Drill Down Tab of the Options Dialog Box (Desktop)

Use the Drill Down tab to select the types of data for which you can drill down from amounts to supporting detail when you preview a report. When you preview a report, DPS displays the amounts from which you can drill down in blue. Click an amount to see supporting detail for that amount.

Contents

Field Description
Detail starting period In this field, select the earliest accounting period for which you want to see detail when you drill down.
Available Drill Downs The drill downs that are not currently selected for the report are listed in this box. To move a criterion to the Selected Drill Downs box, click it and then click Add.
  • Account Number: If you select this setting and drill down from a balance or total, DPS lists the accounts that contributed to the balance or total. For example, you can click on an account group total to see the accounts in the group and their respective totals. You can also drill down on a subtotal to see the accounts that contributed to that subtotal. The drill-down report displays the account and the amount that account contributed to the balance or total.
  • Organization: If you select this setting and drill down from a balance or total, the drill-down report displays the amount that each organization contributed to the balance or total.
  • Organization Levels: If you select an organization level and drill down from a balance or total, the drill-down report displays the amount that each organization level contributed to the balance or total.
  • Fiscal Year and Period: If you select this setting and drill down from a balance or total, the drill-down report displays the amount that each accounting period contributed to the balance or total.
Selected Drill Downs Selected Drill Downs lists the drill downs that are currently selected for the report. By default, the following drill down criteria are listed as selected: Transaction Type, Period and Posting Sequence, and Account Detail.

To remove a criterion from the Selected Drill Downs box, click the criterion and click Remove.

  • If you select Transaction Type and drill down from a balance or total, the drill-down report displays the amount that each transaction type (for example, cash disbursements, cash receipts, journal entries) contributed to the balance or total.
  • If you select Period and Posting Sequence and drill down from a balance or total, the drill-down report displays the individual posting amounts that contributed to the balance or total. The posting amounts are sorted by accounting period and posting sequence number. For each posting transaction, the drill-down report displays the following:
    • Fiscal Period: Year and period number for the accounting period in which the transaction was posted (for example, 201004 for the fourth period in the year 2010).
    • Posting Sequence: The number of the posting run in which this transaction was posted. DPS assigns these numbers sequentially, starting with zero at the beginning of a new accounting period. Click a posting sequence number to see the corresponding posting log.
    • Post Type: Two-character abbreviation for the transaction type.
    • Username: DPS username of the person who posted the transaction.
    • Posting Comment: Brief description of the contents of the transaction file. The type of description depends on the transaction type.
    • Date Posted: Date on which the transaction was posted.
    • Amount: Total amount of the transaction.
  • If you select Account Detail and drill down to a balance or total, the drill-down report displays a detailed view of the transactions that contributed to the balance or total. For each transaction, DPS displays the following:
    • Organization: The organization associated with the transaction.
    • Trans Type: Two-character abbreviation for the transaction type.
    • Ref. No: Reference number assigned to the transaction during transaction entry. If the transaction is a credit entry that DPS created automatically, Auto appears in this column. Click the reference number to see a list of the transactions associated with the reference number in the current posting log. Your transaction appears in bold type. Click Auto to see all transactions for the posting run.
    • Fiscal Period: Year and period number for the accounting period in which the transaction was posted (for example, 201004 for the fourth period in the year 2010).
    • Post Seq: The number of the posting run in which this transaction was posted. DPS assigns these numbers sequentially, starting with zero at the beginning of a new accounting period. Click a posting sequence number to see the corresponding posting log.
    • Date: Day, month, and year in which the transaction was posted.
    • Description: The processing routine that generated the transaction (for example, Cash Disbursements / File CD13199).
    • Project: The project associated with the transaction.
    • Phase: Phase associated with the transaction.
    • Task: Task associated with the transaction.
    • Amount: Total amount of the transaction.
Sort Account Detail: Levels 1-4 Specify how you want the detail lines in the drill-down reports to be sorted. You can select up to four sorting criteria.
Parent Topic: Options Dialog Box for Reporting (Desktop)