GL> Reports> Period Budget Analysis

Period Budget Analysis

 

Summary

 

The Period Budget Analysis Report displays the activity during a selected fiscal period and compares that amount to the budgeted amount for that same period. The budget amount of a specific fiscal period is the total budget amount averaged over 12 fiscal periods. You can view the budgeted amount of a GL account using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Budget tab> Budget field). If your period budget amounts have been imported during your Version 7 implementation, you can use your period budget numbers instead of the averaged budget amount.

 

The Period Budget Analysis Report will also display the year to date activity compared to the budgeted amount. The year to date amount on the report is all of the activity that occurred during or prior to a selected fiscal period. For example, if you select period 9 on the report, the year to date amount will display all of the activity that occurred between fiscal period 1 and 9. The journal entries included in the year to date amount will be filtered by the fiscal period of the journal entry. The budget amount for the year to date activity is the budget amount prorated to the number of fiscal periods included on the report. For example, if you select period 6 on the report, the year to date budget amount is half of the total budget amount (GL> Maintenance> Chart of Accounts> Budget tab> Budget field).

 

Related Links

 

Click here for information on the Chart of Accounts Maintenance window.

Click here for information on the Jobs Viewer window.


Step by Step

 

1     Open the Period Budget Analysis window (GL> Reports> Period Budget Analysis).

 

2     Configure the report. 

 

  • The Fiscal Year and Fiscal Period fields determine which budget and activity information will display on the report.
  • Enter an account range to report on in the From Account Number and To Account Number fields.
  • Check the Include inactive accounts toggle if you would like to include inactive GL accounts on the report.
    • GL accounts are set up as inactive using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> General tab> Account is active toggle).
  • Check the Include uncommitted journal entries toggle to include uncommitted journal entries generated in the Journal Entries process (GL> Journal Entries) on the report. This will not include uncommitted journal entries in other modules, such as uncommitted Accounts Payable invoices (AP> Invoices).
  • Check the Use period budgeting toggle to use the budgeted fiscal period amounts when calculating the Current Budget column on the report. Budgets are distributed to fiscal periods using the Period Budgeting feature (this currently has not been implemented in Version 7, but your period budget amounts may have been carried over during conversion).
    • If you do not check this toggle, the report will distribute the total budget amount (GL> Maintenance> Chart of Accounts> Budget tab> Budget field) evenly over all 12 fiscal periods. The Current Budget column in the report will then display the evenly distributed period budget amount.
  • The report will display the general ledger account number, general ledger account description, current actual, current budget, variance, percentage variance, YTD actual, YTD Budget, YTD Variance and YTD percentage Variance.
  • The Current Actual column displays the activity during the fiscal period selected in the Period Budget Analysis window.
    • The journal entries included in the Current Actual column are filtered by the fiscal period of the journal entry, not the journal entry date.
    • The journal entries posted to a GL account are totaled by fiscal period on the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Balance tab).
  • The Current Budget column displays the budget of the fiscal period selected in the Period Budget Analysis window.
    • If you checked the Use period budgeting toggle on the Period Budget Analysis window, the Current Budget column will display the period budget of each GL account.
    • If the Use period budgeting toggle was not checked, the Current Budget column will display the total budget amount averaged out to a single fiscal period (total budget / 12). Budget adjustments will be included in the budget amount that is distributed to the fiscal period.
  • The formulas for the two Variance columns are:

 

Variance =

Current Budget – Current Actual

 

Variance =

YTD Budget – YTD Actual

 

  • The Year to Date Actual column displays the activity on the GL accounts from fiscal period 1 to the fiscal period selected in the Period Budget Analysis window. For example, if you enter 9 in the Fiscal Period field, the Year To Date Actual column will display the net journal entries posted to the GL accounts between fiscal periods 1 to 9.
  • The amount in the YTD Budget column is pulled from the Budget field in GL> Maintenance> Chart of Accounts> Budget tab. The YTD Budget field is used instead of the Adopted budget field because it contains any adjustments to the budget made after the budget has been adopted. This includes adjustments made to the general ledger account budget due to rolling over purchase orders.

 

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 PDF to print the report in the default Springbrook PDF format.
    • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once a print option is selected, that option will automatically be selected the next time you access the report. For example, if you select Excel from the drop-down menu, the next time you access the report the Excel button will be displayed by default.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.
  • 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.