Understanding the GL005 Summary Budget Status Report in Cognos Analytics

Date Options

• Current Period: Use this prompt to automatically choose Current Fiscal year and Accounting period. For example, if you are running the report on the calender date of December 5 2018, the report will return results same as if you were to run the report for Fiscal Year 2019, Accounting Period 4. This is an useful prompt to use when you want to setup scheduled output to be delivered via email on a particular date of every month.
• Previous Period: Use this prompt to automatically choose Previous Fiscal year and Accounting period. For example, if you are running the report on the calender date of September 5 2018, the report will return results same as if you were to run the report for Fiscal Year 2018, Accounting Period 12. This is an useful prompt to use when you want to setup scheduled output to be delivered via email on a particular date of every month.
• User Defined Period: Use this prompt to filter report by Fiscal Year and Accounting Period.

Manager/Reviewer

Select your or your manager’s name, if available, to limit the report.

Fund.

Select one or multiple funds.

Department Prompt.

• Department Search & Select: Search and Select for one or more departments to which you have access. The Search result will be automatically filtering results based on your Selection from Date Options Prompt.
• Tree as of Report Period: Select one or more department node from to which you have access. The Tree/Nodes are automatically filtering results based on your Selection from Date Options Prompt.
• Specify Fiscal Year Tree: Select one or more department node from to which you have access. Fiscal Department Year: Choose a fiscal year to filter the reports results by. This can be a different Fiscal year you have chosen in from the Data Options Prompt.

Project Status.

Filter Project prompt and reports results by All Projects (Default), Active Project Only, Inactive Projects Only.

Project.

Search and Select for one or more projects to which you have access.

Rows Excluding Carry Forward.

Use the radio buttons to display or hide the Expense Total and Net Position rows that exclude carry forward (account 79999).

A

Accounting Period

Parentheses next to the Accounting Period indicate whether that period was open or closed at the time the report was run. "Closed" indicates this report has "final" amounts. If "open", the totals and balances are not final.

B

Detail Drill

This link launches the GL008 Revenue and Expense Activity report.

C

Account

You see the account code and description. Accounts appear when they have financial activity over the course of the fiscal year. Revenue appears first, then expense.

D

Current Period Summary

Refers to the Accounting Period in the report header. Under Current Period Summary, you see three columns:

• Pre-Encumbrance/Encumbrance - indicates whether the amount is currently encumbered if it is positive. Negative amounts are indicated by (parentheses) and mean unencumbered. Encumbrances do not apply to revenue.
• Actual - displays posted transaction amounts, such as recognized revenue or expenses paid.
• Total - is the sum of the Pre-Enc/Enc and Actual columns.

E

Fiscal Year to Date

You see the same three columns: Pre-Enc/Enc, Actual, and Total. The difference from the Current Period Summary is that the span of time is from the beginning of the fiscal year (Sept.1) to the date in the accounting period for which the report was run.

F

Current Budget

Is the cumulative budget for the fiscal year including any adjustments made to the original amount.

G

(Un)Favorable Balance

Is the account balance column. Notice the prefix (Un) is in parentheses. Parentheses around any figure mean the budgeted item is negative, or in deficit.

• Revenue Balance = FYTD Total - Budget. In Revenue, parentheses indicate the amount you have yet to bring in. Positive numbers indicate you have brought in more than you budgeted for revenue.
• Expense Balance = Budget - FYTD Total. In Expenses, parentheses indicate an excess of expenses over the budget. For expenses a positive number is the remaining balance available to spend at the account level.

H

Subtotals

Exist for Revenue and each type of expense: Salary, Benefits, and Non-Personnel expenses. Non-personnel is the subtotal for all non-salary/benefits expenses on account codes in the 70000 (other expenses) or 80000 (transfers) series.

H

Expense Total

Is the sum of all Salary, Benefits, and Non-Personnel expenses

I

• Net Position: Revenue less Expense
• Net Position Excluding Benefits
• Expense Total Excluding Carry Forward
• Net Position Excluding Carry Forward

• Net Position: Revenue less Expense - compares total revenue to total expenses (Net Position: Revenue less Expense = Revenue Total - Expense Total).
• Net Position Excluding Benefits - is valuable to units who carry forward unused funds, because unused benefit budgets cannot be carried over to the next fiscal year (Net Position Excluding Benefits = Revenue Total - Salaries Total - Non-Personnel Total).
• Expense Total Excluding Carry Forward - Money that is carried forward) from a previous fiscal year) is mainly budgeted on account code 79999. On the GL005 prompt page in Cognos, you can select whether or not to display subtotals that exclude carry forward. The default setting displays these subtotals (Expense Total Excluding Carry Forward = Expense Total - Carry Forward).
• Net Position Excluding Carry Forward - is useful to units who want to measure their performance against budgets/dollars related to the specific fiscal year (Net Position Excluding Carry Forward = Net Position - Carry Forward).