Understanding the GM096 Grants Transaction History Queries in Cognos Analytics

The GM096 displays expense and budget transactions on sponsored (grant) chart strings. This report, when downloaded to Excel, can be used in conjunction ASRSP’s Expense Review Workbook template. The report contains two sections, “Expense Transaction Query” and “Budget Query”. When exported to Excel, the data will appear on separate tabs.

This report is used by Principal Investigators, Department Administrators, and ASRSP to review detailed transaction history by contract or project id. It can reduce compliance risk by providing departments with easier access to and greater detail regarding expenses posted to grants.

Begin by logging into Cognos Analytics.

  1. Click Team content, from the Navigation Panel.
  2. Click Finance, Facilities, and Research Administration folder.
  3. Click School or Central folder.
  4. Click Sponsored Programs Management folder.
  5. Click the report title to see the prompt page.
  1. Respond to prompts as needed to filter the report. Thee report contains all chart strings to which you have access.
  2. Click Finish. Result: the report appears in HTML or your default format.

Prompt Name

Prompt Description

Accounting Date Range

To run the report without date restrictions (i.e. inception to date) leave the Earliest date and Latest date radio buttons checked. If you wish to run the report for a limited date range, select the radio button next to the From and/or To dates, and enter the date range for which you wish to run the report.

Note: The Budget Query always runs from inception to date; it is never limited by date ranges used for the Expense Transaction Query.

Award ID/Project

You must run the report by either an Award ID or Project.

Award ID

Search for one or more awards/contracts by number and or description.

Project Status.

Filter Project prompt and reports results by All Projects (Default), Active Project Only, or Inactive Projects Only.

Project.

Search and Select for one or more projects to which you have access.

GM096_Exp_SS01.jpg GM096_Exp_SS02.jpg
GM096_BDGT_SS01.jpg

Indicated by Letter

Column Name

Column Description

A

Fund, Department, Project and Activity

These columns show the chartstring associated with the project. The Activity ID is always 01 unless the sponsor requires that spending is restricted by grant year. When this occurs the Activity ID will show the year of the grant; 01, 02, 03, etc.

B

Account

The expense account used on the transaction.

C

Amount

The amount of the expense transaction.

D

Fiscal Year and Accounting Period

The fiscal year and accounting period to which the transaction was posted. The transaction would appear in the subtotal summarized by account on the GM045 run for this period.

E

Trans Date and Accounting Date

The date the transaction occurred. This may differ from the Accounting Date. Examples include F&A processed on monthly salary transactions as part of month-end close, or on the individual lines of an expense report.

F

Analysis Type

ACT, GLE, PAY and SFA indicate transactions posted on sponsored funds. CAC, CGE and CPY indicate transactions posted on cost-share funds.

G

Line Description and Bill Description

Descriptions of the transaction. They can vary depending on the transaction's source: e.g. an expense report v. a payroll charge.

H

PO Number

The Purchase Order Number: populated for transactions initiated via Purchase Order and any indirect cost associated with such transactions.

I

Report ID

The Expense Report ID.

J

Journal ID

The ID of the Journal used to post the transaction to the General Ledger.

K

Voucher

The Voucher ID. It is populated for transactions initiated by Purchase Order, Payment Requests, and indirect cost associated with such transactions.

L

Contract

The NUFinanicals and InfoEd Award Number to which the Project belongs.

M

Supplier

The ID used to identify the Supplier/Vendor in NUFinancials.

N

Supplier Short Name

The short name of the Vendor.

O

Vendor

The long name of the Vendor.

P

Expense Description

The description entered on the Expense Report header.

Q

Expense Comment

The description entered on an individual line of an Expense Report.

R

Reimbursee

The name of the individual reimbursed by an Expense Report.

S

Voucher Descr

The abbreviated Voucher description.

T

Voucher Descr 2

The long Voucher description.

U

PO Descr

The long Purchase Order description

V

Reference ID

The 10 character descriptor required on journals initiated online or via spreadsheet upload. It is also populated for associated indirect cost transactions.

W

PCard Vendor,
PCard Trans Date,
PCard Description, and
Card Holder Name

Populated only for Pcard transactions prior to calendar 2014.

X

Department Description

The 30 character department name.

Y

Project Description

The 30 character project title.

Indicated by Letter

Column Name

Column Description

A

Budget Period

The project budget period associated with the posted row.

B

Fund, Department, Project and Activity

Fund, Dept, Activity ID These columns show the chartstring associated with the project. The Activity ID is always 01 unless the sponsor requires that spending is restricted by grant year. When this occurs the Activity ID will show the year of the grant; 01, 02, 03, etc.

C

Account

The budgetary account used on the row.

D

Amount

The amount of the budget transaction.

E

Date

The date the budget row was posted.

F

Operator

The netid of the central user who posted the budget row.

G

Operator Name

The name of the user who posted the budget row.

H

Budget Item

The budget category associated with the budgetary account.

I

Trans ID

The unique identifier for the budget row in NUFinancials.

J

Contract

The NUFinanicals and InfoEd Award Number to which the Project belongs.

K

Department Description

The 30 character department name.

L

Project Descript

The 30 character project title.

See Also:

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) option 2, or consultant@northwestern.edu.




Keywords:"grants management" grants understanding the gm096 transaction history queries cognos analytics   Doc ID:77754
Owner:Enterprise Reporting & Analytics .Group:Northwestern
Created:2017-10-31 08:59 CDTUpdated:2019-02-15 09:55 CDT
Sites:Northwestern
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