Summary

The Budget Analysis Report compares the requested, proposed, approved and adopted budget figures of a budget year with the adopted, estimated actual and actual amounts of the fiscal year prior to the budget year.  The report also displays the actual amount of the fiscal year two years prior to the budget year. Only GL accounts that are set up as budgetable will display on the report. If you would like to customize the columns that are included on the report and export the information to a Microsoft Excel spreadsheet, use the Export Budget Analysis feature (GL> New Budget Info> Export Budget Analysis). 

Step by Step

1     Open the Budget Analysis window (GL> New Budget Info> Budget Analysis).

2     Configure the report.

• The Budget Year field will default to the current fiscal year plus one. Enter a new budget year or click an arrow icon to increase or decrease the budget year.
• The Account From and Account To fields are used to select GL accounts that will display on the report. All GL accounts will display on the report if you leave the fields blank.
  • Enter part of a GL account number to filter the report by GL account number section such as fund or department.
    • If you would like to filter the report by fund, enter only a fund number in the Account From or Account To fields. All GL accounts in that fund will display on the report.
  • Enter a general ledger account number to filter the account by GL account number. Click the Account From or Account To field search button to select an account from a list.
• The Report Title field is used to enter a title on the report. The value entered in this field will display at the top of the report.
• Check the Include uncommitted JEs toggle to include uncommitted manual journal entries on the report. This will not include uncommitted transactions created by batches in other modules such as uncommitted AP> Invoices batches.
  • Manual journal entries are created in the GL module in GL> Journal Entries.
• Check the Include inactive accounts toggle to include inactive accounts on the report.
  • GL accounts are active if the Account is Active toggle is checked on the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> General tab> Account is active toggle).
  • Transactions cannot be posted to inactive GL accounts. When the GL Distribution report is run on a batch process, the report will generate an error message that lists the inactive GL accounts.
• Check the Include Beginning Balances toggle if you would like to include the beginning balances on the report. This only applies if you have set up asset, liability or fund balance accounts as budgetable since revenue and expense accounts do not have a beginning balance.
  • GL accounts are set up as budgetable using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> General tab> Account is budgetable toggle).
• Check the Round actuals toggle to round actual amounts to the nearest dollar. For example, if you are generating the report for fiscal year 2022, the activity amounts for fiscal year 2019 and 2020 will be rounded to the nearest dollar.
  • If you do not check this toggle, the report will display the dollars and cents associated with those activity amounts.
• Check the Print double spaced toggle if you would like to add an empty line after each line item on the report.
• Check the Page break on account section 1 toggle if you would like to add a page break before each fund that is included on the report.
• Check the Page break on account section 2 toggle if you would like to add a page break before each department that is included on the report.
• The Actual column of each fiscal year will display the total activity of that fiscal year (not the ending balance).
• The Adopted column will display the adopted budget of the fiscal year prior to the budget year selected in the Budget Year field on the Budget Analysis window.
• The Estimated column displays the estimated actual associated with each GL account. If you have not calculated an estimated actual amount for the budget year selected in the Budget Year field, no information will display in this column.
  • Estimated actuals are calculated using the Edit Estimated Actuals window (GL> New Budget Information> Edit Estimated Actuals). 

3     Print the report.

• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Scheduled printing has not yet been enabled for reports generated from process batches. This functionality will be released in an upcoming service pack.
• Users can also regenerate a report with the same configuration as a prior report via the report history section. This can help improve efficiency when an identical report is frequently generated.
  • Once a report has been generated, the date and time it was generated will display in the report history accessed via the Expand Arrow button on the right side of the window.
  • Expand the report history and click on a previous report record to automatically populate the report criteria with the criteria specified on the previously generated report. This section will display the last three times the report was generated.