There could be a couple of reasons. First, the username and password fields are case sensitive. Make sure your CAPSLOCK is turned off. If you are unsure if you have an account, or forgot your password, contact your WISDM administrator. A list of campus primary WISDM administrators can be found on the UWSA website at http://www.uwsa.edu/fadmin/sfs/data1.htm

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I forgot my password. Whom should I contact to have it reset?

Contact a campus WISDM administrator. A list of campus primary WISDM administrators can be found on the UWSA website at http://www.uwsa.edu/fadmin/sfs/data1.htm. If you contact the WISDM developers, they will forward it on to a campus WISDM administrator; they will not reset your password.

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WISDM Main Page

What does the Database Status box mean?

The Database Status box states that the financial information loaded into WISDM during the most recent load matches the information in SFS. If the data matches, the Status of Data will state “No errors,” like the following:

If there are problems with the data, the Status of Data will State “Errors.” If the SFS journal posting process is not completed by the start of the WISDM load, the status message will state “NO DATA LOADED DUE TO POSTING DELAYS,” as seen here.

Click on the status message to see detailed information on the journals loaded during the previous 5 days. The screen will appear similar to the following:

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Besides the Database Status box, what should I know about the main page?

#1. This is the Navigation Menu. This may look different depending on the rights granted to the user. Click on one of the links to retrieve financial data from WISDM.

#2. This bar across the top of every screen has several functions. The far left side has the link “Main Menu”. This link will bring back to this screen, and is found on most of the searches within WISDM. The next link is “Comment”. Use this link if you want to send a message to the WISDM development staff, such as a problem, enhancement idea, or tell them you like a feature available in WISDM.

The far right of this bar is used to change the fiscal year and business unit for the data seen. (If you only have access to one business unit, the business unit dropdown box is not available, it will be hard-coded with your business unit.)

#3. This is the message area. It is a good idea to review these messages. Messages in this section may warn of a load problem, explain a new feature, or describe the resolution of a problem. As seen above, the messages shown discuss a printing problem and a new feature in production. The messages are in chronological order, with the most recent at the top.

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WISDM Navigation Menu Organization Information

What is the difference between the Org List, Org Search, and Org Rollup features?

Selecting List displays all Organizations (Department ID’s) you are authorized to view. If you have access to an entire business unit, it will list all of the Orgs for the Business Unit, which can take a long time to both load and find the Org you wish to view. To limit the results returned, use the Org Search Function.

Selecting Search will load a search screen. This allows you to limit the Orgs returned to a manageable number.

Selecting Rollup will load the Rollup search. This feature allows the user to combine multiple organizations within one report.

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What fields are used in the Org Search?

The Org Search function uses the following fields to query the database. Any combination of the fields can be used to search.

Fund: Enter one complete fund (i.e. 128).

Org: Enter the department ID. A dropdown list contains

is exactly - enter the complete 6 character department ID

starts with - enter part of a department ID

Descr: Enter the department description. A dropdown list contains

is exactly - enter the organization description exactly as it appears in SFS

contains - enter part of an organization description

starts with - enter the beginning of an organization description

Mgr: Enter the department manager name. A dropdown list contains

is exactly - enter the manager name exactly as it appears in SFS

contains - enter part of a manager name as it appears in SFS

starts with - enter the beginning of a manager name

Records per Page: Select the number of result records to view on each page. The options are 10, 25, 50, 100, and 500.

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When I perform an Org Search or an Org List, I see the list of Departments available. What do the D, a P, and a DP mean listed by each department?

The “D” appears in the Dept column and will show all transactions for the org that do not have a specified Project ID number (Department).

The “P” appears in the Proj column and will show all transactions for the org that has a specified Project ID number (Project).

The “DP” appears in the Both column and will show all transactions for the org, regardless if a Project ID is associated with the transaction (Department and Project).

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What is the Org Rollup feature?

The OrgRollup feature allows you to create one summary report with multiple orgs. You only can use one fund in the report. You also have the ability to save queries that are run frequently. The Org Rollup Feature looks like this:

Click on the arrow to expand the tree

To use the feature, enter one fund, and at least one Org, then press the “Run Query” button. A summary report will be created.

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In the Org Rollup feature, what are the different org trees available? What do I do with these trees?

These org trees determine what departments will show up in your report. The trees are maintained in SFS. The org used in the rollup must be in the selected tree, or the org will not be selected.

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In the Org Rollup feature, what does the “Filter by Fund” box do?

The “Filter by Fund” box will limit the tree to show departments that only have transactions in the fiscal year and fund entered. This feature can take a long time to run if using a campus wide fund (100,101, 128, etc.). For example, if you enter fund 144 and click on the “Filter by Fund” checkbox, when viewing the tree, only departments that have activity in fund 144 will appear in the tree.

This screen shot shows the tree without the “Filter by Fund” box checked. The tree is shown exactly as it is created, without regard to the fund entered.

This screen shot shows the tree without the “Filter by Fund” box checked. Notice that the number of orgs seen is less then when the “Filter by Fund” box is unchecked. The tree is limited to show only departments that have activity for the fund entered.

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What can I enter in the Add Org Box on the Org Rollup?

You can enter:

· A single organization level (i.e. 201000).

· A list of organization levels, separated by commas (i.e. PRESIDENT or GENERAL, ACADEMIC AFFAIRS).

· A range of DEPTIDs (i.e. 201000-204000).

· A list of single organizations and ranges separated by commas (i.e. 204000, 201000, 203000).

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Why does the tree show up on the bottom of the page on the Org Rollup?

Instead of entering department ID’s in the “Add Org”, you can click on the levels on the tree to select that level. The red triangles will expand or collapse each tree node level. Check or uncheck each box to select or deselect each node. Once a node has been selected, each of its descendants (lower level values) are checked, but with a gray box. This indicates that all lower levels of data have been selected by definition. To remove some of these details, first go back to the higher level and deselect it; then, with the node expanded, select only those lower levels to include in the report.

In the above example, PRESIDENT was entered in the “Add Org” box. However, you can select the same tree node from the tree and get the same results. Notice also that the three departments under PRESIDENT are grayed out because they have been selected by definition.

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What does the “Locate” button do on the Org Rollup feature?

The “Locate” button will expand the tree to the level of the tree node selected. This feature is useful to make sure the proper org is selected.

The “Locate” button opens the tree to the dept entered.

The “Remove” button will remove the department from the selected organizations.

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What do the report options on the summary report do?

The report options will be the same regardless of what organization is selected; however, the report may look different. The reports differ for GPR Funds and non-GPR funds.

The report options allow the user to select the following options:

Project Option: Select “Both Project and Department”, “Only Project” or “Only Department”. If the organization does not have transactions both with and without Project ID’s, this option will not be selectable.

Accounting Period: Select the accounting periods to view in the summary report. If “Only Project” is selected, the default will be Inception to Date; otherwise, the default is Year To Date. The “Click for advanced version” link will allow selecting specific periods or quarters.

Account Tree: Select the Account Tree used to build the summary report. The Account Trees are created in PeopleSoft and are copied over to WISDM. For more information on the trees available for your business unit, contact your WISDM administrator.

Drilldown Level: Select the level of detail for the summary report. The drilldown level coincides with the account tree. The selections go from least detail to most detail. The lowest level of detail usually shows the individual accounts.

Program: Select the programs to view with the report. The only options for Program Code are to view all the program codes in the summary, or select only one program code. The program codes (formerly activity codes) are based upon the expenditure classification published by the National Association of College and University Business Officers (NACUBO). The programs used by UWSA are:

Code	Description	Code	Description	Code	Description
0	Student Services	4	Research	8	Auxiliary Enterprises
1	Institutional Support	5	Public Service	9	Financial Aid
2	Instruction	6	Academic Support	F	Farm Operations
3	Hospitals	7	Physical Plant	R	Revenue

Include Period 998: Check this box if you want to view period 998 adjustments for the selected org. This is only available for non-GPR funds. The period 998 adjustment will appear as a line in the cash balance presentation.

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Why do some report summaries have a cash balance section, while others do not?

GPR Funds do not show a cash balance section, since GPR funds do not carry a cash balance. Non-GPR funds show a cash balance section.

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I have access to several campuses’ information. Why is the cash balance section different for different campuses?

There are two different cash balance presentations available in WISDM, one based on fund balance (account 8700), and the other on cash (account 6100). Each business unit decided which presentation they wanted to use.

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WISDM Navigation Menu Projects Information

What is the difference between the Project List and Project Search features?

The Project List and the Project Search feature act the same as the Organization List and Organization Search feature. Selecting the Project List feature will show all the projects you are authorized to view for a particular business unit. The Project Search feature allows you to limit the results returned to a manageable number.

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Why can’t I see detail summary information for the project I am searching?

Either the project may have no activity for the fiscal year searched or you do not have access for the specific project/grant. If the project crosses fiscal years, try to view the project for a previous fiscal year to see if you can see it then. If not, contact your WISDM administrator to see if you have access to the project. A list of campus primary WISDM administrators can be found on the UWSA website at http://www.uwsa.edu/fadmin/sfs/data1.htm.

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What are the fields in the project search screen?

Fund: Enter one complete fund (i.e. 128).

Project/Grant: Enter the complete project/grant number as it appears in SFS (i.e. 128K169).

Descr: Enter the project description. A dropdown list contains

is exactly - Enter the project description as it appears in SFS

contains - Enter part of a project description

starts with - Enter the beginning of an organization description

Mgr: Enter the project manager name. A dropdown list contains

is exactly - Enter the manager name as it appears in SFS

contains - Enter part of a manager name

starts with - Enter the beginning of a manager’s name as it appears in SFS

Records Per Page: Select the number of results that will be returned on a page. The options are 10, 25, 50, 100, and 500.

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What results are returned by the Project search?

There are two hyperlinks included with the results that meet the criteria entered, “Summary” and “Award Info”, as seen below:

Clicking on the “Summary” link will load the Summary Report for the Project Grant. The “Award Info” information is only available for ESIS projects. This link will give useful information, as seen here:

This screen shows information for the project, including the Principal Investigator, Agency, Project Title, and the Valid Organizations (Departments) and Programs that can be used with this project. There is also a link in the upper right hand corner to view the Summary Report. Clicking on the Fund-Project link will open the Summary Report.

WISDM Navigation Menu AP/PO Information

What are the searches available for Accounts Payable and Purchase Orders?

The AP/PO searches are used to retrieve information on Accounts Payables and Vendors. There are three related searches in this section – PO, Voucher, and Vendor.

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What fields are used in the PO Search?

Only one field needs to be entered, but the more information entered, the more precise the results will be. Wildcards % (many characters) and _ (one character) can be used in the PO Vndr Name field and PO Short Vendor Name. If using wildcards in these fields, you must change the dropdown list to “starts with”.

PO: Enter the entire Purchase Order Number.

PO Date: Enter the date of the Purchase Order in mm/dd/yy format.

PO Vndr SetID: Enter the Business Unit where the Vendor is created. Most often, this is the same as the Business Unit.

PO Vndr ID: Enter the entire 10 character Vendor ID number.

PO Vndr Name: Enter the Vendor Name as it appears in SFS. The dropdown list contains

is exactly – Enter the entire name

starts with – Enter the beginning of the vendor name.

PO Short Vendor Name: Enter the short Vendor Name as it appears in SFS. The dropdown list contains

is exactly – Enter the entire name

starts with – Enter the beginning of the vendor name.

Records Per Page: Select the number of pages to view per page. The options are 10, 25, 50, 100, and 500.

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What results are returned by the PO Search?

The results will return the Purchase Orders that match the criteria entered. The PO field is linked to see the specific Purchase Order information.

Clicking on the PO field will return the following information.

The top section shows the PO information. There are then three sections: the Lines (showing each PO line), the Distribution (showing the PO Distribution), and the Invoices (showing the invoices from the PO). The Voucher ID in the Invoices section is drillable to see the specific invoice information.

The Voucher ID link shows the user the detail payment information for the voucher, as seen here.

Some of the detail found on these panels is actually directly from SFS, so the payment information may be more up to date than the PO information.

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What fields are used in the Voucher Search?

Only one field needs to be entered, but the more information entered, the more precise the results will be. Wildcards % (many characters) and _ (one character) can be used in the Vchr Vndr Name field and Vchr Short Vendor Name. If using wildcards in these fields, you must change the dropdown list to “starts with”.

Vchr ID: Entire the entire Voucher ID.

Invoice Dt: Enter the invoice date in mm/dd/yy format.

Vch Vndr SetID: Enter the SetID (Business Unit) the Vendor is set up under. Most often, this is the same as the Business Unit.

Vch Vendor ID: Enter the complete 10 character Vendor ID Number (with leading zeros).

Vch Vendor Name: Enter the Vendor Name as it appears in SFS. The dropdown list contains

is exactly – Enter the entire name

starts with – Enter the beginning of the vendor name.

Vch Short Vendor Name: Enter the short Vendor Name as it appears in SFS. The dropdown list contains

is exactly – Enter the entire name

starts with – Enter the beginning of the vendor name.

Records Per Page: Select the number of results that will be returned on a page. The options are 10, 25, 50, 100, and 500.

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What results are returned by the Voucher Search?

The results will return all vouchers that match the information you entered in the search criteria, and will appear like this:

To view detail Voucher information, click on one of the Voucher ID numbers. The following will appear, showing the detail payment information for the voucher.

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What fields are used in the Vendor Search?

Wildcards % (many characters) and _ (one character) can be used in the Vndr Name field and Short Vndr Name. If using wildcards in these fields, you must change the dropdown list to “starts with”.

Vndr ID: Enter the complete 10 character Vendor ID Number (with leading zeros).

Vndr Name: Enter the Vendor Name as it appears in SFS. The dropdown list contains

is exactly – Enter the entire name

starts with - Enter the beginning of the vendor name.

Short Vndr Name: Enter the short Vendor Name as it appears in SFS. The dropdown list contains

is exactly – Enter the entire name

starts with – Enter the beginning of the vendor name.

Records Per Page: Select the number of results that will be returned on a page. The options are 10, 25, 50, 100, and 500.

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What results are returned by the Vendor Search?

The results of the Vendor search will bring back results similar to the following. From here, you can view a Vendor’s PO’s or Vouchers. These results will look the same as the PO results and the Voucher results above.

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WISDM Navigation Menu Other Searches

What fields are used in the Journal Search?

Only one field needs to be entered in this search, but the more information entered, the more precise the results are returned. The query will run very slow if you only enter one field that will return many results. For example, if you only entered a Ledger, you would receive the entire fiscal year information for that Ledger, or only entered Acct Period; all journals posted within a particular accounting period will be loaded.

GL Jrnl ID: Enter the entire Journal ID from SFS. Include any leading zeros that are a part of the Journal ID.

Jrnl Date: Enter the journal date in mm/dd/yy format.

Ledger: Enter ACTUALS or BUDGET to limit by ledger type. These are the only two Ledger types currently available in WISDM.

Source: Enter the source code used in the journal. Source codes are used as a means to identify what is contained in the journals. Some more common journal source codes include: campus abbreviations (i.e. MIL or EXT), Legacy Interface (LEG), Legacy Interface – Payroll (PAY), AP Accrual Journal Templates (APA) and AP Payment Journal Templates (PMT).

System Source: Enter the Journal System Source. System Source is automatically generated by the SFS and identifies which PeopleSoft module, subsystem or other system originally generated the journal.

Acct Period: Enter an accounting period (Only Periods 1-13 are available. WISDM does not currently support viewing Period 998 journal details.)

Vchr ID: Enter the entire Voucher ID as it appears in SFS

PO: Enter the entire PO number as it appears in SFS

Include Balance Acct?: Check box if the results should contain balance sheet accounts. If left unchecked, only revenue and expense accounts will be returned in the results.

Records Per Page: Select the number of results that will be returned on a page. The options are 10, 25, 50, 100, and 500.

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What fields are used in the Transaction Search?

For performance reasons, this search requires you to enter at least one of fund, organization, program, project, or account among your criteria. The more criteria entered, the faster the results are returned. The wildcards % (many characters) and _ (one character) can be used in the fields that use a “starts with” selection.

Fiscal Year(s): Enter the fiscal years used in the search. The default is the current fiscal year. WISDM supports transaction searches across multiple fiscal years.

Accounting Period: Enter the accounting periods used in the search. Default is 1-13.

Fund: Enter one complete fund number (i.e. 128)

Organization: Enter a department ID. The drop down box allows for the following search criteria

matches exactly - enter the complete 6 character Department ID

starts with - Enter the beginning of the Department ID number

between - Enter a value in both boxes, the results will return anything between the values

matches using wildcards - Enter a value in the first box with a wildcard

Program: Enter one program code (0-9, R or F)

Project: Enter one complete project number (i.e. 144JK75).

Account: Enter the SFS account for the search. You can type either an account number or the name of a higher-level node in your default account tree (category name). Your "default account tree" is the one that appears when you first view a fund-organization summary (i.e. Supplies and Expense, or Revenues)

Voucher ID: Enter all or part of a voucher ID, as it appears in SFS. The drop down box allows for the following search criteria:

matches exactly - Enter the complete Voucher ID number

starts with - Enter the beginning of the Voucher ID number

between - Enter a value in both boxes, the results will match anything between the two values

matches using wildcards - Enter a value in the first box with a wildcard.

Purchase Order ID: Enter all or part of a Purchase Order ID, as it appears in SFS. The drop down box allows for the following search criteria:

matches exactly - Enter the complete Purchase Order ID

starts with - Enter the first part of the Purchase Order ID

between - Enter a value in both boxes, the results will match anything between the two values

matches using wildcards - Enter a value in the first box with a wildcard.

Date: Enter the journal date of the transaction in mm/dd/yyyy format. The drop down box allows for the following search criteria:

matches exactly -Enter the complete journal date, results will be returned that match the field

before -Enter a complete journal date. Results will be returned that are before, but not equal to, the date entered

after -Enter a complete journal date. Results will be returned that are after, but not equal to, the date entered

between -Enter two journal dates. Results will be returned that are between, but not equal to, the two dates.

Description: Enter the journal line description. The drop down box allows for the following search criteria:

matches exactly - Enter the entire journal line description

starts with -Enter the beginning of the journal line description

between -Enter something in both fields. The results will be returned where the journal line description is between the two fields.

matches using wildcards - Enter a value in the first box with a wildcard.

Monetary Amount: Enter the monetary amount for the transaction searching. The drop down box allows for the following search criteria:

is equal to - Enter the monetary amount to exactly match the results

is greater than - Enter an amount, and the results will bring back results that are greater than, but not equal to, the amount entered

is less than - Enter an amount, and the results will bring back results that are less than, but not equal to, the amount entered

is between - Enter amounts in box fields. Results will be brought back that are between, but not equal to, the amounts entered.

Journal Line Ref: Enter information related to the Journal Line Reference. The drop down box allows for the following search criteria:

matches exactly - Enter the entire Journal Line Reference as it appears in SFS

starts with - Enter the first part of the Journal Line Reference as it appears in SFS

contains - Enter part of the Journal Line Reference field as it appears in SFS.

Show Balance Acct: Check box if the results should contain balance sheet accounts. If left unchecked, only revenue and expense accounts will be returned in the results.

Records Per page: Select the number of results that will be returned on a page. The options are 10, 25, 50, 100, and 500.

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Can I specify the fields I want to see in the Results of the queries?

Sometimes. On several different search results, there is a link called “Edit Custom View”. On the Transaction Search, it is seen on the bottom of the search page.

Here is the “Edit Custom View” hyperlink.

Clicking on this view will open a list of all the available fields.

Select the fields to view by checking the corresponding box. The fields selected will stay as selected until changed. This feature is also available with other WISDM searches. The fields available will vary based on the search performed. For example, when drilling down on a field from either an org summary or a project summary will return the following screen:

If “Custom” view is selected from the “View” dropdown list, the “Edit Custom View” hyperlink appears. Click on this link, and a box with all the available fields will appear. Check the fields to see in the results, then when you return to the detail screen, and select “Custom,” the fields selected will be shown.

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What is the Budget Control Report?

The Budget Control Report gives a breakdown by funds for all departments specified in the search criteria. The search box looks like the following:

The search requires a selection for the fund, for the department, and for the accounting period. The default for the accounting period is year to date through the current period.

Fund: There are four different search options to choose from for the fund.

is exactly matches one particular fund (i.e. 128). Results will show one report with the one fund selected. This is the fastest search.

list allows a comma-delimited list of funds – (i.e. 101,114,128).

range allows a range of funds and retrieves results for every fund in that range including the starting and ending fund – (i.e. 101-110 is equivalent to the list of funds: 101, 102, 103, 104, 105, 106, 107, 108, 109, and 110).

all will return all funds where the selected departments have activity.

Department: There are two different search options to choose from for the department.

is exactly will match on particular department. Results will be returned for the one department.

starts with allows the entry of one division (i.e. 50), or one division and department (i.e. 5037).

The results that are returned look like the following:

The Beginning Cash and Ending Cash Balance columns are only shown for non-GPR funds. The Budget Balance column formula is Expense Budget + (-Sales Credits) – Encumbrances – Expenses.

Fringe benefit expenses are included in the Expenses, so if viewing information for a GPR fund that does not encumber Fringes, the Budget balance may vary what is expected.

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Other WISDM Options

How do I change my password?

From the Navigation Menu, click on the “Change Password” link. Remember the following password requirements when selecting a new password:

Your new password must…

be at least 5 characters (numbers and letters only) long
contain at least one digit
contain at least one letter
not contain your user name
first character must be a letter

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Can I specify the default tree level for summary reports?

Yes. Select the “Edit Profile” link from the main navigation menu and the following screen will load:

There are several options on this screen related to trees. The first option is “Default level for unlisted trees”. This option dictates how the summary reports will first appear. The summary report will be shown at either the most detail (specific accounts) or the least detail (Revenue and Expenses).

In addition to this option, you can set specific levels for specific trees used frequently. To choose a specific tree’s default level, select the tree from the “Add Default Tree Level for:” list. The tree will appear below, with a dropdown list of the tree’s levels. Select the level that you want the tree default level set at. In the example above, the ACCOUNT tree and the ACCOUNT_NO_FRINGE will have a default level of “Detail Accounts”, which means when these trees are selected from the dropdown list, the Detail Accounts level will open.

The tree levels can be changed within the Summary Reports, but this feature saves a couple of clicks.

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Can I limit the trees I see in my summary report options?

No. Only the WISDM Business Unit Administrator can limit the trees seen in the dropdown lists. These limits will affect the entire business unit.

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Search UW System

Financial Administration

WISDM Frequently Asked Questions

What is the difference between the Org List, Org Search, and Org Rollup features?

What is the Org Rollup feature?

In the Org Rollup feature, what are the different org trees available? What do I do with these trees?

In the Org Rollup feature, what does the “Filter by Fund” box do?

What can I enter in the Add Org Box on the Org Rollup?

Why does the tree show up on the bottom of the page on the Org Rollup?

What does the “Locate” button do on the Org Rollup feature?

What fields are used in the PO Search?

What results are returned by the PO Search?