H&I Dashboard

Overview

The H&I dashboard: 

• Refreshes every business day
• Provides summary views by department, vendor, and hold code
• Drills down into invoice-specific details

The reporting functionality goes beyond what is currently available in BruinBuy, allowing users to quickly see hold code descriptions and the member of their team associated with each invoice. 

The Dashboard's Anatomy

• Landing Page

• The landing page allows you to populate the dashboard based on organization code or department code. 
   
  NOTE: If you need to view the data for multiple departments under a single organization, search by organization and then manually select the departments of interest through the dashboard view. For more information, see "PART 1: Left Column" in the Dashboard View section.

• Dashboard View

• The dashboard view is broken into five parts:
   

  section	Description & Details
  Left Column	•  Populates filtered selection's outstanding H&I by amount and invoice count •  Allows you to further filter data by 1) H&I Invoice Date (i.e., date placed on H&I), 2) Department Code & Title, 3) Vendor ID & Short Name, and 4) CAO
  Days Outstanding Table	Displays filtered selection's H&I by outstanding days, amount, and invoice count
  H&I Summary by Department	•  Displays filtered selection's H&I details by department •  By default, this summary is sorted by highest invoice count. To update the sort settings, simply select a column header
  H&I Summary by Vendor	•  Displays filtered selection's H&I details by vendor •  By default, this summary is sorted by highest invoice count. To update the sort settings, simply select a column header
  H&I Hold Code Breakdown	•  Populates filtered selection's top five hold codes •  Codes that are not part of the top five are grouped into the "Other" category •  Hover over a section of the chart to easily see its details (additional hold code information can be found in the H&I Reference Document)

• Invoice Details View

• The invoice details view is an invoice-by-invoice report. It is accessed by selecting View Entire Invoice Detail in the top-right of the dashboard view. The data can be further filtered with the dropdowns in the header. A breakdown of the detail fields can be found below: 
   

  Field Name	Description
  Org Code	Invoice's organization number
  Org Title	Invoice's organization name
  Dept Code	Invoice's department number
  Dept Title	Invoice's department name
  Current CAO	Populates based on our current CAO/CFO list. If there is an error, please contact psg-news@finance.ucla.edu
  CAO Email	Populates based on our current CAO/CFO list. If there is an error, please contact psg-news@finance.ucla.edu
  Current CFO	Populates based on our current CAO/CFO list. If there is an error, please contact psg-news@finance.ucla.edu
  CFO Email	Populates based on our current CAO/CFO list. If there is an error, please contact psg-news@finance.ucla.edu
  PO Number	Invoice's associated purchase order (PO) number
  Reference Number	Additional information attached to the invoice (e.g., old PO number)
  Vendor ID	Also known as the Vendor Control Key (VCK)
  Vendor Short Name	Vendor's name
  Preparer Logon	Logon ID of the individual who prepared the PO in BruinBuy
  Contact Logon	Logon ID of the individual who requested the goods/services that are being purchased
  Contact Name	Name of the individual who requested the goods/services that are being purchased
  H&I Rep	Campus Purchasing & Payables representative who placed the invoice on H&I
  Invoice Number	N/A
  Invoice Days Pending on H&I	Days between H&I Invoice Hold Date and today
  H&I Invoice Hold Date	The date the invoice was placed on H&I
  Invoice Date	The date on the invoice
  Invoice Hold Reason Code	N/A
  Hold Code Desc	A description of the hold code. Additional information can be found in the H&I Reference Document
  Invoice Amount	N/A

• Exporting Data

• To export dashboard data: 

  1. Select View Entire Invoice Detail in the top-right of the dashboard view

  2. Apply desired filters via the header dropdowns

  3. Select the Download button located in the bottom of the screen

  

  4. Select Crosstab

  5. Select Drilldown

  6. Select Download

  A spreadsheet of your selected data will now download. 

Access

Use our H&I Dashboard Request Form to: 

• Request access
• Ask dashboard usability questions

 FAQs

• I am an administrator for multiple organizations – how can I see all my data at once?
• The dashboard can only display a single organization's data at a time.
  
  If you need to view the data for multiple departments under a single organization, search by organization and then manually select the departments of interest in the dashboard view. For more information, see "PART 1: Left Column" in the Dashboard View section.
• How do I know when the dashboard was last updated?
• You can see the latest Database Refresh Date in the top-left of the dashboard view. The data is always populated based on the previous business day. 
• My department isn't listed on the dashboard – what does this mean?
• Your department has no outstanding H&I invoices! The dashboard updates daily, so check back often to see if any H&Is have been added. 
• Why does the dashboard say "Null" in the CAO or CFO fields?
• "Null" is populated when we do not have the CAO's/CFO's name or email on file. If there is an error, please contact psg-news@finance.ucla.edu. 
• The dashboard is displaying the incorrect CAO/CFO information. What should I do?
• Please contact psg-news@finance.ucla.edu.