Budget to Actuals Report 1.0Supplemental Job Aid

Date: 02/17/2017

Revision History:

Date Version Location Update Description

02/14/2017 1.0 Initial Job Aid

Target Audience: General Ledger Reporter

Purpose: This Supplemental Job Aid provides General Ledger Reporters with instructions for running the Budget to Actuals Report.

Title: Budget to Actuals Report:Overview: SCO’s current Budget to Actual Report is used by SCO’s Operational Managers and the Executive Office to monitor the SCO’s spending and commitments against SCO’s operating budget allotments. It provides detail by object/account for each expenditure incurred summarized in chartfield combinations. The accounts are subtotaled by classification of expenditure for example: expenditures for Salary and Wages, and Benefits, and totaled to the category of Personal Services (PS). Operation, Equipment, and Expenses (OE&E) are also subtotaled by classifications of expenditure such as General Expenses, Communications, Postage, etc.

Step 1: Navigate to the Budget to Actuals Report page:

Navigation: Main Menu FI$Cal Processes FI$Cal Report GL Reports Budget to Actuals Report

Click the Add a New Value tab. Enter any value for the Run Control ID. This will be used to store the request

parameters for future use. Click Add

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Step 2: Enter the following fields:

Business Unit = Use your agency Business Unit

Expenditure Ledger Group = Expense Budgetary ledger

Revenue Ledger Group = Revenue Budgetary ledger

Fiscal Year = Fiscal Year will be the closing fiscal year.

Accounting Period = Accounting Period will be ‘12’ unless running in the middle of the year

Year of Enactment = An Enactment Year is also required and specify your desired Enactment Year

Report Type=We can select either Detail or Summary option.The Detail Report will give detailed report by each fund and Account of that Fiscal Year.The Summary Report will give summarized report of all funds and each Account of that Fiscal Year.

If they Include Adjustment Period(s) field is checked, the adjustment period 998 will be included in the report for that fiscal year.

If Pre-Encumbrance desired is checked, the Pre- Encumbrance will be amounts by chartfields will display on the report otherwise they will not be displayed on the report.

If selected Display Expenditures and Revenues then only Expenditures and Revenue accounts and their amounts are displayed on the report.

If selected Display Expenditures and Reimbursements then only Expenditures and Reimbursements accounts and their amounts are displayed on the report.

Note: For Revenue accounts, all Revenue accounts including Reimbursements are displayed on the report whereas for Reimbursements accounts, only Reimbursements accounts are displayed on the report.

If selected Account description then description of Accounts are displayed on the report.

If selected Project description then respective Project charfield description is displayed on the report and if there is no Project chartfield for that transaction then Project description will be displayed as blank on the report.FI$Cal.334 – Budget to Actuals Report 1.0Created 02/17/2017 Page 3 of 12

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Step 3: The Budget selection criteria is not mandatory section.If selected Include CF(chartfield) then chartfield will displayed on the report. By default for Fund, Include CF is always selected. So it is disabled for Fund.The rest Chartfields Appropriation Reference,Program,PC Business unit, Activity, Reporting Structure, Service Location, Agency use and Budget Period are displayed on the report only when checked Include CF checkbox.In Chartfield value and Chartfield To value we can specify the range of the chartfield.For Example, If we desired to give Appropriation Reference range 001 to 003 then Chartfield value=001 and Chartfield To value = 003.Next Click on Run button.

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Step 4: Select the Format as PDF and Click OK.

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Step 5: Select Process Monitor.

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Step 6: Click the Refresh button until the status of the process instance is “Posted”. Select the Go Back to Budget to Actuals Report link.

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Step 7: On the Budget to Actuals page, click the Report Manager link.

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Step 8: On the Report Manager page, click the Administration tab. Select the ZZ_BUDACT– ZZ_BUDACT.pdf link.

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Step 9: The Budget to Actuals report will appear in a PDF format.

You have successfully generated the Budget to Actuals Report.

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Reference: The ACCT_KK_DEPT2_L9 tree is used in the report to get the Accounts and their descriptions.

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