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Detail Budget/Actual Transactions

Access this report using Reports>Budget>Detail Budget/Actual Transactions.

Use this report to review the effect that actual, budget, and encumbrance transactions have on available budget during a specific period. It includes Budget, Actual, Encumbrance, and Available Budget numeric columns for reporting your data. The budget amounts are based on the Budget Version selected on the Options tab.

Currency fields follow the formatting of the organization's functional currency. The functional currency was determined by the Administrator when the organization was created (File>New Organization>Functional Currency panel).

This is a detail style report that can print data in detail or summary. When the "Summarize Amounts" option is selected on the Options tab, the detail entry amounts are netted together creating a summary amount due. They are grouped by Account Code, Transaction Source, Session ID, Document Number, Document Date, and Effective Date. However, when this option is not selected, the system prints each individual record.

Use this tab to assign a report name and determine whether or not to include it on the actual report. The report name can be printed in the header or the footer of the report.

Specify the reporting period for this report by entering a Current Reporting Year Begins date and the Current Period Dates.

Use this tab to determine what data to include in the report and to define the report layout.

By selecting Available Items, the data is divided onto separate pages. The report starts a new page for each item, and the item is printed in the page header of the report.
By selecting Available Columns, the data that appears in the body of the report is determined.

Column	Description
Account Code	The actual code or group code assigned to the account, such as 201, 05, or 45001.
Account Title	The actual title assigned to the account code or group code, such as Housing or Service Fees.
Account Short Title	Usually the first 15 characters of the Account Title. The report prints an account short title, such as Housing or Svc Fees.
Transaction Source	The document's transaction type, such as APC, API, APM, APS, APV, ARB, ARC, ARM, ARP, ARS, BD, CD, CDS, CL, CR, CRS, ENC, ENL, JV, JVA, JVD, PRC, PRS, PRC, or VCK. The report prints the code in the heading of the report.
Session ID	The session ID assigned to the batch of documents.
Session Date	The date of the session.
Session Description	The description of the session.
Document Number	The document number that was entered on the transaction entry form.
Document Date	The date of the document.
Document Description	The description of the document.
ID	If the Accounts Payable, Accounts Receivable Reporting, or Payroll modules are installed, this is the Vendor ID, Customer ID, or Employee ID assigned.
Name	The name on checks/vouchers.
Source	A source of Customer, Vendor, Employee, or Payroll Processing Group. The report shows C, V, E, or P. This column is only available if the Accounts Payable, Accounts Receivable Reporting, and/or Payroll modules are installed.
Effective Date	The line item's effective date.
Entry Type	The entry type chosen during transaction entry—Normal, End of Year Adjustment, Adjust Opening Balance, or Beginning Balance. The system prints an N, A, AO, or UO. In order to include transactions for End of Year Adjustment and Beginning Balance, these options must be selected using the Options tab.
Transaction Description	The transaction description of the document.
Budget	This amount is calculated by taking the net amount of budget decreases and increases (based on the budget version selected on the Options tab) for the period Current Reporting Year Begins Date through the Ending Balances Date of the current year. These dates were specified on the Setup tab.
Actual	This amount is calculated by taking the net amount of actual decreases and increases for the period Current Reporting Year Begins Date through the Ending Balances Date of the current year. These dates were specified on the Setup tab.
Encumbrance	This amount is calculated by taking the net amount of encumbrance increases and decreases for the Current Reporting Year Begins Date through the Ending Balances Date of the current year. These dates were specified on the Setup tab. (This column displays only if the Encumbrances module is installed.)
Available Budget	This amount is calculated by taking the Actual and Encumbrance less the Budget.

Use this tab to narrow down and more explicitly define the data to include in the report by selecting from the Available Filters.

Use this tab to designate the Group Sets for the report. Groups provide an alternate way of reporting summarized accounting data. Selecting a group code on the report is the same as filtering by group code on the entire report. Any accounts not included in a Group Set will not be included in the report. In order for groups to be applied to the report, the group selected on the Groups tab must also be selected in at least one of the following: Content tab or Filter tab.

Use this tab to set up any Available Options for the report.

Options	Description
Budget Version ID	Select a budget version ID from the drop-down list. The Budget Versions were created by the Administrator using Organization>Set Up Modules>Budget>Budget Versions. Versions listed have the status of Active and Inactive.
Year-End Adjustments	Select this option to include year-end adjustments on the report. This entry type was designated during transaction entry.
Opening Entries in Detail	Select this option to include opening balances (system or user opening entries) in detail. This entry type was designated during transaction entry.
Summarize Amounts	Select this option to add amounts together and display one line item with the total amount. All document information must be identical for the system to add items together.
Suppress Lines with All Zeros	Select this option so that documents with zero amounts do not print. This eliminates records having zero in all amount columns. If it is not selected, every line prints, even if it has a zero value.

Use this tab to change the font and page setup for a report.

Use this tab to secure the active report so that other users cannot save their changes to it. The user that selects the check box, and then saves the report, is the only user that can change or save it later. This check box cannot be cleared by any user other than the user that locked the report.