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STANFORD UNIVERSITY

INFORMATION TECHNOLOGY SERVICES

Billing Reports Using the OrderIT Web Site

There are two types of billing reports available on the OrderIT web site: Account Usage reports and Client reports.

Account Usage Report

The Account Usage report is found in the Reports section. This report has been available as a billing statement since 2003. This report is available in four formats:

  • Excel - Depending on your browser, download may be blocked. If so, right-click the yellow bar for options. Choose Download File. The File Download dialog box appears. Choose Open. The report then opens in Excel.
  • HTML - Report appears as a popup window.
  • PDF - Adobe Acrobat Reader opens and displays billing report in a separate window.
  • PDF (no page breaks) - Adobe Acrobat Reader opens and displays billing report in a separate window. Recommended for printing billing reports.

Client Reports

Starting in March 2007, Information Technology Services has provided fourteen new reports to better meet your reporting needs. These new reports can be found in the Client Reports section. These reports break into two major categories - reports for the current billing month and reports for any month in the past two years. Additionally, reports are available in PDF or Excel format. In general, the Excel format reports include additional detail above and beyond the information contained in the PDF version. The PDF version is formatted to be easy to read.

Latest Billing Month

PDF

  • ITS_Bill_01 Summary PDF
    Displays billing summary for latest billing month

  •  ITS_Bill_02 Detail PDF
    Displays billing detail for latest billing month

Excel

  • ITS_Bill_03 Detail (Non-Usage) Excel
    Displays billing detail of non-usage data in Excel format for latest billing month

  • ITS_Bill_04 Detail (Usage) Excel
    Displays billing detail of usage data in Excel format for latest billing month

  • ITS_Bill_05 Detail By Org (Non-Usage) Excel
    Displays billing detail of non-usage data by org in Excel format for latest billing month

  • ITS_Bill_06 Detail By Org (Usage) Excel
    Displays billing detail of usage data by org in Excel format for latest billing month

Past 24 Months

These are the same reports, but instead of accessing the current month you can access any month's billing statement for the past two years.

PDF

  • ITS_Bill_07 Summary PDF - Historical
    Displays billing summary for a month in last 24 months

  • ITS_Bill_08 Detail PDF - Historical
    Displays billing detail for a month in last 24 months

Excel

  • ITS_Bill_09 Detail (Non-Usage) Excel - Historical
    Displays billing detail of non-usage data in Excel format for a month in last 24 months

  • ITS_Bill_10 Detail (Usage) Excel - Historical
     Displays billing detail of usage data in Excel format for a month in last 24 months

  •  ITS_Bill_11 Detail By Org (Non-Usage) Excel - Historical
    Displays billing detail of non-usage data by accounting org in Excel format for a month in last 24 months

  •  ITS_Bill_12 Detail By Org (Usage) Excel - Historical
     Displays billing detail of usage data by org in Excel format for a month in last 24 months

Tips for Running Client Reports

The new Client Reports are easy to run. Just keep these helpful tips in mind.

  • Click on the desired report in the list. A second frame appears where you can specify your report criteria.
  • There's no need to change anything in the Select the output format box. This is pre-selected based on the report you chose. Remember to choose the appropriate PDF or Excel version of the report.
  • For the Email Notification box, it defaults to sending no email, but you can select to have the report sent to you by email. It sends the complete report so that you can review it as many times as you wish.
  • For the Latest Billing Month reports, the most recent billing month is pre-selected. For the Last 24 Months reports, it will default to the most recent billing month. Use the drop-down box to select any month in the past two years.
  • For the Account Number, start by clicking Search. The Account Search page shows up as a pop-up. Make sure you have your pop-up blockers turned off!
  • When searching for an account number, you can enter the whole PTAO, or just the project, or enter a % sign and an Award or Org. Example: entering %CPAJ will return a list of accounts with CPAJ as the Org.
  • Be sure to narrow your search as much as possible. This will help the search run fast, and the search page can't return more than 75 results. You'll get an incomplete list if there are more than 75 accounts that match your search.
  • Select only one account and click Apply. If you select more than one account, the report will display the first in the search result list.

Additional information and step-by-step instructions can be found in the Training Guide.

Also, you have the option to capture and schedule your client reports. This allows you to set the parameters for the report once and have the report run and emailed to you automatically every month. This interactive tutorial will guide you through the process.

Expenditure Types

There are thirteen Expenditure Types on Oracle financial statements where you can find IT Services charges. They are:

Expenditure Code

Expenditure Type Description
(always with prefix “Interdept ITS”)

Description
58210 Communications Phone, voicemail, cellular
*58220 Billable Calls Billable Calls
*58230 Network Access Net-to-Jack, wireless, DSL
*58240 Video Services Video Services
*58250 Service Level Agreements SLAs
*58260 Circuits Fiber, phone, alarm
*58270 Const Projects CUP projects, wiring projects
58280 Campus Card Svs Campus Card Services
58310 Tech Trng Technology training classes
58325 Data Ctr Svcs Servers
58340 Desktop Consltg CRC consultants
58375 Software Sales Software
58450 Spon SUNet ID Sponsored SUNet IDs
*New Expenditure Types added March 2007.

Last modified Friday, 10-Apr-2009 01:29:27 PM


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