Available Budget Balances

Access this form using Activities>Display Balances>Available Budget Balances.

Use this form to view balance and activity information from Budget to Actual and Encumbered, either on a specific date or within a date range. This information is calculated at the transaction level. That means all transaction line items with the same Type, Transaction Type, Effective Date, Document Number, and Session ID/Document Date will be consolidated into one line item. You can also drill down to source documents for budget, actual, and encumbrance.

You are required to filter on specific accounts and GL report groups in the Display Accounts group box. Then click the Display button and only those accounts will display in the Balances table. If a wide Date From/Date To range is entered, it takes longer for the system to display the data. If needed, click the Clear button to clear all boxes on the form and the document information in the table.

Invalid account code combinations are not validated on this form; therefore, you can view balances for both valid and invalid account code combinations.

 

Date Range for Balances Date From, Date To: Select the date range for the documents you want to display balances for in the table. If the same date is selected for both boxes, the documents created on that day will display. This filter only applies to the original document (Level 1); the associated documents are not filtered on these dates.

Display Accounts: This group box contains your segments and G/L report groups. You are required to filter on at least one segment. Click Display to view the filtered data.

• Available Filter, Selected Filter: Select a segment in the Available Filter column, and click the Mover ( > ) to move it to the Selected Filter column. Once an item is in the Selected Filter column, set up its filtering criteria. Then, the Balances table is limited to the data that falls within the designated filter criteria.
• Compares To: Select an operator from the drop-down list.
• Criteria 1: Enter a value to compare with the item in the Selected Filter column.
• Criteria 2: Enter a value for the end of a range if the Compares To column contains the Between or Not Between operators.

Balances Table: This table supports the drill down feature. This feature allows you to view transactions from the document level through the detailed transaction level. You can click on the plus (+) sign next to a transaction to expand the outline. When an item has been expanded, the plus (+) sign becomes a minus (-) sign. To collapse an item, simply click the minus sign. The following sample shows the three levels of detail:

 

Level 1—Original Document

Level 2—Related Document (all applicable documents, including the original)

Level 3—Transaction (all transactions lines for an original or related document)

Level 1: Original Document
{Segment Name}: The system displays the segment or G/L report group name being filtered in the Display Accounts group box.
Budget: The system displays the total amount of the budget documents within the date range for that segment code, such as Fund 01, Fund 02, or Fund 03. This only includes documents with a transaction type of BD. This amount is for available budget, not posted budget balances. The budget is based on the selected Primary Budget Version.
Actual: The system displays the total amount of non-budget documents within the date range for that segment code, such as Fund 01, Fund 02, or Fund 03. This includes all documents except those with a transaction type of BD, ENC, or ENL.
Encumbrance: The system displays the total amount of the encumbrance and encumbrance liquidation documents within the date range for that segment code, such as Fund 01, Fund 02, or Fund 03. This only includes documents with a transaction type of ENC and ENL.
Available Budget: The system displays the net amount for the segment code. This is calculated by subtracting the Actual and Encumbrance amounts from the Budget amount. However, if GL is not selected as the segment, this is calculated by adding the Budget, Actual, and Encumbrance amounts.

Level 2: Related Document
Type: The system displays the type of transaction—Budget, Actual, or Encumbrance.
Transaction Type: The system displays the transaction type. If the type is Budget, this will always be BD. If the type is Encumbrance, this will always be ENC or ENL. A type of Actual will be associated with all other transaction types, such as CR, API, PRS, or JVD.
Document Number: The system displays the document number.
Posted Amount: The system displays the consolidated amount for all transaction entry lines.
ID: The system displays the ID associated with Transaction Type, such as a vendor ID, customer ID, or a processing group code.
Session ID: The system displays the document's session ID.
Document Date: The system displays the document date.
Document Description: The system displays the document description.

Level 3: Transaction
{Segment Name}: The system displays one column for each valid segment. If account level security is applied, you may not see some segments and/or account codes. If you do not have access to one or more accounts, you will not see that record.
Source Currency: The system displays the source currency of the transaction, such as USD, MXN, or CAD.
Source Debit, Source Credit: The system displays the source debit or credit amounts for the transaction line.
Rate: The system displays the exchange rate for the transaction line.
Debit, Credit: The system displays the functional debit or credit amounts for the transaction line.
Invoice Currency: The system displays the invoice currency, such as USD, MXN, or CAD, for Accounts Payable or Accounts Receivable transaction lines.
Invoice Debit, Invoice Credit: The system displays the invoice debit or credit amounts for Accounts Payable or Accounts Receivable transaction lines.
Entry Type: The system displays the transaction's entry type—N (Normal), A (End of Year Adjustment), AO (Adjust Opening Balance), (UO) Beginning Balance, or SO (System Opening Balance).
Effective Date: The system displays the effective date for the transaction line
Transaction Description: The system displays the transaction line item's description.