Appropriation Control Report - Instructions

Use the Appropriation Control Report to list appropriation accounts and their corresponding figures from the Appropriation Masters including their appropriated, encumbered, expended, and paid amounts and unencumbered and unexpended balances.  Run this report frequently to locate any incorrect figures.  There are five report options available.

Appropriation Control Report Types:

• Print Previous Years Expended Totals Shows both this year and last year's expended amounts so useful comparisons can be made.

• Print Unexpended Totals Shows Unexpended balance amount from the Appropriation Master.  This is the most common selection.

• Print from Appropriation Monthly File Shows the amounts paid in a specified general ledger period and has an option to print the YTD paid.  Does not print unexpended totals.

• Print an Abbreviated Report Shows appropriated amount, encumbered, expended, and unencumbered balance only.  The expended balance is the open invoice amounts and paid amounts accumulated.

• Print Unexpended Totals showing MTD Paid Shows amount paid for specified general ledger period as well as unexpended balances.

Revenue options allow you to choose how figures in the Revenue field on the Appropriation masters will affect your report:

• Added to Adjustments Revenue amounts will be added to the Adjustments column on the report thus increasing the initial budgeted figure.  The Abbreviated report shows just the initial figure which, in this case, includes the Revenue amount.

• Subtracted from Expended Revenue amounts will be subtracted from the Expended Paid figures on the report.

For additional information, click More.

Directions:

To see directions for...

• Opening the Appropriation Control Report, click More.

   

  1.  Click Fund Accounting from the Menu Bar.

  2.  Click Reporting.

  3.  Click Appropriation Control.
  
  Or, use the keyboard shortcut:  [ALT] [u] [r] [a].

   

  Appropriation Control Report Window Example:

  

   

• Choosing the Selections at the Prompt Window, click More.

   

  Appropriation Control Report Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Report Writer	Review the Report Writer prompts and make changes, if applicable. Note:  For more information, refer to the Report Writer Overview.
  	To generate the report, click Print, or press [ENTER]. Keyboard shortcut: [ALT + p]
  	To print to the Print View window, click here.
  	To escape from the print routine, click Cancel. Keyboard shortcut: [ALT + c]

   

  After selecting the printer, the following window displays:

  

   

  Appropriation Control Report Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Report Type	To select a Report Type, click a choice in the drop-down list. Appropriation Control Report Types: Print Previous Years Expended Totals- Shows both this year and last year's expended amounts so useful comparisons can be made. Shows both this year and last year's expended amounts so useful comparisons can be made. Print Unexpended Totals - Shows Unexpended balance amount from the Appropriation Master.  This is the most common selection. Shows Unexpended balance amount from the Appropriation Master.  This is the most common selection. Print from Appropriation Monthly File - Shows amount paid in a specified general ledger period.  Has option to print YTD paid.  Does not print unexpended totals. Shows amount paid in a specified general ledger period.  Has option to print YTD paid.  Does not print unexpended totals. Print an Abbreviated Report - Shows appropriated amount, encumbered, expended, and unencumbered balance only.  The expended balance is open invoice and paid amounts combined. Shows appropriated amount, encumbered, expended, and unencumbered balance only.  The expended balance is open invoice and paid amounts combined. Print Unexpended Totals showing MTD Paid - Shows amount paid for specified general ledger period as well as unexpended balances.
  Revenues	To choose how figures in the Revenue field on the Appropriation masters will affect your report, click a choice in the drop-down list. Added to Adjustments - Revenue amounts will be added to the Adjustments column on the report thus increasing the initial budgeted figure.  The Abbreviated report shows just the initial figure which, in this case, includes the Revenue amount. Revenue amounts will be added to the Adjustments column on the report thus increasing the initial budgeted figure.  The Abbreviated report shows just the initial figure which, in this case, includes the Revenue amount. Subtracted from Expended - Revenue amounts will be subtracted from the Expended Paid figures on the report.
  GL Period	To specify the desired GL Period to report, click a choice in the drop-down list. Note:  This field is only active for Report Types 3 and 5.
  YTD Through the G/L Period	To list as an option, Year-to-date totals accumulated as of the specified GL Period, click to select the box. To omit listing year-to-date GL Period totals, de-select the box. Note: This field is only active for Report Types 3 and 5 only.
  Print Handbook II Codes	To print the Handbook II Codes under the Subaccount heading in report order as specified on the Handbook II Description Table, click to select this box. To omit, de-select this box.
  Print Totals Only	To only print Department Totals, click to select this box. To print detail and Department Totals, de-select this box.
  	To generate the report, click Continue. Keyboard shortcut: [ALT + o]
  	To escape from the print routine, click Cancel. Keyboard shortcut: [ALT + c]

   

• Report Sample(s), click More.

   

  To see an example of the report, click Appropriation Control Report Sample.