Summary

The Budget Status Report displays the current budget amount compared to the activity during a certain period of time. This report will also display the amount encumbered on purchase orders.

Step by Step

1     Open the Budget Status window (GL> Reports> Budget Status).

2     Configure the report.

• The Account From and Account To fields are used to filter the report by a specific range of GL accounts.
• Enter part of a GL account number to filter the report to include the accounts in specific GL account sections.
  • The function of the Account From and Account To fields will change depending on the GL account numbers entered into the window.
  • Each GL account section will be evaluated separately using the following criteria:
    • If the value in a GL account section is the same in the Account From and Account To fields, then only GL accounts that have that value in that section will be included on the report. For example, if you enter 01-20- and 05-20 in the Account From and Account To fields, all GL accounts between fund 01 and 05 with department 20 will be included on the report (01-20-001, 02-20-545, 03-20-111, 04-20-999, 05-20-555, etc.).
    • If the value in a GL account section is not the same, then that section of the GL account will be treated as a range. For example, if you enter 1-1-0001 and 1-1-0050, the fund and department sections are the same, so only GL accounts that are 1-1- will be included on the report. Since the account number portion of the GL account is different ( - -0001 and - -0050), that section will be treated as a range. The report in this example will include all GL accounts between 1-1-0001 and 1-1-0050.
  • Click the Account From or Account To field search icons to select the account number from a list. Make sure you select the correct fiscal year when selecting a GL account number. If the GL account does not exist in the fiscal year selected in the Fiscal Year field, then no information will display on the report.
• The Period From and Period To fields are used to filter the transactions that are included in the report. The transactions are filtered by fiscal period.
  • The transactions included in the report will display in the Period Amount column.
  • You can view the fiscal period of the transactions on a GL account using the History tab of the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> History tab> Period column).
• Check the Include inactive accounts toggle if you would like to include inactive GL accounts on the report. If you do not check this toggle, any GL account that is set up as inactive will not be included.
  • GL accounts are inactive if the Account is active toggle is not checked on the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> General tab).
• Check the Include uncommitted JEs toggle if you would like to include uncommitted manual journal entries transactions (GL> Journal Entries) on the report.
  • Checking this toggle will only include journal entry line items in an open GL> Journal Entries batch. If a GL account is attached to an AP module invoice (AP> Invoices) and the Invoices batch has been reached the GL Distribution step, the journal entry created by that invoice will not be included on the report.
• Check the Break by fund toggle if you would like to insert a page break after each fund included on the report.
• Check the Break by Department toggle if you would like to insert a page break after each department included on the report.
• Check the Show Overbudget Accounts Only toggle to limit the report to accounts with a negative YTD variance.
• The Budget Amount column displays the current budget amount on the GL account. The budget amount includes budget adjustments that have been created and committed in the Budget Adjustments process (GL> Budget Adjustments).
  • You can view the current budget on a GL account using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Budget tab).
• The Period Amount column displays the transactions that have been included in the report based on the fiscal periods selected in the Period From and Period To fields.
  • This column will include transactions in uncommitted GL Journal Entries batches if the Include uncommitted JEs toggle was checked when the report was generated.
• The YTD Amount column displays the year to date amount of the selected GL accounts.
  • This column will include transactions in uncommitted GL Journal Entries batches if the Include uncommitted JEs toggle was checked when the report was generated.
• The YTD Variance column displays the budget amount less the YTD amount.
• The Encumbered Amount column displays the amount that has been encumbered on purchase orders.
  • An encumbrance is created when a GL account is attached to a purchase order line item and the purchase order is then committed.
• The Available column displays the YTD Variance less the Encumbered Amount.
• The Percentage Available column displays the Available amount divided by the budget amount. This will displays as a 0 if the budget amount is less than the available amount.

3     Print the report.

• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select PDF to print the report in the default Springbrook PDF format.
  • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once a print option is selected, that option will automatically be selected the next time you access the report. For example, if you select Excel from the drop-down menu, the next time you access the report the Excel button   will be displayed by default.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• Users can also regenerate a report with the same configuration as a prior report via the report history section. This can help improve efficiency when an identical report is frequently generated.
  • Once a report has been generated, the date and time it was generated will display in the report history accessed via the Expand Arrow button on the right side of the window.
  • Expand the report history and click on a previous report record to automatically populate the report criteria with the criteria specified on the previously generated report. This section will display the last three times the report was generated.