Monthly Expenditure Report - Instructions

Use the Monthly Expenditure Report to view monthly expenditures for a specified general ledger period for a specified year.  You can run the report for this year, last year, or two years ago.  The report lists appropriation accounts and the budget amounts vs. actual paid amounts for the specified month as well as period-to-date amounts.  Both budget and paid amounts print from the Appropriation Monthly Master where paid amounts are updated, by general ledger period, during the A/P Payment Post.  Variance percentages are calculated by account.  All dollar figures are rounded up to the nearest dollar.  This report is similar to the Expenditure Comparison Report, which lists the same type of information, but in a slightly different format.  You see all three years at once for the specified general ledger period whereas this report lists information for a specified general ledger period for a specified year.

Tips:

• Actual paid figures are not affected by revenues posted against appropriation accounts.  If there is a revenue amount on an appropriation monthly master, it will not print on the report or affect the amount in the Actual column.  

• Budget figures display from the Budget Masters approved amount.  If the budgeting module is not used, budget amounts need to be entered manually on each account.

• For more information about running reports, see Print View.

• For more information about the buttons on the toolbar, see the Report Writer Toolbar.

• At the Report Writer window, you can change the selection and sort options for the report.  For more information, refer to the Report Writer Overview.

Directions:

To see directions for...

• Opening the Monthly Expenditure Report, click More.

   

  1.  Click Fund Accounting from the Menu Bar.

  2.  Click Reporting.

  3.  Click Monthly Expenditure Report.
  
  Or, use the keyboard shortcut:  [ALT] [u] [r] [m].

   

  Monthly Expenditure Report Window Example:

  

   

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

   

  Monthly Expenditure 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:

  

   

  Monthly Expenditure 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. Report Types: Shows appropriated amount, encumbered, expended, and unencumbered balance only.  The expended balance is open invoice and paid amounts combined. Current Year Prior Year Two Years Prior
  GL Period	To select the appropriate GL Period, click a choice in the drop-down list. Note: You can only print one period per report.
  Print Totals Only	To only print Department Totals, click to select this box. To print detail, as well as Department Totals, de-select this box.
  Report Heading 1	Enter the first line of an optional report heading that will print in addition to the Company Name and Report Title. (up to 40 characters)
  Report Heading 2	Enter the second line of an optional report heading that will print in addition to the Company Name and Report Title. (up to 40 characters)
  	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 Monthly Expenditure Report Sample.