FIN008 Spendable Balance by Department Reference Guide

Transcription

1 Report Basics What is the purpose of this report? The FIN008 Spendable Balance by report provides the balance available to spend for each. This report shows the balance for each Fund subtotaled by Fund group. The Revenue, Expense, and Encumbrance amounts drill to the FIN015 Transaction Detail by Chartstring report. This report is similar to the DSR001, except that the Project Grant Number column in the DSR001 is now the, Fund, and Program columns in FIN008. What key business questions does this report answer? What is the balance of my Charstring? How much is available to spend for a Fund/Program combination by? What Funds and Programs are available for a? What is the Beginning Balance for a Fund/Program combination by? What is the Unencumbered Balance for a particular Fund/Program combination by? Who uses this report? Individuals with Financial Management functions at any level in an academic department program or center, or an administrative or central department. How often is the report refreshed with data? Nightly How do I navigate to the report? 1. Log into the Prime Portal ( 2. Click the Reporting button to open the Cognos application. 3. Click the Financial Management folder. Where do I go for additional help? For technical and business questions, contact the Financial Service Center or OIT Help Desk For training and reference materials, go to the Prime portal ( and navigate to Information & Training > Financial Reporting. Revision 00c Page 1 of 5

2 Using the Report What key prompts should I use to run the report? Field Fiscal Year As of Accounting Period Fund Required field. The 12 month period used for Princeton financial reporting beginning July 1 and ending June 30. You cannot run this report for a period that spans multiple fiscal years. Required field. The month in which certain financial events took place. July is period 1, August is period 2, September is period 3, and so forth. Note: The report data is always from Accounting Period 1 (July) to the selected period. Organizational unit responsible for revenues and expenses, and typically contains people and a budget. You can run this report for one or more s. When no selection is made, the report returns data for all s to which the user has access. When multiple s are selected, this report does not page break by. Used to track the source of funding. You can select one or more Funds. When no selection is made, the report returns data for all Funds. What tips & tricks can help me use this report effectively? When you perform a search on the Prompt page, you can enter a wildcard (%) at the beginning, middle, and/or the end of your search criteria. Wildcards are used in place of unknown characters if you do not know the exact value for a prompt. To specify a Fund(s) or (s), you can use the Select and Search prompt. Or, to select multiple Funds or s (or an entire Organization), use the Tree Prompt to drill down through the hierarchy. Select one of the View in Excel Options to download the report in.xlsx or.csv format. Using Excel features, reformat the report output as needed. For more information about navigating the Prompt page, refer to the Cognos basic navigation courses. For more information about chartstrings and ChartFields, refer to the Choose the Right ChartField page on the Prime Portal. Revision 00c Page 2 of 5

3 Sample Report Note: Sample report displays test data. Revision 00c Page 3 of 5

4 How do I interpret the report? Column Name Fund Program Beginning Balance (A) Revenue (B) Expense Budget (C) Number and name of the Number and name of the Fund Number and name of the Program Balance carried forward from the previous fiscal year for a Fund/Program combination (does not include A0000 and Grants). Actual revenue (including Transfers In and Out and Assignments In and Out), such as gift revenues, endowment payout, royalties, recharge recovery, and other income. Note: The purpose of this report is to provide balances that can be spent. If a Fund contains revenues that do not determine the s authority to spend (for example, revenues in A0000), then these revenues are not reflected in the report or related drills. Note: When drilling from the Revenue amount, you will only see the Revenue transactions in FIN015. Other columns will display The fiscal year revised expense budget for the General Fund (A0000) or inception to date expense budget for Sponsored Research Funds (G Funds). Column Name Unencumbered Balance E = (A+B+C D ) Encumbrance (F) Available Balance (E F) Note: When drilling from the Expense amount, you will only see the Expense transactions in FIN015. Other columns will display For the General Fund (A0000) and Sponsored Research Funds, Unencumbered Balance is Expense Budget Expense. For all other Funds, Unencumbered Balance is Beginning Balance + Revenue Expense. Unpaid commitment on purchase orders and Labor Accounting lines as of the selected accounting period. Commitments that are not recorded in the financial systems do not constitute an encumbrance, therefore, are not included. Note: In case of grants, FA encumbrances are already included in this calculation. Note: When drilling from the Encumbrance amount, you will only see the Encumbrance transactions in FIN015. Other columns will display Unencumbered Balance minus Encumbrance. Expenses (D) The year to date amount expended against a given Fund. Note: For Grants, expenses are inception todate to align budget and expenses. Revision 00c Page 4 of 5

5 What else should I consider? Item Grouped by Subtotaled by Drills from which report(s) Drills to which report(s) Fund Groups FIN009 Executive Management Summary Report Revenue, Expense, and Encumbrance drill to the FIN015 Transaction Detail by Chartstring report Note: FIN015 Transaction Detail by Chartstring will only display the detail for the amount you drilled from the Spendable Balance by report. Other columns will display For example, if you drilled on the Revenue amount on the Spendable Balance by report, the associated Transaction Detail by Chartstring report will display the Revenue amounts. The Encumbrance amounts will be Additional totals Additional filter Total includes Grants and Contract Funds Does not include Capital Project Funds Revision 00c Page 5 of 5