Detail Budget/Actual Transactions Report

To access this report, go to 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.

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.

Note: If you're not familiar with the MIP Report Builder, see Report Builder for an introduction.

You can choose to use the report as-is by selecting Export or View, or make edits to the report by selecting Edit.

If you choose to make edits to the report, the Report Builder page will display. From this page, use the Setup tab to choose the columns you'd like to appear on the report. You can rename the columns under the Column Heading.

 

The following columns are available to include in the report:

 

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 .
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 .
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 . (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 the Filter tab to narrow down and define the data using the available filters.

Use the Options tab to Summarize Amounts on the report, to implement security features, and more.

• "Budget Version" - Select a budget version ID from the drop-down list.

• Select "Summarize Amounts" 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.

• Select "Do Not Allow Changes to this Report" to secure the report so that other users cannot save their changes to it. This option can only be undone by the user that locked the report.

• Select "Year End Adjustments" to include year end adjustments on the report. This entry type was designated during transaction entry.

• Select "Open Entries in Detail" to include opening balances (system or user opening entries) in detail.

• Select "Replace total debits and credits with Balance" to show the net amount for each segment where totals have been requested. Otherwise, the report displays the total debits and total credits for each segment.

• Select "Suppress Lines with All Zeros" 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 the Layout tab to change the font and page setup for a report.