A Tool for Campus Administrators
The campus hold (H) and incomplete (I) dashboard allows administrators to easily access, interpret, and action their unit's H&I backlog. Use this page to learn how to best leverage this resource.
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
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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 headerH&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 headerH&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
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Exporting Data
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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.