BFS Users Listserve Enrollment - How To Enrollment FAQs Manuals User Support ICE - Interactive Class Enrollment System I Find an error? Have an idea? Want more? Email us!			Quick Reference Guides/Job Aids for BFS & BAIRS The following Job Aids and Guides were designed to help you navigate through various BFS & BAIRS processes quickly. They are simply shorter, task-specific versions of information from the training guides (manuals). For in-depth information and process instructions, refer to your training guide or (for BFS) the UPK. Purchasing and Accounts Payable   (AP/PO)   Journal Entry: General Ledger and Budget Purchase Orders   Financial Journals Requisitions   Soft-Lien Journals bluCard   Temporary Budget Journals Batch Loaded Vouchers   Permanent Budget and PRT Zero Adjustments     Vendoring   General View Imaged Documents in BFS   BFS Keyboard Shortcuts (Hot Keys)     Worklist (Approvals) BAIRS Reports   Chartfield Maintenance BAIRS - Basic Reporting   Five Field Validation BAIRS - Advanced Reporting     Purchase Orders Prepare a Purchase Order (LVPO) Prepare an Entertainment Purchase Order Add Comments to a Purchase Order Select an Address for a Vendor on a PO Copy a Purchase Order Update an Unapproved PO Update Multiple Distributions for a PO Change the Distribution of a Lien Balance Prepare a Change Order (Change Quantity) Prepare a Change Order (Change Amount) Cancel an Unvouchered PO Cancel an Unvouchered PO Line Close a Lien Balance for a PO Review PO Activity Summary Find a PO by Preparer Review Comments on a Denied PO Find a Purchase Order (Detail Inquiry) Print an Official PO (from Preparer's page) Print an Official PO (from Approver's page) Print an Unofficial PO (from Preparer's page) Print a PO "Report" (from Review PO Information) Requisitions Prepare a Simple Requisition Prepare a Complex Requisition (change default distributions for a line) Add Equipment Title Vesting Information to a Requisition Add Comments to a Requisition Copy a Requisition Update a Requisition Update Mutiple Distributions for a Requisition Cross Reference a Requisition to a PO Cancel a Requisition Review Comments on a Denied Requisition Find a Requisition (Inquiry) bluCard Change/Split Chartstring Distributions on a bluCard Transaction Calculate Use Tax on a bluCard Transaction Add a Department Description to a bluCard Transaction Add a Vendor to a bluCard Transaction Change Status on Multiple bluCard Transactions Change the Payment Clear Date on a bluCard Transaction Reconcile a Credit Transaction Batch Loaded Vouchers Change the Distribution of a Batch Loaded Voucher Split the Distributions of a Batch Loaded Voucher Search for "New" Batch Loaded Vouchers Zero Adjustments Add (Prepare) a Zero Adjustment Add (Prepare) a Partial Zero Adjustment Add (Prepare) a Split Distribution Zero Adjustment Add (Prepare) a Second Zero Adjustment to a Voucher Find a Zero Adjustment (Inquiry) Delete a Zero Adjustment Vendoring Add a Supplier or Contractor Add a Non-1099 Vendor (Individual) Add a 1099 Vendor Add a Foreign Vendor Add an Employee as a Vendor Activate a Student Vendor (only Central Procurement can activate a student) Update a Vendor Address & Phone Correct Vendor ID Information Find a Vendor View Imaged Documents in BFS Exit the Imaging System - After Document Review Exit the Imaging System - No Records Found Review Invoice from Voucher Inquiry Review Invoice from Worklist - Voucher Approval Use the Fit Width Function Use the Fit Window Function Use the Print Function Use the Rotate Left Function Use the Rotate Right Function Use the Save As Function Use the Zoom In Function Use the Zoom Out Function Financial Journals Prepare a Financial Journal to Transfer Costs Prepare a Financial Journal to Redistribute Costs Prepare a Recharge Financial Journal Prepare an Intercampus Financial Journal Delete a Financial Journal Update an Unposted Financial Journal Copy a Financial Journal Approve a Financial Journal Deny a Financial Journal Print a Financial Journal from the Print Report Function Reverse a Posted Financial Journal Search the Lines of a Financial Journal Change a Chartstring Value on Multiple Journal Lines Resolve Errors in a Financial Journal Delete Lines in an Unposted Financial Journal Find a Financial Journal (Inquiry) Upload a Financial Journal from Excel Soft-Lien Journals Prepare a Soft-Lien Journal Prepare a Reducing Soft-Lien Journal Prepare an Adjusting Soft-Lien Journal Temporary Budget Journals Prepare a Temporary Budget Journal to Transfer Funds Prepare a Temporary Budget Journal with a Special Condition Update an Unposted Temporary Budget Journal Copy a Temporary Budget Journal Resolve Errors in Your Temporary Budget Journal Reverse a Posted Temporary Budget Journal Find a Temporary Budget Journal Conduct a Multi Temporary Budget Post-Audit Journals Review Print a Single Temporary Budget Journal Conduct a Single Temporary Budget Post-Audit Journal Review Upload a Temporary Budget Journal from Excel Permanent Budget Journals and Position Resource Tracking (PRT)  Add a New Position Add FTE to a Position Change the Job Code of an Unfilled Position Change the Job Code fo an Filled Position Apply an Equity Adjustment to a Position Eliminate a Position Change the Chartstring of an Unfilled Position Change the Chartstring of a Filled Position Reduce FTE of a Position Link an Incumbent to a Position Reduce FTE of a Position Unlink an Incumbent From a Position Chartfield Maintenance  Speedcharts Add a Speedchart Add a BluCard Speedchart Inactivate/Reactivate a Speedchart Look up a Speedchart Speedtype Add a Speedtype Change a Speedtype's Translation Delete a Speedtype Look up a Speedtype Flexfields Add a New Flexfield Change a Flexfield Description Inactivate a Flexfield Projects Add a New Department Project Code Change a Department Project Description Inactivate a Department Project Code Look up Attributes of a Management Project Code Other Look up Attributes of a Fund Look up Attributes of an Account Find an Account by Its Description Five Field Validation  Add a Five Field Combination Delete or Inactivate a Five Field Combination Delete or Inactivate a Combination with Open Items Delete All Combinations for a Fund/Project/Flexfield Opt an Org Code Out of Five Field Validation Opt an Org Code In for Five Field Validation Find a Valid Five Field Combination Download a List of Valid Five Field Combinations Worklist  (Approving) Approve/Deny a Purchase Order Approve/Deny a Requistion Approve/Deny a Voucher Approve/Deny a Zero Adjustment Approve a Financial Journal Deny a Financial Journal Delete a Zero Adjustment BAIRS - Basic Reporting Version 8.2   (Available through August 18, 2008) Install Hyperion Intelligence Client 8.2 for Internet Explorer Add a Link as a Bookmark to Your Personal Page Add a Report Folder as a Favorite to Your Personal Page Add a Report as a Bookmark to Your Personal Page Removing a Bookmark from your Personal Page Removing a Favorite from your Personal Page Re-run a basic report with different parameters Save report to email to another BAIRS user Open a Saved Report in Hyperion Open a Saved Report via CITRIX Export BAIRS Data to Excel View Employee Names on Financial Leave History Report View Employee Names & Hours Used on Financial Leave History Make the Reporting Portal a Favorite in Internet Explorer Apply for FFP (Fund, Flex, Project) access for BAIRS Version 9.3  (Available beginning June 9, 2008) Install Hyperion Intelligence Client 9.3 for Internet Explorer for Firefox 2.0 Request Access to BAIRS/BIS Login to the Berkeley Reporting Portal via BLU Login to the Berkeley Reporting Portal via the Browser Understand Personal Page and Explore Section Navigate the Main Page - Learn about Parameters/ Run Reports Run/Print/Save HTML Format Report Email pdf File Save HTML Format Report to the Repository Folder Selecting HTML or Interactive Report Web Client Format Open a Report - Interactive Report Web Client Select a Sort Order Rerun the Same Report, Change Parameters Print an Interactive Report Web Client Report Close a Report Export and Open BAIRS Data - Excel Cancel a Query Save a Report to the Repository Folder Add a Simple Bookmark Remove a Simple Bookmark Add/Remove a Complex Bookmark - Report Main Page to Personal Page Add a Favorite Remove a Favorite Add a Web Link to Your Personal Page Remove/Add/Change (Bookmark Section) Layout on Personal Page Open to Personal Page as Browser Default Personalize/Edit Personal Page Color Scheme BAIRS - Advanced Reporting (Can be used with both Version 8.2 and Version 9.3) Note: The guides below are designed for those BAIRS users who are customizing their queries, building pivots and creating/modifying BAIRS reports. These skills are taught in hands-on classes available monthly or bi-monthly. Version 8.2   (Available through August 18, 2008) Save a Modified Report or Pivot to Use Again Open a Saved Report Add a Grouping Column How to Display Departmental Revenue Accounts and All Expense Accounts Build a Pivot which Crosses Multiple Fiscal Years Hide Inactive Funds in Your Reports, Pivots, etc. "Spotlighting" Deficits on the Management Summary Report View a Summary of Activity for One Fiscal Year only (Contracts and Grants) Build a Pivot for Projecting Operating* Expenses and Balances through End of Fiscal Year View a Transaction Verification Report for a Specific Date or Range of Dates Summarize Benefits on Expanded/Standard Detail Report without Summarizing Other Accounts Change Accounting Period from Numeric to Alpha in Pivot Removing the Dashboard: Making a Metatopic Report Version 9.3  (Available beginning June 9, 2008) Understand Sections/Panes Select Personal Page as Browser Default Understand Standard Toolbar Understand the Format Toolbar Understand Toggle Switches Hide/Unhide a Command Line Resize and Dock a Command Line Add a Section Duplicate & Rename a Section Hide/Unhide the Section Pane Delete a Section Build the Request Line Try to Remove a Critical Item from Request Line Apply a Sort to a Query Add a Simple Filter to a Query Remove a Simple Filter from a Query Add/Remove Local Filters Format Numbers Create Grouping Columns Create Computed Items Understand the Report Outliner & Add/Remove Understand Headers and Footers Create a Pivot Add/Remove Totals to a Pivot Add/Remove Totals and Subtotals to a Pivot Create/Modify a Complex Pivot - Use Grouped &/Or Computed Items Remove a Pivot Outliner Modify the Orientation of a Pivot Sort Data in a Pivot Drill Anywhere in a Pivot Drill Up in a Pivot Format a Pivot Change a Label Name in a Pivot Create a Chart Change the Chart Type Modify Chart Properties Understand Simple Filters Understand Filter Dialog Box - Pre-Populated Items Modify Values to Filter Boxes in Query View Advanced: Apply/Remove Filter to the Results Section - HTML Format Advanced: Add/Remove a Field to the Request Line - HTML Format Advanced: Work with a Pivot in HTML Format Advanced: Work with a Chart in HTML Format Give Us Your Feedback!          Find an error?          Have an idea for improvement?          Want more? Email your suggestions to: bfsbairs@berkeley.edu Last updated:  06/22/2008