SmartFusion Modules > Accounting > Fund Ledger > Reports > Budget Reports

Recent Changes: 
6.204 - Fixed an issue when 'Print original budget instead of 'current' amount' is checked, original budgets that have been adjusted to a $0 budget do not show on the report.

6.202 - Added a fiscal year filter for Budget Version to the data pull for the Monthly Budget Report  

6.176 - Updated the encumbrance detail sub-report to match the main report when the current period end date is before the last invoice date for closed purchase orders    

6.163 - Modified the YTD column to sum amounts from start of project till date for capital project funds.

6.139 - Added new option to "Include invoices after current period end date for closed POs" when printing encumbrances  

6.138 - Updated the portrait, landscape and monthly budget reports to consider "Other Income" as revenue; Also updated the YTD totals in the monthly budget report to reflect the YTD amounts    

6.135 - Updated the calculation of encumbrance to distinguish between closed POs with accrual vouchers and closed POs with non-accrual vouchers  

6.129 - Enhancements to include the prior year budget on the Landscape report if "Include Prior Year Amounts" and "Print original budget instead of 'current' amount" are both selected. Modifications were made to font sizes and positions for all fields to make room for the new column.

Refer to bottom of page for changes prior to version 6.120

Introduction

Budget reports are lists of account numbers with the budgeted amounts vs. current expenditures, year-to date expenditures, encumbrances and the remaining balances. Budget reports are one of the most commonly run reports within the SmartFusion ledger system.

Select the sequence of the report. If reporting by account number sequence only, and you utilize header accounts, the header account number and description will print in the subtotal. If sorting by any other sequences, the report headers will be pulled from the various Fund Ledger parameter files (e.g., departments, objects). Optionally, encumbrance detail may be included on the report. If it is included, the system will now print only the PO, Req., and Vendor titles whenever a new PO number is printed.

Report Selections

Select Report sequence - determines the sorting and grouping of the report (5 sorting levels allowed):

  • Account
  • Cost Center
  • Department
  • Function
  • Fund
  • Job Class
  • Location
  • Modifier
  • Object
  • Object Group
  • Program
  • Revenue
Configuration note: Only Parameters which have been configured will be selectable as a sort option

Net For each report sequence - Checked by default. The user can uncheck this if they do not want the Net totals displayed for a given report sequence.

Enter Current Period End Date - Defaults to current month end date in Organization settings under System setup

Enter Fiscal Year Start Date - Defaults to current Fiscal year start date in Organization settings under System setup

Enter range of criteria to process - Ability to select criteria based on Criteria already created under FL - Parameters - Report Criteria ( This will cause the report criteria tab to be disabled on the report screen)

New page for each primary sequence - Page breaks the report at each new primary report sequence

Print in landscape - Prints the report in Landscape Page format (Default is the portrait format)

Print Encumbrances - Prints the encumbrance if box checked

Include invoices after current period end date for closed POs - visible when Print Encumbrances is selected

  • Print Detail for Encumbrances - Prints a sub-report if checked and if the Total Encumbrance amount is not zero

  • Include complete POs / warehouse requisitions - Is visible only when Print Encumbrances and Print Detail for Encumbrances check boxes are both checked and will show completed PO's where the total encumbrance is greater than zero

Print original budget instead of current amount - Displays the prior year budget (if "Include Prior Year Amounts" is also selected) and the original budget amount instead of the current amount

Include Inactives - If checked includes inactive accounts

Limit inactive accounts to those with an original budget - If checked displays active accounts along with Inactive accounts whose original budget amount is not zero

View drill-down style report - If checked ( or if the report sort sequence is by Account in which case this checkbox is disabled ) then the tree view is suppressed

Include only accounts with negative balances - If checked includes only accounts with negative balances

Print monthly budget report - Prints the monthly budget report for the given report sequence YTD amounts (ONLY available in the landscape format)

Include Prior Year Amounts - Adds the Prior Year Budget (if "Print original budget instead of 'current' amount" is also selected), Prior Period, and Prior Year To Date columns to the landscape report. (ONLY available in the landscape format)

Include Beginning Fund Balance & Amount - Allows user to specify what the leftover fund balance was from the prior year. This is shown at the end of the budget report under the budget column. The user must specify ONE fund on the report criteria screen. The report also includes a balance forward amount based on the fund chosen and what the current fiscal year is setting on the report screen. Ensure the fiscal year start date corresponds to the correct day in the year as balance forward amounts are based on a single day chosen. The account balance forward amounts for the fund chosen will appear under the current and year to date columns on the report.

Note: The balance forward amount here pulls in all fund accounts with the exception of equity accounts. This may or may not match other reports that have different logic based on fund account types and statuses.

Report Criteria

Report title

Show Range Controls

Ranges to include

  • Fund
  • Function
  • Object
  • Location
  • Department
  • Object group
  • Program
  • Modifier
  • Cost center
  • Job class

Account Range/Match

  • Enter beginning account
  • Enter ending account
  • Enter account match

Format Options

  • Detail/Summary/Totals only
  • Revenue/Expenditure
  • Process report in whole dollar
  • Include accounts which have zero balances
  • Include accounts which have no budgets
  • Display zero line items - is visible only for Summary/All option. When unchecked will not display the lines with all zero amounts.

References

Budget Report Sequences Test Plan

Changes Prior to Version 6.120

6.116 - Customers can now go into the prior fiscal year, add a new purchase requisition and order, back dated for the prior fiscal year, pay it partially, close it out in the current fiscal year as an accrual, and show 0 encumbrance for the current year.   

6.112 - Added the ability for the user to choose the report sequence on which they want the net totals displayed on the report and also the ability to choose not to display zero line items when printing the report in Summary for ALL .

6.111 - Updated the calculation of encumbrance to include POs from a previous fiscal year that were liquidated in the current fiscal year using an accrual voucher  
6.105 - Updated the way total encumbrances are calculated to not rely on the purchasing history tables for completed POs.  

6.103 - Updated the way total encumbrances are calculated to include completed POs.  

6.89 - Updated the Portrait and Landscape Budget Reports so that subtotals are now summing correctly when both revenues and expenditures are included in the report.  

6.78 - Changed the reporting dates on the header. The header will now contain the fiscal year start date and the period end date selected in the criteria. This change only affects the landscape and portrait reports for a specific period, the monthly budget report remains the same. 

6.38 - Changed end date for encumbrances from fiscal year end date to current period end date for the regular report and monthly period end date for the monthly report; Added validation on the monthly period start date to let the user know when they are out-of-range for the fiscal year.

6.24 - New feature for including beginning balance based on one chosen fund and fiscal year.