Using the Responsibility Centre Report
The report is designed to be able to access both staff and ministry responsibility centres (RCs). The report uses a profile to access your data from all sources; The new NetSuite system, the previous DataServer (Staff Portal) and your U.S. accounts.
WHAT IS A PROFILE?
There is a unique user code for each user and each user can have multiple “profiles”. A profile is the combination of a user and the accounts they are allowed to access on the various systems (NetSuite, DataServer (Staff Portal) or U.S.). If you had access on the previous Staff Portal system you will have more than one user code and profile because a new one has also been set up for you in NetSuite.
Staff RCs: In NetSuite, a supported staff member has a responsibility centre which is associated with their staff unit record and a unique Key email address. Together these form a profile which can be selected on the Responsibility Centre Report.
Ministry RCs: Someone who needs to see transaction details on a ministry RC must have their NetSuite account associated with a NetSuite “Data Access Profile”. Each ministry must create their own Data Access Profiles in NetSuite which identify groups of RC’s to display in the Responsibility Centre Report. See your national financial manager or Area Financial Leader to create Data Access Profiles for your ministry in NetSuite.
GETTING SET UP
The first step is to have a “Key” account that will allow you to access the report’s data. Without this you cannot log into the report. If you can log into NetSuite, then you already have a Key account.
To get a Key account, go to http://bit.ly/key-test and click “Create Account”
GO TO THE REPORT
Use this URL to access the report and login : Responsibility Centre Report
AFTER LOG IN
The report will appear with the selection “pick lists”:
- First, select the Source of the report (Dataserver / Staff portal, NetSuite or US).
- Select the User / Profile using the down arrow on the control.
- Next, select a Financial Account from the financial account description picklist. There may be more than one.
- Next, select a Calendar Year. Only the available years that have data will appear.
- Finally, select a Calendar Month. It is possible to choose a month that has no data (like future months or months before the new system started). When there is no data in that month, a message will appear on the top of the report saying, “There is no activity in this month. Choose a different Year / Month.”
NOTE: The three picklists on the right can be ignored. They are needed by the report but are auto-completed.NOTE: You should select the various combinations of User, Profile and Financial accounts until you are familiar with the various profile options. Keep in mind that all combinations may not have data in all periods.
ABOUT THE REPORT
The assessments, donations and foreign donations as well as credit card fees are summarized for the month. There are some differences between the reports for NetSuite, Staff Portal and the US report in this regard due to the differences in the systems and the data.
EXPORT TO EXCEL
CHANGING THE DATE AND LANGUAGE SETTINGS
The default date and language settings are for the United States. You can easily change them to your own country or preference as follows:
Choose the ‘My Account’ settings by clicking on the picklist arrow at your ‘signed in as’ indicator.
This dialog will appear.
Choose the Locale and then the User Interface Language.
Some of the user interface menu items and instructions will now be in your language.
NOTE! > It might be necessary to close your browser and log back into the web page if things don’t seem to be working right.