Budget Summary Report

The Budget Summary report lets you access and review information about your budgets. This information helps you monitor the use of your funds, report fund information to others, and predict future funding needs. This report displays individual and total amounts for your budgets, including on-order, spent, available, and unspent amounts. It also shows these amounts as percentages of the original budget amount.

You access the Budget Summary report with the Budget Summary process in the Acquisitions/Reports folder. This report is also available through the Table Editor by opening the “budget” view; however, the report in the Table Editor does not show the total budget amounts.

Here is a sample Budget Summary report:

You can click the Display button to display a column that is not currently displayed. You can also click the Sort button to sort the report by one or more of these columns

Here are explanations for all the columns that are available for inclusion in the report:

Budget. The code assigned to the budget. (This is a combination of the budget category code and fiscal year defined in the Budget record.)
Amount. The amount of funds allocated to the budget.
On Order. The budget amount that is committed to, but not spent against the budget. This is the amount of funds assigned to outstanding orders (that is, orders that have not been paid).
Spent. The budget amount that has been spent. (The time at which funds are spent for items on a purchase order is determined by the option you select in the Spent Event field on the PO header.)
Available. The budget amount that is available for new orders. This is the Amount minus the Spent and On Order amounts.
Unspent. The budget amount that has not been spent. This is the Amount minus the Spent amount.
Category. The code of the budget category. The budget category defines the general fund category (used year after year) to which you can assign budget amounts for individual years. The actual budget is a combination of the budget category code and a fiscal year.
Year. The fiscal year assigned to the budget.
Status. The status assigned to the budget. “Open” means the budget is available for both new and outstanding orders. “Frozen” means the budget is available for outstanding orders but not new orders. “Closed” means the budget is no longer available. (For more information about budget statuses, see “Changing a Budget’s Status” in the Acquisitions Setup Guide.)
Percent On Order. The percentage of funds that are on order (encumbered) against the budget.
Percent Spent. The percentage of the budget that has been spent.
Percent Available. The percentage of the budget that is available for new orders.
Percent Unspent. The percentage of the budget that has not been spent.

Searching for Budgets to Include in the Budget Summary Report

The Budget Summary lets you generate a variety of different reports based on the criteria you use for including budgets in the report. (For example, you can search for budgets by budget year, status, or on-order amount.)

You can also use the Where Clause command on the File menu (SHIFT+F2) to perform more sophisticated searches. This command lets you enter SQL select statements to limit your search by virtually any criteria you want.

For example, suppose you want to get a summary of all open budgets for the year 2002 that have more than $500 available. You can select these budgets by entering this “where” clause:

status = 0 and year = 2002 and available >500

(For more information about using the Where Clause command, see “Horizon Table Editor” in the “Getting Started” chapter of the System Administration Guide.)

These steps explain how to view, print, or save a Budget Summary report to a file.

To generate a Budget Summary report

1 Start the Budget Summary process.

The default location of this process is the Acquisitions\Reports folder on the navigation bar.

Horizon displays the Compound Search window.

2 Highlight the index you want and enter a search term in the Search for field based on the budgets you want to include in the report.

If you highlight an amount-related index (such as “Spent”), you can use the greater ( > ) and less than ( < ) symbols in your search string. (For example, to highlight all budgets whose Spent amount is more than $500, enter “>500”.)

Note: If you want a Grand Total of all the budgets for a particular year, highlight the “Year” index and enter the year you want in the Search for field (for example, enter “2002”). You can see the Grand Total at the top of the report in the Total Amount field. You can also do a cross-year analysis for averages by highlighting the Budget index and entering an asterisk ( * ) in the Search for field. This will give you totals for budgets for all years on your system. You can then click Display to see the percentages.

3 If you want to perform a search using the Where Clause command, click Cancel to close the Search window. Then choose File, Where clause and enter an SQL select statement based on the budgets you want to display.

Horizon displays the Report Budget Summary window.

4 If you want to do so, print the report.
5 If you want to do so, save the report to a file.

 


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