The Expenditure/Revenue Report gives you access to view budget information and all committed, encumbered, and expended monies for all the Expense, Revenue, and Internal Accounts. The report is defined and generated based on parameters defined in the report’s criteria. Data can be sorted, filtered, and hidden in a number of ways and can include as many years of information as selected.
1a. In ERP, in the Budgeting/General Ledger menu, click Expenditure/Revenue Report.
1b. In SIS, in the Billing menu, click Expenditure/Revenue Report.
2. Use the Categories section to begin defining your report criteria.
3. Select Expense, Revenue, or Internal from the Category Type pull-down to select the type of accounts.
4. Select the Month. Selecting a month will pull data from the beginning of the fiscal year to the month selected. You also have the option to enter in a date range by selecting Custom Date from the pull-down.
5. Select the fiscal Year and the number of years of History you wish to be displayed. The historic data displayed depends on criteria selected from the Month and Year menu options.
6. The Month 13+ pull-down may display depending on your profile permissions. To pull audit corrections for select months, select the month from the Month 13+ pull-down.
If Manual Journals have been created using a Journal Date with a closed fiscal year, options 13-20 can be selected and applied to the journal to indicate an audit correction. Month 13 is used to post entries for when the auditor visits and asks for corrections. Using Month 13+ allows you to run the Trial Balance and Expenditure/Revenue Report that reflect financial statements (June / Month 12) and be able to run corrected financial statements (as of month 13). If there are multiple rounds of audit changes, Month 13-20 can be selected.
Upon making a selection from the Month 13+ pull-down, be sure to select the correct Year that was audited or in which the journal corrections were created.
7. Select the Sum Expenses check box to configure the report to total expenses across all prior fiscal years plus the selected date range.
Drilldowns for expense columns will show only journals within the reports date range, allowing you to review current period details while providing a comprehensive total.
8. Select the Include Zero Lines check box to pull all data for accounts that have a beginning budget and ending balance of zero dollars.
9. Select the Capitalized Objects Only check box to only pull data for accounts tied to capitalized object codes.
10. The Show Descriptions pull-down gives you the ability to display accounting strip and/or element descriptions in your report. Select Element Descriptions to see each code and code name. Select Element Descriptions (Split) to display the element description in a separate column from the element codes.
13. Select the Expand Budget by Type check box to display separate Budgeted - Adopted, Budgeted - Amended, Budgeted - Rolled Budget, and Budgeted - Rolled PO columns in the report output, providing a breakdown of the Budgeted YTD total.
14. Select the Graph check box to include graphical summaries in the report output.
15. When Graph is selected, use the Select Graphs to Display pull-down to choose which charts to include. The available graph options are based on the selected account element categories. After the report is generated, only the selected graph categories remain in the Select Graphs to Display pull-down. If additional element categories are selected and the report is run again, the newly added graph categories are selected by default.
16. Select the desired Selected Categories to include in your report. You can also clear the check box to remove categories from the report.
Click the Check/Uncheck All link to select all categories at once or to clear all selections made.
Selecting Internal or Revenue from the Category Type pull-down may alter elements listed in Selected Categories. For example, Internal Accounts typically has more elements than Expense and Revenue accounts.
To change the order of the Selected Categories, you can drag and drop any of the displayed categories.
At least one category must be selected to generate the report.
17. Click the Group Level arrows to define the level of detail within your report. Click the right blue arrow to move the Group Level by the desired number of spaces.
In the Project Category, move two spaces to group codes by the hundreds: i.e. 10XX, 11XX, etc. The ‘X’ stands in as a wildcard.
18. Select the Subtotal check box to display the subtotal of each categories identified, such as Department.
19. Element Filters can be used to help further breakdown the report. If you need data for a specific Fund, Function, Object, etc., type the code in the correct text field before generating the report.
Element Filters can be removed by deleting the code from the text field and regenerating the report.
Wildcards can be used in element codes: i.e. If you want all project codes beginning with ‘70,’ you can type '70XX' in the Project text field. The ‘X’ stands in as your wildcard. Note: using wildcards here will not group elements together.
20. To conduct a search of accounts, click the Account Lookup button. This opens a pop-up window giving you the ability to search through all available elements and corresponding codes and descriptions.
21. Define criteria in the Payroll section for payroll specific results.
a. Select the Only Payroll check box to generate data pertaining only to payroll accounts.
The data displayed is based on the fiscal Year selected in the Categories section.
22. Click Run Report to generate the report.
Depending on the Category Type selected in Generating the Expenditure/Revenue Report, different columns display.
Below is an example of Revenue category type.
Shown below is an example of Expense category type.
The remaining balance for each budget is determined by the following formula:
Budgeted - Committed - Encumbered - Expended YTD (Year to Date) = Balance.
Note: This formula applies to Expense and Internal accounts.
The Percent column shows the remaining budget for each account. The Visual Percent column displays a color-coded bar graph to visually represent the percent of budget monies remaining.
| Visual Percent | Definition |
|---|---|
| Green | More than 50% remaining |
|
Yellow |
50% or less remaining |
| Red | 25% of less remaining |
| White | 0% remaining or negative balance |
The blue amounts displayed in the report are hyperlinks. Click on any amount to open the Budget Drilldown pop-up window.
When you click a blue amount in a Budgeted column, such as Budgeted MTD or Budgeted YTD, the Budget Drilldown displays related budget maintenance revisions. The drilldown includes a BM # column that displays the Budget Maintenance Request number for each revision. Click the Request Title to open the corresponding Budget Maintenance request.
For other amounts, such as Committed or Expended, you may see different sections in your Budget Drilldown, such as Manual Journal Allocations, Invoice Allocations, Imported Journals, Additional Journals, Receipts, etc.
Receipts, Invoices, Sources, POs, etc. will be in blue as well. Click on these links to drilldown further and open the original record.
Click Open Journal Report to open the account data in the Journal Report.
1. Option 1: In ERP, in the Budgeting/General Ledger menu, click Expenditure/Revenue Report.
1. Option 2: In SIS, in the Billing menu, click Expenditure/Revenue Report.
2. Select the Graph check box to include graphical summaries in the report output.
3. When Graph is selected, use the Select Graphs to Display pull-down to choose which charts to include. The available graph options are based on the selected account element categories. After the report is generated, only the selected graph categories remain in the Select Graphs to Display pull-down. If additional element categories are selected and the report is run again, the newly added graph categories are selected by default.
4. Follow all steps for generating the report as described in Generating the Expenditure/Revenue Report.
5. Click Run Report.
6. Click Bar to display the report graphs as bar charts. Bar charts are the default graph view and provide a visual comparison of the report data based on the selected filters.
7. Click Circle to display the report graphs as pie charts instead of bar charts. The charts provide a visual breakdown of the report data based on the selected filters and can be used to quickly analyze totals by category.
The report displays the Budget amount, Encumbered amount, Expended amount, and Balance.
The report also displays charts based on the graphs selected in the Select Graphs to Display pull-down. Note: The available graphs depend on the district's account element configuration, such as fund, function, or other budget elements.
The Bar Graph displays a legend of data which includes:
Purple: Committed
Light Blue: Encumbered
Dark Blue: Expended
Gray: Balance
8. Hover over any chart to view additional details, such as element data and encumbered amount.
9. Click the eye icon to hide the report.
a. To display the report again, you must select the report from the Select Graphs to Display pull-down.
The last report displays the standard Expenditure/Revenue Report. This view shows the full data table without graph visualization.
10. Click any of the data points or chart elements to filter the report and update all associated summaries, charts, and tables. For example, selecting a Fund, such as 110, filters the report to display only records associated with that fund. The charts and report data update automatically to reflect the filtered results.
a. Select additional filters, such as a specific Project, to refine the report and display only the financial activity associated with the selected project. All previously selected filters remain applied, further narrowing the report results within the existing criteria.
BEFORE
AFTER
b. To remove a filter from the report, click the applied filter again, such as project 0001 in By Proj. The selection is cleared and all reports update to display all projects.
Project 0001 selected:
Project 0001 cleared:
c. All active filters applied to the report display at the top of the screen. Click Clear all to remove all filters at once.
See Additional Features for more information about Pages, Printing, Exporting, Toggle Columns, etc.