Example: Asset Roll Forward Composite Report

Administrator Guide

This example illustrates how to create a custom report that uses a matrix subreport to enable dynamic reporting.

As an asset accountant, you want to view the cost and accumulated depreciation of assets for a given reporting period. You want your report to:

Group assets by Spend Category
.

Display columns that summarize changes in asset cost and accumulated depreciation.

Create a pivot table from the journal source.

Enable you to drill down to view the details for reported amounts.

Calculate the summary for preceding and current reporting periods.

Filters and data are specific to your Workday tenant and might be different from the suggested values in this example. Use these values as guidance.

Security: These domains in the Financial Accounting functional area:

Reports: Financial Accounting

Reports: Organization Financial Reporting

Security: These domains in the System functional area:

Custom Report Creation

Manage: All Custom Reports

Access the

Create Custom Report

task and enter these values:

Field	Value
Report Name	Enter a unique name for your custom matrix subreport.
Report Type	Matrix
Data Source	Journal Lines for Financial Reporting

Select the

Optimized for Performance

check box.

Click

From the

Data Source Filter

prompt, select Journal Lines for Company and Reporting Time Period
.

In the

Matrix

tab, add this row to the

Row Grouping

grid:

Group by Field	Sort Rows
Spend Category as Worktag	Row total - Descending

Add this row to the

Column Grouping (Optional)

grid:

Group by Field	Sort Columns
Journal Source	Column total - Descending

Add this row to the

Define the Field(s) to Summarize

grid:

Summarization Type	Summarization Field	Format
Sum	Translated Debit Minus Credit Amount	#,##0.00

Click the

Drill Down

tab.

In the

Group By Fields

section, select the

Sort Dimensions Alphabetically

check box.

At the

Fields That Can Be Summarized

prompt, select Specific Fields
.

Add this row to the

Drillable Fields

grid:

Field	Label Override	Sort
Journal	Journal	Total - Descending

Add these rows to the

Detail Data

grid:

Order	Field	Column Heading Override	Format
1	Ledger Account
2	Accounting Date
3	Spend Category as Worktag
4	Journal Source	Transaction
5	Translated Debit Amount	Debit Amount	#,##0.00
6	Translation Currency	Currency
7	Worktags

Add these rows to the

Sort

grid:

Order	Field	Sort Direction
1	Ledger Account	Alphabetical - Ascending
2	Accounting Date	Alphabetical - Ascending

Click the

Filter

tab and add these rows to the Filter on Instances
grid:

Order	And/Or	Field	Operator	Comparison Type	Comparison Value
1	And	Ledger Account Type	exact match with the selection list	Value specified in this filter	Asset
2	And	Spend Category as Worktag	is not empty
3	And	Journal Source	in the selection list	Prompt the user for the value	Default prompt

Click the

Prompts

tab.

Select the

Populate Undefined Prompt Defaults

check box.

Workday populates the

Prompt Defaults

grid, then clears the check box.

Select the

Display Prompt Values in Subtitle

check box.

Verify these rows in the

Prompt Defaults

grid:

Order	Field	Prompt Qualifier	Label for Prompt	Default Type	Required	Do Not Prompt at Runtime
1	Company			No default value	Checked	Unchecked
2	Ledger			No default value	Checked	Unchecked
3	Period			No default value	Checked	Unchecked
4	Time Period		Reporting Interval	No default value	Checked	Unchecked
5	Book		Accounting Book	No default value	Unchecked	Unchecked
6	Amount Type			No default value	Checked	Unchecked
7	Report Effective Date			No default value	Unchecked	Checked
8	Plan Structure			No default value	Unchecked	Checked
9	Calculate Translation Gain or Loss			No default value	Unchecked	Checked
10	Calculate Current Year Retained Earnings			No default value	Unchecked	Checked
11	Eliminations Only			No default value	Unchecked	Checked
12	Ledger Accounts and Summaries			No default value	Unchecked	Checked
13	Perform Intercompany Eliminations			No default value	Unchecked	Checked
14	Perform Interworktag Eliminations			No default value	Unchecked	Checked
15	Balancing Worktags			No default value	Unchecked	Checked
16	Journal Source	Default Prompt		No default value	Checked	Unchecked
17	Account Translation Rule Set			No default value	Checked	Unchecked
18	Translation Currency			No default value	Checked	Unchecked

Click

, then

Done

Access the

Create Custom Report

task and enter these values:

Field	Value
Report Name	Enter a unique name for your Asset Roll Forward Composite Report.
Report Type	Composite

Add this row to the

Business Object Enabled for Filtering and Grouping

grid:

Business Object	Hierarchy Structure
Spend Category

Click

From the related actions menu of column

, select

Define

Control Field

Enter these values:

Field	Value
Column Name	Spend Category
Business Object	Spend Category

Click

From the related actions menu of column

, select

Define

Data

Enter these values:

Field	Value
Column Name	Assets Beginning Balance
Sub Report Name	Select the custom matrix subreport you previously created. Workday populates the Map Sub Report Prompts grid with the prompt values you defined in the subreport.

Specify these rows in the

Map Sub Report Prompts

grid:

Prompt Field	Value Type	Value
Amount Type	Specify Value	Beginning Balance
Journal Source	Specify Value	Asset Adjustment Asset Disposal Asset Impairment Asset Reclassification Asset Transfer Asset Intercompany Transfer Supplier Invoice

From the

Field to Aggregate

prompt, select Sum of Translated Debit Minus Credit Amount
.

Click

Starting with column

, repeat steps 26 to 30. Use the table below as reference for the

Column Name

and

Map Sub Report Prompts

Column	Column Name	Prompt Field	Value Type	Value
C3	Acquisition	Amount Type	Specify Value	Beginning Balance
C3	Acquisition	Journal Source	Specify Value	Supplier Invoice
C4	Adjustment	Amount Type	Specify Value	Activity
C4	Adjustment	Journal Source	Specify Value	Asset Adjustment
C5	Impairment	Amount Type	Specify Value	Activity
C5	Impairment	Journal Source	Specify Value	Asset Impairment
C6	Reclassification	Amount Type	Specify Value	Activity
C6	Reclassification	Journal Source	Specify Value	Asset Reclassification
C7	Transfer	Amount Type	Specify Value	Activity
C7	Transfer	Journal Source	Specify Value	Asset Transfer Asset Intercompany Transfer
C8	Disposal	Amount Type	Specify Value	Activity
C8	Disposal	Journal Source	Specify Value	Supplier Invoice
C9	Asset Ending Balance	Amount Type	Specify Value	Ending Balance
C9	Asset Ending Balance	Journal Source	Specify Value	Asset Adjustment Asset Disposal Asset Impairment Asset Reclassification Asset Transfer Asset Intercompany Transfer Supplier Invoice
C10	Depreciation Beginning Balance	Amount Type	Specify Value	Beginning Balance
C10	Depreciation Beginning Balance	Journal Source	Specify Value	Depreciation Depreciation Adjustment
C11	Depreciation	Amount Type	Specify Value	Activity
C11	Depreciation	Journal Source	Specify Value	Depreciation
C12	Depreciation Adjustment	Amount Type	Specify Value	Activity
C12	Depreciation Adjustment	Journal Source	Specify Value	Depreciation Adjustment
C13	Depreciation Ending Balance	Amount Type	Specify Value	Ending Balance
C13	Depreciation Ending Balance	Journal Source	Specify Value	Depreciation Depreciation Adjustment

Click the gear icon to access the

Edit Composite Report Settings

task.

Click the

Prompts

tab.

In the

Runtime Date Prompts

section, enter:

Field	Value
Effective Date	Use date and time at runtime
Entry Date	Use date and time at runtime

Select the

Populate Undefined Prompt Defaults

check box.

Workday populates the

Prompt Defaults

grid, then clears the check box.

Verify these values in the

Prompt Defaults

grid:

Order	Field	Label for Prompt	Default Type	Required	No Not Prompt at Runtime
1	Company		No default value	Checked	Unchecked
2	Ledger		No default value	Checked	Unchecked
3	Book	Accounting Books	No default value	Unchecked	Unchecked
4	Time Period	Reporting Interval	No default value	Checked	Unchecked
5	Period		No default value	Checked	Unchecked
6	Amount Type		No default value	Checked	Unchecked
7	Translation Currency		No default value	Checked	Unchecked
8	Account Translation Rule Set		No default value	Checked	Unchecked

Click

From the related actions menu of row

, select

Define

Combine Data

Enter a name in the

Row Name

field.

Click

From the related actions menu of row

, select

Define

Calculation

Enter these values:

Field	Value
Row Name	Total
Calculation Type	Sum
Rows	R1 (Combine Data row)
Style	Decimal Number 2 Places

Click

Run

To create your report, select values from the required prompts.

The asset roll forward report:

Accesses the journal line as its primary object.

Uses reporting time periods as relative time spans.

Includes journal lines that are in Posted
or Pro Forma
status.

Excludes journal lines that are in Canceled
, Error
, or Draft
status.

After you create your report definition, you can share it with organization members that have the appropriate security level.

Steps: Create Composite Reports