Revenue/Expense Summary Report
This article covers how to run and interpret the Revenue/Expense Summary report on the Revenue/Expense dashboard.
This user guide assumes basic knowledge of Data Warehouse. View the Data Warehouse Basics guides for more information.
What does this report show?
The Revenue/Expense Summary report is a high-level summary of your finances; it includes: Baseline Budget, Revised Budget, Current Period Actuals, Current Year Actuals, Encumbrance, Pre-encumbrance, and Budget Balance Available. Users can also view detailed information by clicking on hyperlinks within the report.
Report Overview
The Revenue/Expense Summary report is a year-to-date report by fiscal year.
When you access the report, your personal settings for the report (page) appear. If you have not set up your personal settings, the system defaults will automatically populate.
Report Filters
The first section of the report contains the available filters. Utilize the filters to narrow down your report results or find specific values.
Leaving a filter blank is equivalent to selecting all available values with transactions associated with them (e.g., if you leave Account blank, your report will show all account codes that have a transaction associated with them).
| Filter | Description |
|---|---|
| Fiscal Year | The beginning calendar year of the Fiscal Year for which you wish to view data (i.e., FY 2017-2018 = 2017). |
| Accounting Period | For this year-to-date report, this is the ending month for the year-to-date data (e.g., choosing 6 will mean you see data from July 1st - December). |
| Fund | The specific fund code(s) for which you wish to view data along with the name associated with the fund code(s). |
| Account | The specific account code(s) for which you wish to view data along with the name associated with the account code(s). |
| Program | The specific program code(s) for which you wish to view data along with the name associated with the program code(s). |
| Class | The specific class code(s) for which you wish to view data along with the name associated with the class code(s). |
| Project | The specific project code(s) for which you wish to view data along with the name associated with the project code(s). |
| Division | The specific campus division(s) for which you wish to view data. |
| Sub-Division/College | The specific campus sub-division(s) or college(s) for which you wish to view data. |
| Master Department | A Master Department groups several departments together. Use this to select a specific master department for which you wish to view data. |
| Department | The specific department ID(s) for which you wish to view data along with the name associated with the department ID(s). |
Report Parameters and Available Column Headers
Just under the report filters are the report parameters and the available columns headers for the report results table.
Report Parameters
Business Unit will always be FLCMP (Fullerton Campus).
Fiscal Year will match the Fiscal Year in the report filters.
YTD Period will match the Accounting Period in the report filters.
Total Number of Records Retrieved will be the total number of rows in the search results table.
Therefore, the report will be showing year-to-date information for the selected fiscal year from July 1st through the YTD Period.
The following column headers are available for the report results table.
Use the drop-down menus to select the columns you want to see on your report results table.
When you make a selection from one of the drop-down menus, the report will automatically re-run.
| Column |
Description |
|---|---|
| Dept ID | The Department ID associated with the transaction. |
| Dept Descr | The name associated with the Department ID for the transaction. |
| Dept Fdescr | Both the Department ID and the name associated with the Department ID appear. |
| Fund | The Fund code associated with the transaction. |
| Fund Descr | The name associated with the Fund code for the transaction. |
| Fund Fdescr | Both the Fund code and the name associated with the Fund code appear. |
| Account | The Account code associated with the transaction. |
| Acct Descr | The name associated with the Account code for the transaction. |
| Acct Fdescr | Both the Account code and the name associated with the Account code appear. |
| Program | The Program code associated with the transaction. |
| Prog Descr | The name associated with the Program code for the transaction. |
| Prog Fdesc | Both the Program code and the name associated with the Program code appear. |
| Class | The Class code associated with the transaction. |
| Class Descr | The name associated with the Class code for the transaction. |
| Class Fdescr | Both the Class code and the name associated with the Class code appear. |
| Project | The Project code associated with the transaction. |
| Project Descr | The name associated with the Project code for the transaction. |
| Project Fdescr | Both the Project code and the name associated with the Project code appear. |
| Level 2 Fdescr | This is equivalent to the Division designation. |
| Level 3 Fdescr | This is equivalent to the Sub-Division/College designation. |
| Level 4 Fdescr | This is equivalent to the Master Department designation. |
| Column |
Description |
|---|---|
| Baseline Budget | The total amount of the baseline budget for the selected Fiscal Year as of the selected Accounting Period. |
| Revised Budget | The total amount of all budget-related transactions (i.e. baseline budget, budget adjustments, budget transfers, carry forward, etc) for the selected Fiscal Year as of the selected Accounting Period. |
| Current Period Actuals | The total amount of all expenditures that were posted during the Accounting Period in the report filters for the selected Fiscal Year. |
| Current Year Actuals | The total amount of all year-to-date expenditures as of the Accounting Period in the report filters for the selected Fiscal Year. |
| Encumbrance | The total amount of encumbrances (purchase orders) still active as of the Accounting Period in the report filters for the selected Fiscal Year. |
| Pre-Encumbrance | The total amount of pre-encumbrances (approved purchase requisitions) still active as of the Accounting Period in the report filters for the selected Fiscal Year. |
| Budget Balance Available | This total is calculated based on your revised budget minus your current year actuals, encumbrances, and pre-encumbrances. |
Additional Detail
You can click on hyperlinks in the Baseline Budget, Revised Budget, Current Year Actuals, Encumbrance, or Pre-Encumbrance totals to view the specific transactions included in the total.
Baseline Budget and Revised Budget
These columns appear when you click on the Baseline Budget summary total or the Revised Budget summary total on the main summary report.
| Column |
Description |
|---|---|
| Scenario | The type of budget transaction. |
| Journal ID | The identification number assigned to the budget transaction. |
| Jrnl Ln Descr | The line description associated with the budget transaction. |
| Doc Ln Descr | The header description associated with the budget transaction. |
| Jrnl Ln Ref | The line reference for the budget transaction if entered. |
| Journal Date | The date of the budget transaction. |
| Fiscal Year | The first calendar year of the fiscal year during which the budget transaction occurred. (i.e. FY 2018-2019 = 2018.) |
| Period | The Accounting Period when the budget transaction was posted. |
| Baseline Budget | The amount of the transaction that was applied to the baseline budget. |
| Revised Budget | The amount of the transaction that was applied to the revised budget. |
Current Year Actuals
These columns appear when you click on the Current Year Actuals summary total on the main summary report.
| Column |
Description |
|---|---|
| Doc Src |
The type of transaction. Values include:
|
| Document ID |
For each Doc Src, the document ID is a different type of identification number:
|
| Document Date |
For each Doc Src, the document date denotes a different type of date:
|
| Journal ID |
The identification number associated with the accounting transaction that is posted to the general ledger. |
| Journal Date |
The date of the journal which determines the accounting period to which the system posts the journal. |
| Ln Number |
The line number on the transaction. |
| Ln Descr |
The line description associated with the transaction. |
| Invoice ID |
The identification number assigned to the invoice associated with this transaction. |
| Vendor/Customer ID |
The identification number assigned to the vendor or customer associated with this transaction. |
| Vendor/Customer Name |
The name of the vendor or customer associated with the transaction. |
| Reference 1 |
The line reference for the transaction if entered. May denote a PO# or Work Order #, CashNet Item Code, or other identifying information. |
| Reference 2 |
Additional reference information for the transaction. For HCM transactions, this includes FTE statistics amount if applicable. For VCH transactions, this includes the PO ID associated with the transaction. |
| Fiscal Year |
The first calendar year of the fiscal year during which the transaction occurred. (i.e. FY 2018-2019 = 2018.) |
| Period |
The Accounting Period when the transaction was posted. |
| Actuals |
The amount of the transaction. |
Encumbrance
These columns appear when you click on the Encumbrance summary total on the main summary report.
| Column |
Description |
|---|---|
| Doc Src |
The type of transaction. Values include:
|
| PO ID |
The identification number associated with the purchase order. |
| PO Ln |
The line number on the purchase order. |
| PO Ln Descr |
The line description on the purchase order. |
| Voucher ID |
The identification number associated with the voucher. |
| Document Date |
The date of the transaction. |
| Beginning Encumbrance |
The total existing encumbrance amount at the beginning of the Accounting Period set in the report filters. |
| Current Encumbrance |
Any changes to the encumbrance amount that occurred during the Accounting Period set in the report filters. |
| Ending Encumbrance |
The total amount still left encumbered at the end of the Accounting Period set in the report filters. |
Pre-Encumbrance
These columns appear when you click on the Pre-Encumbrance summary total on the main summary report.
| Column |
Description |
|---|---|
| Doc Src |
The type of transaction. Values include:
|
| Req ID |
The identification number associated with the requisition. |
| Req Date |
The date of the requisition. |
| Req Ln |
The line number on the requisition. |
| Req Ln Descr |
The line description on the requisition. |
| PO ID |
The identification number associated with the purchase order. |
| Supplier |
The supplier/vendor identification number. |
| Supplier Descr |
The supplier/vendor name. |
| Beginning Pre-Encumbrance |
The total amount of funds pre-encumbered at the beginning of the Accounting Period set in the report filters. |
| Current Period Pre-Encumbrance |
Any changes to the pre-encumbrance amount that occurred during the Accounting Period set in the report filters. |
| Ending Pre-Encumbrance |
The total amount of funds still pre-encumbered at the end of the Accounting Period set in the report filters. |
Additional Report Layouts
At the bottom of the Revenue/Expense Summary report are additional links and layouts.
Revenue/Expense Summary (without All University Benefits Pool) will run the Revenue/Expense Summary report in a new tab without university-funded benefits included.
Revenue/Expense Summary (with Project to Date) will run the Revenue/Expense Summary report in a new window with a Project to Date Actuals column.
Need More Help?
For technical assistance with the Data Warehouse, please contact the IT Help Desk at [email protected] or 657-278-7777.
For questions about getting access to the Data Warehouse or how to use the reports, please contact IT Training at [email protected] or 657-278-5647.