considerations, data security, and calls to/from other software modules, performance considerations, and so forth.

For details of program logic and coding, the reader should refer to the program files themselves.

• 1. .Spend analysis reports

This report is available to review payments made in RCS. The user has a huge amount of scope to define the type of data they wish to see in the report output.

• 1. Requesting the report

The report is run from this menu option: Finance → Spend analysis…

This menu option opens screen rcs_reports_020_pc.fmb.

When the screen opens the user has the option of choosing a saved parameter set with which to run the report.

Pressing “Next>>” opens another screen in which the user may restrict the report by any or all of the following:

• • Reporting group (a pre-defined group of cost centres);

  • Any or all of the eights chart of accounts segments;

  • Supplier name; and

  • The user who entered the original payment.

If a saved parameter set was chosen then the fields on this screen display the values held in that saved parameter set, but the user is still able to change them to whatever they need.

Lists of values are available on all of the fields in this screen. The prompts for the Chart of accounts fields are queried from the COA_SEGMENTS table.

Pressing “Next>>” opens another screen in which the user may restrict the report by the type of payment. If a saved parameter set was chosen then the appropriate checkboxes will be checked matching what was chosen before, otherwise they all default to being un-checked:

One or more of the payment types shown must be included.

Pressing “Next>>” opens another screen in which the user may choose the columns to be included in the report. If a saved parameter set was chosen the screens opens with the list of columns previously requested – over and above the standard columns. The use can change this list. If a saved parameter set was not chosen this screen opens with no columns selected. The user can add/remove columns by inserting/deleting new rows, selecting the column names from a list of values.

The user can also specify the order in which the columns should appear in the report by numbering them in the Display order column.

Pressing “Next>>” opens yet another screen in which the user enters the period to be reported on.

There is also an option to run the report using the “Sent to AP?” date rather than the effective date for each payment.

Finally the user can save the parameters thus far entered, by naming them in the “Save as” field. This will ensure this set of parameter can be reused the next time the user requires a spend analysis report. Each user can choose to user their own saved parameter sets.

Pressing “Finish” saves the request to the REPORT_REQUESTS table and also the REPORT_REQUEST_COLUMNS table. The request is picked up by an asynchronous database job that processes the request and emails the report to the requestor.

• 1. Report process

The software that is executed to produce the report is a package procedure called:

rcs_fana_010.run_report

This report lists all payments that meet the criteria specific.

To facilitate faster reporting the report queries data held in the FINANCIAL_ANALYSIS table: this is a table that is refreshed nightly with a snapshot of all the payments entered on RCS. Consequently the report can only be accurate to the close of business the day before – any changes since then are not be reflected.

If the user has entered any chart of accounts codes the report only includes payments that match those codes. However, if any code chosen is a parent of other codes then those codes are reported too. If no code is requested, for a given chart of accounts segment, then all codes for that segment are included in the report, subject to the user’s access to them.

• 1. Report output

The report output file lists the data in comma separated values (csv) format and is emailed to the requestor of the report. The file contains these columns as standard:

Legal entity, Cost centre, Account, Product, <Spare>, Analysis 1, Analysis 2, Project, Contributor or Supplier, Payee, Transaction type, RCS Trx, Original reference, Net (transaction currency), Currency, Net (UK currency), Conversion rate

.

Additional columns may be included in the report, if requested, and in the order specified. The columns available for users to select are:

• • Contribution date

  • Published on

  • Format

  • Published week

  • Entered by

  • Entered on

  • Description

  • Notes

  • Invoice no

  • CRN or ARN (for expenses)

  • Commitment/Actual

  • Estimate

  • Effective date

  • Sent to Accounts?

  • Date sent to Accounts

  • Amount paid by Accounts

  • Date paid by Accounts

  • Week paid by accounts

  • Reason for payment delay

  • Processed in AP Hold Area?

  • AP Hold Area status

  • RFI number

  • RFI date/time

  • RFI delivery method

  • Cancel/reject indicator

  • Cancel/reject reason

  • Invoice interface msg ID

  • Print?

  • Web?

End of Document