Available Budget Balances
Use this form to view the beginning balance, current activity, and ending available budget balances. You can filter on specific dates, accounts, and criteria to determine which data to display in the table.
Note: You must have full menu rights to these forms in order to view and access these buttons.
Available Budget Detail Information
Select the date range for the documents you want to display balances for in the table.
Document Date From: Defaults to one month prior to the current date. Select the calendar icon to select a date.
Document Date To: Defaults to the current date. Select the calendar icon to select a date.
Filters
Use filters to narrow down the range of accounts you want to display in the table.
Note: Drag-and-Drop individual filters between the Available Filters and Selected Filters fields.
Add All: to quickly add all of the Available Filters to the Selected Filters field.
Remove All: to quickly remove all of the Available Filters from the Selected Filters field.
Search: Enter characters in the Search field to quickly find specific Available Filters.
Clear Filter: Select to clear all selected filters and reset the filtering section of the form.
Apply Filter: Select to apply the selected filters and generate the results in the table.
Operator
When filtering data, select an operator and enter criteria to determine which data to display.
Select the drop-down link to see more on Operators
| Equal to (=) | Include the data equal to the value in Criteria 1. For example, if "Status" is the Selected Filter and "A (Active)" is the Criteria 1, then include all data with a Status of Active in the report |
| Not Equal to (< >) | Include the data not equal to the value in Criteria 1 |
| Greater Than (>) | Include the data that is greater than the value in Criteria 1 |
| Less Than (<) | Include the data that is less than the value in Criteria 1 |
| Between | Include the data that is between Criteria 1 and Criteria 2. To display a range of dates, numbers, or currency fields, use the Between and Not Between operators |
| Not Between | Include the data that is not between Criteria 1 and Criteria 2 |
| Like | Include the data that matches the value in Criteria 1. For instance, there are ten Vendors with the word Office as part of their Vendor ID (Office Max, Office Depot, Office Machines, etc.). You want to send them your change of address card, so you run a report that includes their addresses. Select Vendor ID as the Selected Filter, Like as the Operator, and enter "%office%" in Criteria 1. You cannot use this operator for dates, numbers, or currency fields |
| Not Like | Include the data that does not match the value in Criteria 1. For instance, you want to run a report that excludes all Vendors with the word Office at the beginning of their Vendor ID. You would need to select Vendor ID as the Selected Filter, Not Like as the Operator, and enter "Office%" in Criteria 1. You cannot use this operator for dates, numbers, or currency fields |
| In | Include the data that is equal to the values in Criteria 1. This allows you to include a non-sequential series of values in filter criteria. For example, type 123, 498, 301 in Criteria 1. (Do not use the drop-down list and make sure you type commas between the series.) The system then includes only those three values in your data |
| Not In | Exclude the data that is equal to the values in Criteria 1. This allows you to exclude a non-sequential series of values in filter criteria. For example, type 391, 111, 210 in Criteria 1. (Do not use the drop-down list and make sure you type commas between the series.) The system then excludes those three values in your data |
Criteria 1
Enter or select a value to compare with the item in the Selected Filter column. When using Like or Not Like, use "%" to represent any number of characters.
For example, you want results showing the Accounts Receivable offset account assignments. Since you only want information on AR accounts and they all begin with "AR," you would complete the criteria as follows:
- Selected Filter: Transaction Source
- Operator: LIKE
- Criteria 1: AR%
This filter limits the results to only transaction source codes that begin with AR, while the rest of the code could have any characters.
Please note the results if you choose the Like operator and the following criteria:
|
Criteria |
Result |
|
%AR% |
Returns data with a "AR" in any position |
|
AR% |
Returns data that begins with a "AR" |
|
%AR |
Returns data that ends with a "AR" |
Criteria 2
Enter or select a value for the end of a range if the Compares To contains the Between or Not Between operators.
Transactions Table
The Transaction Table displays the results of the filtering criteria that was applied above. This table supports the drill down feature, allowing you to view transactions from the document level through the detailed transaction level. You can expand and collapse the levels by clicking on the field in the first column of the table.
Table Functions
Filter: Select the Filter icon in the table heading to filter the information displayed in each column.
Search: Enter characters in the Search field to filter the list displayed in the table. For example, entering BP or BS will display only unposted sessions with a status of BP or BS.
Collapse All: Select to collapse any expanded tables.
Export: Select to export the filtered results in PDF or XLS format. The results are exported according your browser selection and settings.
Reset Grid: Select to reset the table to its default order. See the Tips and Shortcuts page for more information on reorganizing grids.
Table Data
Level 1: Original Document (Available Budget Balances)
{Segment Name}: The segment name being filtered on
Budget: The amount calculated by taking the net amount of budget decreases and increases for the Date From to the Date To
Actual: The amount calculated by taking the net amount of actual decreases and increases for the Date From to the Date To
Available Budget: The amount calculated by taking the Actual and Encumbrance less the Budget
Level 2: Related Document
Type: The entry type chosen during transaction entry
Transaction Type: The transaction type associated with the document, such as ARB, API, CL, or PRS
Document Number: The document number associated with the transaction code
Posted Amount: The amount applied to the account balance
ID: The ID associated with the document
Session ID: The session ID associated with the document
Document Date: The session date specific to this document
Document Description: The description entered on the transaction entry form
Level 3: Transactions
{Segment Name}: The system displays one column for each valid segment
Debit: The debit amount for the transaction line
Credit: The credit amount for the transaction line
Entry Type: The entry type chosen during transaction entry — Normal (N), End of Year Adjustment (A), Adjust Opening Balance (AO), Beginning Balance (UO), or System Opening Balance (SO)
Effective Date: The effective date entered during transaction entry
Transaction Description: The description entered for the transaction line item