Reviewing the Account Summary

The Account Summary displays the following for the selected account range:

·       Account Number and Description

·       Beginning Balance shows the beginning balance of this account for the period range chosen.

When looking up account periods other than the full current year, keep in mind that the Beginning Balance will not reflect any Unposted Transactions or Encumbrances. These items will only be calculated into the Beginning Balance if the search period begin date is equal to the first month of the fiscal year.

·       Unposted Balance includes transactions that have not been reviewed and posted.

·       Posted Balance includes transactions that have been reviewed and posted.

·       Encumbrance includes transactions created by a purchase order. These are not yet actual expenses, but indicate an intended or committed expenditure, and can be an important consideration when reviewing a budget.

·       Ending Balance is the Beginning Balance minus any Transactions. (Beginning Balance plus/minus all Posted, Unposted, and Encumbered Transactions).

·       Other Accounts Against Budget the total of actual expenditures from other accounts associated with this GL Account via a merged line item. This value is displayed only when the GL Account is part of a merged line item. Appears only when Budget information is included in the account lookup.

·       Total Annual Budget displays the total operating budget for the selected year. Appears only when Budget information is included in the account lookup.

·       Over/Under Budget displays the amount the transactions are over or under the allocated budget. Transactions over budget are indicated in red and transactions under budget are indicated black. (Total Budget minus Ending Balance minus Other Accounts Against Budget.) Appears only when Budget information is included in the account lookup.

Over and Under Budget indicators are only valid and applicable for expense, assets, and funds accounts. Over and Under Budget parameters inherently do not apply to Income and Liabilities, so unexpected results may show for these line items.

·       Totals The bottom row shows totals for each column. See warning below for important information about the accuracy of the Totals Row.

Some Budget line items may be merged; that is, one or more account numbers share the budget line item amount. If more than one GL Account within the range of search results is associated to a merged line item, the Totals row at the bottom will be incorrect for Other Accounts Against Budget, Total Annual Budget and Over/Under Budget. This is because the total Budget amount is shown for each GL Account that is part of a merged line item, so it will be duplicated within the calculation.  . In the example below, notice that 5 account line items share a merged budget. Because the Total Annual Budget for each line item is the same, the calculation includes each duplicated amount, and results in an incorrect total in the bottom row. This is a known issue being addressed in a future release.

Click on any column header to sort by that column.

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