Cognos Training Guide - NBCUniversal

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Cognos Training GuideNovember 2015

General Overview Cognos is the name of the Concur reporting tool and is updated withinformation from Concur daily. Anyone in finance can have access to Cognos to run reports for theirdivision. To request access, send an email totravel.admin@nbcuni.com with the employee’s SSO. Managers that have expense reports submitted for their approvalautomatically have access to run Cognos reports for their employeehierarchy. Send an email to travel.admin@nbcuni.com with all Cognos relatedquestions, requests and concerns.2

Primary Reports

Primary Reports - DefinitionThe Primary Reports were identified and refined by the T&E Super Users as thereports that provide insight and understanding into a division’s overall T&EspendThe four Primary Reports are: Posted to SAP with Report Key Accrual with Personal Personal Charges (Whole Transaction) Cash Advances (detailed view)If you want to schedule these reports for your own division, below is the path tothe reports for all users:NBCUniversal Media LLC Business Friendly Reports T&E Reporting andMonitoring Framework for Scheduling4

Primary Reports - Posted to SAP with Report KeyNBCUniversal Media LLC Business Friendly Reports Posted to SAP ReportsThis report details the transactions that have been posted from Concur to SAP(i.e., expenses that have been processed through the following statuses UserSubmitted, Concur Review, Processor Review, and Manager Review & Approval)during the time period selected in the prompt.Prompts – sent to SAP date, allocation company code, employee company code,report key, employee ID, allocation cost object and allocation profit centerExample OutputImportant Items There are two amount fields, the expense amount field represents the total amountof the expense where the amount in SAP represents how much was allocated to aspecific code or will be blank if the item was marked as personal5

Primary Reports – Accrual with PersonalNBCUniversal Media LLC Business Friendly Reports Accrual ReportsThis report shows all transactions listed on an employee's account withinConcur that are in a status of "unassigned," "unsubmitted," or "sent back toemployee" and includes personal charges as of the date the report runsPrompts – accrual date, company code (of the employee), profit center (of theemployee), employee IDExample OutputImportant Items Corporate cards are suspended for expenses with days aged greater than 60 andstatus of unassigned or not submitted (excluding aged airfare charges) Unassigned (charge has not been placed on an expense report) Not Submitted (charge is on an expense report, but has not been submittedfor review)6

Primary Reports – Personal Charges (WholeTransaction)NBCUniversal Media LLC Business Friendly Reports Other Detailed ReportsThis report highlights items that have been flagged by employees as "PersonalCharges" within Concur and posted to SAP during the time period selected inthe prompt. These are entire expenses marked as personal, not itemizedportions.Prompts – sent to SAP date, transaction date, company code (of the employee),employee IDExample OutputImportant Items Corporate cards should NOT be used for personal expenses in place of a personalcard. Corporate cards are subject to suspension for excessive personal use7

Primary Reports – Cash Advances (detailed view)NBCUniversal Media LLC Business Friendly Reports Cash Advance ReportsThis report details all cash advances taken by each employee during the timeperiod selected in the prompt. Users can view the report the cash has beenassigned to and if that report has been posted to SAPPrompts – cash advance date, company code (of the employee), employee IDExample OutputImportant Items Not all employees have access to cash advances Two methods to withdraw cash, against a corporate card or from Treasury in NY8

Accrual Reports

Accrual Reports – SAP Output (bursted to finance)This report details corporate card charges that have not been posted to SAP asof the date the report runs. This accrual report does not contain cashtransactions and does not contain charges marked as personal.Example Output10 Record Type: Accrual designation for SAPTime Stamp: When report was sent to SAPSAP Document Type: TE designation for SAPBank Card Posting Date: Date card transactions posted to CitibankCompany Code: Employee company code as of day report runsGL Account: GL account where entry is postedProfit Center: employee profit center as of day report runsAmount: Transaction AmountGroup ID: Concur group ID, used for administrationCredit Card Reference ID: Transaction ID from Citibank

Accrual Reports – FA Group (bursted to finance)This report details corporate card charges that have not been posted to SAP asof the date the report runs. This accrual report does not contain cashtransactions and does not contain charges marked as personal.Example Output11 Record Type: Accrual designation for SAPTime Stamp: When report was sent to SAPSAP Document Type: TE designation for SAPBank Card Posting Date: Date card transactions posted to CitibankCompany Code: Employee company code as of day report runsGL Account: GL account where entry is postedProfit Center: Employee profit center as of day report runsAmount: Transaction AmountGroup ID: Concur group ID, used for administrationCredit Card Reference ID: Transaction ID from Citibank

Accrual ReportsDifferences between SAP Output and FA Group Output FA Group Output sheet includes more fields including merchant, merchantcity/location, merchant state/province/region, merchant country, passenger name(if air), and issuing carrier (is air) SAP Output includes only those fields that are posted to the ledger in SAPFAQs Are personal charges included in the accrual report? Charges that have been marked as personal are not included in theaccrual How can I see pending personal charges? Run the Accrual with Personal report How do I add someone to the accrual report distribution list? Send an email to travel.admin@nbcuni.com and your T&E Super User Include the employee SSO and the corresponding profit centers or profitcenter groups for the distribution How can I see more detail behind what is in the accrual report? For more details, run the Accrual Report with Personal report12

Exception Reports

Exception Reports – Exception Posted-PromptedNBCUniversal Media LLC Business Friendly Reports Other Detailed ReportsThis report details all expenses in specific categories (events, gifts, groundtransportation, hotel, hotel phone, and meals) over a certain dollar threshold thathave been posted to SAP during the time period selected in the prompt.Prompts – date range (ad hoc or prior month), company code, employee ID, profitcenter, cost object, amount for each categoryExample OutputImportant Items Not all company codes will have information for all six categories14

Other Detailed Reports

Other Detailed ReportsNBCUniversal Media LLC Business Friendly Reports Other Detailed ReportsThis folder contains reports that were not required by the T&E Super Users, butmay be helpful in identifying additional information provided by employees inexpense reports. Reports include: Active Employee Profile – lists employee profile information including manager and if bankaccount has been confirmedAmount Expensed across Child Expense Type – details by employee the amount spent ineach expense type categoryComplete Spend Report – details all transactions (posted to SAP and currently accruing) for aspecific employee or divisionGift Detail – lists all recipients and business reasons for gift expensesGround Transportation – details the to/from locations and expense description entered byemployees for all limousine and taxi expensesHotel Nights and Total Spend – lists the total spend and number of nights for each hotel stayby employeeMeal Header-Cost Per Attendee – lists the cost per attendee for each meals-multipleattendees expenses entered by an employee or divisionMeals by Report Process Status jp1 – details all meals entered by an employee and includesthe other attendees names and organizationsPending Manager Approval Days – details how long a report has been pending approval froma specific managerVendor Report – details transactions as specific vendors, user can select the vendorsWeekend Spend – details the transactions made by employees on weekends16

Reconciling SAP andConcur

Reconciling SAP and Concur – Concur ReportNBCUniversal Media LLC Business Friendly Reports Posted to SAP Reports Posted to SAP with Report Key1. Run the report by clicking the blue ‘play’ button2. Choose format of theoutput (Excel 2007recommended) then clickRun18

Reconciling SAP and Concur – Concur ReportNBCUniversal Media LLC Business Friendly Reports Posted to SAP Reports Posted to SAP with Report Key3. Complete required prompts – Sent to SAP Date and Allocation Company Code*Sent to SAP date is one day prior to posted date in SAP4. Optional prompts5. Click Finish19

Reconciling SAP and Concur – SAP Report1. Run ZR344 GD20202. MinimumrequiredparametersincludePostingPeriod, FiscalYear,CompanyCode,SystemSource Code(TE) and FISL DocumentType (TL andZ6)

Reconciling SAP and Concur – SAP Report3. Change the layout of the resultsClick ‘select layout’ icon thenselect /ZCONCURLO21

Reconciling SAP and Concur – SAP Report4. Export the data into Excel to easily match the results from Concur and SAPUser Field 5 contains the reportlegacy key from Concur22

Running a Report in theBackground

Running a Report in the BackgroundRunning a report in the background is best when you only want to run a report once,but it will contain a large amount of data and do not want to wait 10 minutes staring atthe loading wheel.1. Click blue ‘play’ button24

Running a Report in the Background2. Select advanced options25

Running a Report in the Background3. Choose Run in the backgroundand enter select Now4. Uncheck HTML andcheck Excel 20075. Check Send the report by email then click Edit the options26

Running a Report in the Background6. Enter the emailaddress of therecipient of this reportand include amessage to therecipient if necessary7. Click Okay27

Running a Report in the Background8. Ensure that Promptfor values is checked9. Click Run28

Running a Report in the Background10. Complete allrequired promptsnoted by the orangeasterisk11. Click Finish29

Scheduling a Report

Scheduling a Report – Copy to My Folders1. Check the box of thereport you wish to copy312. Click the Copyicon

Scheduling a Report – Copy to My Folders3. Click the My Folders tab4. Click the paste iconA copy of the report is now in your MyFolders that only you can see32

Scheduling a Report1. Click the schedule icon33

Scheduling a Report3. Choose what timeyou want the reportto start running*Note: the timedefaults to PSTunless you changeyour profile settings2. Choose the frequency/whatday you want the report to run34

Scheduling a Report4. Check theOverride thedefault valuesbox5. UncheckHTML7. Uncheck Save6. CheckExcel 20078. Check the Send a link to thereport by email box9. Click Edit the options 35

Scheduling a Report10. Enter the email addresses of theemployee(s) you wish to receive the report11. Type the body of the email thatthe employee(s) will receive12. Check the Attach the report box13. Click Okay36

Scheduling a ReportYou can see that you have enteredrecipients14. Check the Override the default values box15. Click Set 37

Scheduling a Report16. Complete prompts17. Click Finish38

Tips & Tricks

Tips & Tricks Reports will run the best in Internet Explorer, but may be run in Firefox and Chrome.It is the most simple to export to Excel using Firefox Always click the blue ‘play’ button on the right hand side to run a report This allows you to choose your format and enter your prompts/filters Hold down the control key after entering prompts/filters when running the report toExcel if using Internet Explorer Email travel.admin@nbcuni.com for guide to change pop up blockers thatrequire you to hold down the control key When looking at a folder/list of reports, always check if there is a second page Copy a report and move to My Folders when you want to a schedule a report toemail to you or another person You can change your preferences or check what reports you have scheduled underthe ‘person’ icon Email travel.admin@nbcuni.com with any questions related to reporting40

• Cognos is the name of the Concur reporting tool and is updated with information from Concur daily. • Anyone in finance can have access to Cognos to run reports for their division. To request access, send an email to travel.admin@nbcuni.com with the employee’s SSO. • Managers that have expense reports submitted for their approval