Budget Status Report - PS Financials

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Business Process: Querying and Printing Budget Status Reports

The Budget Status report for revenues displays budgeted revenue, recognized revenue, collected revenue and the available budgeted revenue remaining and the Budget Status expense reports displays budgeted expense, associated revenue, pre-encumbrance, encumbrance, expense and the available budgeted expense balance for the chosen ChartField criteria at either the cabinet level or department level. There are numerous ways to vary the sequence and criteria of the Budget Status and a subtotal(s) can be utilized with the criteria. The report can be run for either revenue or expense, but not both at the same time. The following is a basic presentation of a revenue budget Status Report queried at the department level. Since the returned columns are different for revenue and expense reports, another example is included to display an expense Budget Status run at the cabinet level.

Refer to the Inquiries using Budget Overview document for additional information on navigation.

Create Run Control ID/Find An Existing Run Control ID:

A Run Control ID (or Inquiry Name) is a unique identifier defined by the user to access the Budget Reports. Run Control IDs can be up to 30 characters, cannot contain spaces, are case sensitive and cannot be accessed by other users.

A new value must be created from the Add a New Value tab if a Run Control ID does not exist. For running a broad range of reports in which the criteria will change, we recommend using a single Run Control ID with your NAU User ID as the name. For frequently run reports in which the criteria will not change, another Run Control ID can be created to save the criteria. However, if the criteria is changed, the new criteria is automatically saved in place of the initial criteria.

  • Commitment Control>Budget Reports>Budget Status

 Budget Status

Add a New Value

Run Control ID: Enter a Run Control ID in this field.

Add

 Budget Status

Once Run Control ID(s) are created, use the Find an Existing Value tab to search for the appropriate Run Control ID.

Find an Existing Value

Search

Click Run Control ID created.

 

 

Selecting ChartFields from the ChartField Selection Grid:

The ChartField Selection grid enables you to select the ChartFields combinations you want to view in your report. You will first need to select the appropriate Unit and Ledger Group in the header section and then click Refresh to populate the ChartField Grid.

 Commitment Control Budget Status Report

*Unit: NAUBU for Commitment Control

*Ledger Group: KK_DEP_EXP, KK_DEP_REV, KK_CAB_EXP or KK_CAB_REV for State and Local funds. For this example select KK_DEP_REV.

Refresh

Click Include CF box for values to be included in your report and Subtotal for the Subtotal values to be included in your report.

Use the Value fields to enter ChartField values for the budgets you want to report on.

Enter the Sequence that you would like the ChartFields to appear in on your report.

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Note: Not all ChartFields need to be used. The ChartField selected with the last Sequence will not Subtotal in the report. The Ledger Group selected must match the appropriate Department (either Cabinet or DepartmentID). A report with no values will return for mismatches between Ledger Groups and Departments.

 

 Commitment Control Budget Status Report

Fund: State, designated or auxiliary fund selection; Select a single Fund, a Range of Funds or leave blank for all Funds

Department: DepartmentID or Cabinet depending on the Ledger Group; For KK_DEP_EXP and KK_DEP_REV Ledger Groups enter one DepartmentID or a range of DepartmentIDs; For KK_CAB_EXP and KK_CAB_REV Ledger Groups enter one Cabinet or a range of Cabinets

Account: Expense or revenue at the class or category level depending on the Ledger Group; Class level must be used with the KK_DEP_EXP and KK_DEP_REV Ledger Groups and category level must be used with the KK_CAB_EXP and KK_CAB_REV level Ledger Groups; Enter one Account, a range of Accounts, or leave blank for all Accounts

Program: Program selection for the inquiry; Enter one Program, a range of Programs, or leave blank for all Programs

PC Business Unit: Not used for State and Local funds

Project: Not used for State and Local funds

Activity: Not used for State and Local funds

Sub Dept: Sub DepartmentID related to the DepartmentID; Enter one Sub-DepartmentID, a range of Sub-DepartmentIDs, or leave blank for all Sub-DepartmentIDs

Budget Period: Budget year selection; Select one Budget Period, a range of Budget Periods, or leave blank for all Budget Periods

Statistics Code: Not used for State and Local funds

Run

Print Budget Status Report:

 BUD4 image 6

*Type: Select Web report type

*Format: Select either PDF report format type to view in PDF or CVS report type to download to Excel

OK

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Note: Default type is Web/PDF

 Commitment Control Budget Status Report

A Process Instance number below Run indicates that the report is being created.

Process Monitor

Process List

Refresh

Run Status must be “Success” and Distribution Status must be “Posted”. If not, every few minutes press “Refresh” until “Success” and “Posted” status is achieved.

Details

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Note: Reports queried prior to today can be viewed by increasing the number of days in the top row and then clicking the Refresh button.

 Process Detail

View Log/Trace

 View Log/Trace

In File List section select the link with appropriate file format


Sample Report

 Sample Report

The columns on the left side of the report contain the selected ChartFields. The columns on the right side of the report starting with the Budget column are values for the selected ChartFields and are not changeable.

Budget: Current budgeted revenue amount

Recognized: Revenue that has been recorded but not yet collected

Collected: Not used for Local and State funds

Uncollected: Recognized revenue minus collected revenue

Remaining: Budgeted revenue minus recognized revenue

 Print Sample Report

You can view the report on the web, print it, save it as a file to your desktop or email it.

Return to Budget Status Report Query Page:

 View Log/Trace

Return

 Process Detail

OK or Cancel

 Process List

Go back to Budget Status


Example of Budget Status Report for KK_CAB_EXP Ledger Group:

The following is an example of an expense Budget Status run at the Cabinet Level.

 Commitment Control Budget Status Report

At the Budget Status grid change the Ledger Group to KK_CAB_EXP.

Refresh

Enter the sequences and values and check the Include CF box for the red outlined ChartFields.

Run

 Process Scheduler Request

*Type: Select Web report type.

*Format: Select either PDF report format type to view in PDF or CVS report type to download to Excel.

OK

 Commitment Control Budget Status Report

Process Monitor

 Process List

Refresh

Run Status must be “Success” and Distribution Status must be “Posted”. If not, every few minutes press “Refresh” until “Success” and “Posted” status is achieved.

Details

 View Log Trace

In File List section select the link with appropriate file format

 Process Detail

View Log/Trace


Sample Report

 Sample Report

The columns on the left side of the report contain the selected ChartFields. The columns on the right side of the report starting with the Budget column are the values for the selected ChartFields and these columns are not changeable.

Budget: Current budgeted expense amount

Assoc Revenue: Not used

PreEncumbrance: Pre-Encumbered expense

Encumbrance: Encumbered expense

Expense: Actual expense

Remaining: Budget expense minus pre-encumbrance expense, encumbrance expense and actual expense

Return to Budget Status grid by following the above Return to Budget Status Report Query Page above.

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