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Budget and Encumbrance Balance Analysis

Access this report using Reports>Reconciliations>Budget and Encumbrance Balance Analysis.

Use this report to check the budget and encumbered balances for all requisitions according to specific account codes (transaction information). This report supplements the Check Budget and Encumbrance Balances process, so you can verify the transaction lines being affected for the requisition, or it can also be used to review all requisition activity relative to your budget. (While creating and/or approving a requisition you can check the requisition against your budget using the Check Budget and Encumbrance Balances .)

With this report, you can print the amount of all requisitions (prior to being added to a purchase order) while viewing posted and unposted Encumbrances and Actual transactions through the report date range and comparing the sum of those items to the budget. The budget amounts are based on the Primary Budget Version selected by the Administrator using Organization>Set Up Modules>Budget>Budget Versions.

The account types and the segments that are included in this report were determined by the options selected by the Administrator using Organization>Set Up Modules>Budget>Primary Budget Controls. The only codes that display in the Available Columns are those that were defined on the Primary Budget Controls tab. Keep in mind that even though you may exclude certain segment columns in the report, the totals are calculated by all the segments specified on the Primary Budget Controls tab.

Note: If the Encumbrances module is not added for the active organization, the columns related to Encumbrances will not be available on this report.

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. Columns that use a period of Opening Balances Date through Ending Balances Date or Current Reporting Year Begins Date through Ending Balances Date, use the dates specified on the Setup tab of the report. However, if a column uses the Total Budget Ends Date, this date was assigned on the Options tab of the report.

Column	Description
{Segment Name} Code or Group Code	The actual code or group code assigned to the account, such as, 201, 05, or 45001.
{Segment Name} Title or Group Title	The actual title assigned to the account code or group code, such as, Housing or Service Fees.
{Segment Name} Short Title or Group Short Title	Usually the first 15 characters of the Account Title, such as, Housing or Svc Fees.
Requisition Number	The number assigned to the requisition.
Title	The title or description of the requisition.
Requisition Status	The current status of the requisition (the state of the requisition).
Requestor	The user who created the requisition.
Current Owner	The user who is currently assigned to the requisition.
Vendor ID	The vendor assigned to the requisition.
Vendor Name	The name associated with the vendor ID.
Date Required By	The date the requested items are needed.
Date Approval Needed By	The date the requisition must be approved.
Category Code	The category code for each requested line item.
Item Code	The item code for each requested line item.
Item Code Status	The status of the item code, such as, Active, Inactive, or Discontinued.
Item Description	The description for each requested line item.
Purchase Unit	For each requested line item or line item routed to Purchase Orders, the purchase unit of measure represents the Purchase Unit entered on the Create/Approve Requisitions form, such as case or gross.
Quantity	The quantity for each requested line item.
Unit Price	The monetary amount per unit for each requested line item.
Item Total	The total of each item that was requested (Quantity multiplied by Unit Price).
Requisitions Total	The amount of all requisitions that contain transaction line entries (this could be a G/L code only and/or all segment codes).
Current Period Unposted Encumbrance	This amount is calculated by taking the net amount of decreases and increases (for unposted encumbrances) for the period Opening Balances Date through the Ending Balances Date.
Current Period Posted Encumbrance	This amount is calculated by taking the net amount of decreases and increases (for posted encumbrances) for the period Opening Balances Date through the Ending Balances Date.
Current Period Actual	This amount is calculated by taking the net amount of actual decreases and increases for the period Opening Balances Date through the Ending Balances Date.
Current Period Combined Total	The sum of the Requisitions Total, Current Period Unposted Encumbrance, Current Period Posted Encumbrance, and the Current Period Actual for the period Opening Balances Date through the Ending Balances Date.
Current Period Budget	This amount is calculated by taking the net amount of budget decreases and increases for the period Opening Balances Date through the Ending Balances Date.
Current Period Budget Variance	This amount is calculated by taking the Current Period Actual, Current Period Unposted Encumbrance, Current Period Posted Encumbrance, and Requisitions Total less the Current Period Budget.
YTD Unposted Encumbrance	This amount is calculated by taking the net amount of increases and decreases (for unposted encumbrances) for the Current Reporting Year Begins Date through the Ending Balances Date of the current year.
YTD Posted Encumbrance	This amount is calculated by taking the net amount of increases and decreases (for posted encumbrances) for the Current Reporting Year Begins Date through the Ending Balances Date of the current year.
YTD 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.
YTD Combined Total	The sum of the Requisitions Total, YTD Unposted Encumbrance, YTD Posted Encumbrance, and the YTD Actual for the Current Reporting Year Begins Date through the Ending Balances Date of the current year.
YTD Budget	This amount is calculated by taking the net amount of budget decreases and increases for the period Current Reporting Year Begins Date through the Ending Balances Date of the current year.
YTD Budget Variance	This amount is calculated by taking the YTD Actual, YTD Unposted Encumbrance, YTD Posted Encumbrance, and Requisitions Total less the YTD Budget.
Total Budget	This amount is calculated by taking the net amount of decreases and increases for the period Opening Balances date through the Ending Balances date.
Total Budget Variance	This amount is calculated by taking the YTD Actual less the Total Budget.
Percent Total Budget Remaining	This amount, which is represented using a percentage, is calculated by taking the Total Budget less the YTD Actual, and then dividing the result by the Total Budget. When this percentage is added to the Percent Total Budget Used, they should equal 100%.
Percent Total Budget Used	This amount, which is represented using a percentage, is calculated by taking the YTD Actual divided by the Total Budget. When this percentage is added to the Percent Total Budget Remaining, they should equal 100%.

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
Total Budget	Select the start and end date you want to use to calculate and print total budget amounts. This range can exceed a 12 month interval.
Year-End Adjustments	Select this option to include year-end adjustments on the report.
Unfavorable Balance Only	Select this option to report only accounts showing unfavorable balances. For example, if the budget for an expenditure type account is $20,000 (USD) and the actual expenditures equal $21,000 (USD), there would be an unfavorable balance of $1,000 (USD). Similarly, if the budget for a revenue type account is $10,000 (USD) and the actual revenues equal $9,500 (USD), there would be an unfavorable balance of $500 (USD).
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.