Management Reports
Description
The Management Reports host a variety of critical accounting reports about Activities, Projects, Funds and Orgs.
Definitions
- Criteria Page and Frame
- Summary of Revenue and Expense
- Balance Sheet
- Journal Detail
- Encumbrance Report
- Monthly Budget Variance Report
- Funds Available
- Payroll Earnings, Benefits and Taxes
- Ebt Extra Criteria
FBS Training
Training classes are available to learn more about Management Reports:
Other Resources
The Financial & Business Services Index and Glossary has information about Management Reports:
The following FBS resources help explain various aspects of Management Reports:
- Journal ID Reference
- Transaction Detail Search - Journals - Identification Parameters
- Allowable/Unallowable
- Web Quick Tips - Management Reports Obscure Hyperlinks (just click it) - This answers the following questions:
- How do I find all transactions posted to an account in a project?
- How do I see the attributes associated with a Project?
- How do I create a Payroll Earnings, Benefits, and Taxes report for any Date Range in a Project?
- How do I see the payroll detail of a Payroll Encumbrance?
- How do I see the student financials detail behind an Income Accounting Journal?
- How do I see the Chartfield detail behind a Journal Entry?
- Browser Recommendations – Internet Explorer is the preferred browser
- Definitions:
- Criteria Page – Initial page used to select the Accounting Period, Chartfield and Report desired.
- Criteria Frame – Criteria information at the top of every report page. You cannot change between Activity and Project reports in the frame. You must return to the Criteria Page to switch between Activity and Project reports.
- Report Area – Area below the Criteria Frame that displays requested report information.
- Header Links (red) – Opens a new window to provide additional information pertinent to the data selected.
- Report Area Links (blue) - Drills down to additional financial transaction detail.
- Hover Links (green) – Information provided by just placing the mouse pointer on the link. Information will be displayed for a few seconds, then disappear.
- Printing Browser Results:
- Page Orientation
- Is set by you in your browser. For best results, we recommend setting the page orientation to “landscape”.
- Print just the Report Area
- Click somewhere in the Report Area and hit the print button.
- Print shaded lines
- Internet Explorer - In the Tools menu, click on Internet Options, Advanced tab, then scroll down to “Printing-Print background colors and images” and check the box.
- Netscape - In Page Setup, check the box labeled Print Background.
- Page Orientation
- “To Excel” Button:
- MUST run the report before sending the data to Excel.
- Populates an Excel spreadsheet with the data shown in the Report Area.
- Month Criteria Default - The Month criteria defaults to the current month unless the previous month has not been closed, in which case the previous month is the default.
- Report Periods:
Summary of Revenue & Expense- Activities, Funds and OrgIDs - Fiscal year through end of month specified.
- Projects - Fiscal year through end of month specified and beginning of Project through end of month specified.
Balance Sheet - as of the end of the month specified.
Journal Detail - for the month specified.
Encumbrance Summary* - as of the end of the current month.
Funds Available*- as of the end of the current month.
* Regardless of the month selected, the report will be run as of the current month
Summary of Revenue and Expense
- Report Column Definitions:
- Activities:
Budget -shows the total current budget which includes the original budget and any revisions to the budget during the year.
Month Rev/Exp - shows the total revenue, expenses and/or transfers for the Accounting Period specified.
FYTD Rev/Exp - shows the total revenue, expenses and/or transfers for the fiscal year of the Accounting Period specified.
Encumbered- shows the remaining balance of encumbrances (purchase orders and payroll) as of the Accounting Period specified.
Budget Balance - shows the balance of Budget less FYTD Rev/Exp and Encumbered amounts.
Budget Less Rev/Exp - shows the balance of Budget less FYTD Rev/Exp. - Projects:
Budget- shows the total current budget which includes the original budget and any revisions to the budget.
Month Rev/Exp - shows the total revenue, expenses and/or transfers for the Accounting Period specified.
FYTD Rev/Exp - shows the total revenue, expenses and/or transfers through the fiscal year of the Accounting Period specified.
PTD Rev/Exp - shows the total revenue, expenses and/or transfers since the beginning of the Project through the Accounting Period specified.
Encumbered - shows the remaining balance of encumbrances (purchase orders and payroll) as of the Accounting Period specified.
Budget Balance - shows the balance of Budget less PTD Rev/Exp and Encumbered amounts.
Budget Less Rev/Exp - shows the balance of Budget less PTD Rev/Exp - OrgIDs:
Budget - shows the total current budget which includes the original budget and any revisions to the budget during the year.
Month Rev/Exp - shows the total revenue, expenses and/or transfers for the Accounting Period specified.
FYTD Rev/Exp - shows the total revenue, expenses and/or transfers for the fiscal year through the Accounting Period specified.
Budget Balance - shows the balance of Budget less FYTD Rev/Exp.
- Activities:
- Month Rev/Exp - will take you to the Journal Detail report showing the detail for just the Account specified. Notice that the Criteria Frame now shows that the report is Journal Detail. Clicking on the “Run Report” button at this point will produce the Journal Detail report for all Accounts for the Activity, Project or OrgID and Accounting Period specified in the Criteria Frame.
- FYTD Rev/Exp - clicking on this link will take you to the Transaction Detail Search for Journals, Search Criteria Page. The appropriate Chartfields (Business Unit, OrgID, Fund, Activity, Project, and Account), Fiscal Year Begin Date and the appropriate Accounting Period End Date criteria will be filled in for you. All you need to do is click on the “Display on Screen” button, at the bottom of that page, to see all journal lines for that Chartfield combination for the fiscal year. If you wish, you can further filter your search as needed before clicking the “Display on Screen” button.
- Encumbered- will take you to the Encumbrance Summary report showing the encumbrance detail for just the Account specified. Notice that the Criteria Frame now shows that the report is Encumbrance Summary. Clicking on the “Run Report” button at this point will produce the Encumbrance Summary report for all Accounts for the Activity or Project and the Current Month which is now specified in the Criteria Frame.
- Report Column Definitions:
- Beginning Balance - shows the balance as of the beginning of the Accounting Period specified.
- Changes- shows the total changes for the Accounting Period specified.
- Ending Balance - shows the balance as of the end of the Accounting Period specified.
- Report Area Links
- Changes Column - will take you to the Journal Detail report showing the detail for just the Account specified. Notice that the Criteria Frame now shows that the report is Journal Detail. Clicking on the “Run Report” button at this point will produce the Journal Detail report for all Accounts for the Activity, Project or OrgID and Accounting Period specified in the Criteria Frame.
- Accounts 10500 and 30000 - no links are provided for these Accounts because the amounts are calculated by the programs, not by a summation of journals.
- This report shows all journals posted for the Accounting Period specified.
- If this report was generated by clicking on a link in the Summary of Revenue & Expense or Balance Sheet, only the detail for the Account specified will be shown. Clicking on the “Run Report” button at this point will produce the Journal Detail Report for all Accounts for the Activity, Project or OrgID and Accounting Period specified in the Criteria Frame.
- Some additional links are available to provide more detailed information of certain transactions.
- Line Reference Links - if the value in the line reference field is either a voucher or a purchase order, clicking on that link will take you to either the Voucher Summary Information or Purchase Order Information Detail page within Voucher Lookup or PO Lookup, respectively.
- Journal ID Links - clicking on this link will take you to the Transaction Detail Search for Journals, Search Criteria Page. The “All” selected on Business Units, Journal Date and Journal ID criteria will be filled in for you. All you need to do is click on the “Display on Screen” button, at the bottom of that page, to see all lines for that journal. If you wish, you can further filter your search as needed before clicking the “Display on Screen” button.
- Actual Amount Link - clicking on this link will open a window and display the detail from the Student Financial System for the summarized amount shown
- View Documents (the spyglass) - Support documentation has been scanned and if available a spyglass will appear on the journal line.
If the document is not available, a form appears on the Document Not Found screen that will submit that information to Accounts Payable.
- Journal ID Reference
- This report is only available for the current month.
- This report shows the status of all open encumbrances as of the current date.
- Links are provided in the Reference column to nonpersonal services purchase orders. Clicking on that link will take you to Purchase Order Information Detail page within PO Lookup.
- Links are provided in the Close Date / Action column to allow you to submit requests to close purchase orders.
- Close PO Link (blue) – clicking on this link will allow you to confirm and submit your request to close the corresponding purchase orders.
- Close PO In Process Link (blue) – clicking on this link will display who requested the purchase order closure and allow you to cancel the purchase order closure request.
- Close PO Pending Alert (red) – the corresponding purchase order has been approved for closure during the next closure process.
- PO has Active Vouchers Alert (red) – the corresponding purchase order cannot currently be closed due to pending payments. Questions referencing Scholarship & Fellowship purchase orders should be directed to Grants & Contracts Accounting, contact information. Payment questions referencing other purchase orders should be directed to Accounts Payable, contact information.
- PO On Hold Alert (red) – the corresponding purchase order cannot currently be closed due to being on hold. Questions referencing Scholarship & Fellowship purchase orders should be directed to Grants & Contracts Accounting, contact information. Questions referencing other general purchase orders should be directed to Purchasing, contact information.
- Re-running the encumbrance report will refresh the links and alerts to their most current values.
- Caution should be exercised. Once a purchase order has been requested to be closed; only a brief period is available to request the closure to be canceled, if necessary. Once a purchase order is closed, it cannot be re-opened. Please contact Purchasing, contact information, with questions.
Monthly Budget Variance Report
This report is for Activities and BU02 OrgIDs. It is not for Grant and Contract Projects. The report shows budget, actual revenue and expense, and the budget variance for both the current month and year-to-date.
- This report is provided only for Activities in Business Unit 01.
- Regardless of the Accounting Period selected in either the Criteria Page or the Criteria Frame, the report data will always be as of the current month (the date the report is run).
- This report indicates the Cash available to spend, not the Fund Balance.
- The “Smiley” face indicates a positive cash balance.
- The “Frowny” face indicates a negative cash balance.
Payroll Earnings, Benefits and Taxes
This report show earnings and benefits for Activities and Projects. This report is available monthly or year to date.
This report shows earnings and benefits by Account or emplID. It is accessed by clicking on the date range in the tile of the Payroll Earnings, Benefits and Taxes report.