Tips:

Reading the GL068 Financial Summary Report

This report displays summarized financial information, one row per chart string within the school/unit or department that you specify. There are expenses, revenues, budgets, and actuals. The report excludes chart strings that use grant, agency, or plant funds (funds that start with 6, 7, or 8). The report timeframe is the fiscal year beginning through the accounting period that you specify. If the selected accounting period is closed when the report is run, (Closed) appears in the report header.

Although this report was designed for administrators at the major unit level, anyone with access to see budget information in Cognos can run this report. Data will only be returned for chart strings you have access to view.

Anyone with financial access to Cognos BI and row-level security to financial departments or tree nodes can find and run the report.

Contents

Step 1: Navigate to the report.

Begin in Cognos BI with Public Folders on display.

  1. Click Finance, Facilities, and Research Administration > School or Central > choose any of the following folders: Accounting Services, Budget, Facilities, Sponsored Programs Management, Supply Chain, Voyager, Budget/COA, or Monthly Financial.
  2. Click the report title to see the prompt page.

Step 2: Respond to prompts and run the report.

  1. Respond to prompts as needed to filter the report. There are no required prompts. If you enter none, the report contains all chart strings to which you have access.
  2. Click Finish. Result: the report appears in HTML or your default format.
Prompts Descriptions
  • Left Column
    • Business Unit (NWUNV)
    • Date Options
    • Fiscal Year/Budget Period
    • Accounting Period
    • Manager/Reviewer
    • Fund
    • Optional Columns*
  • Right Column
    • Department **
    • Project Status
    • Project (ID)
    • Sort Order Prompt***

* Optional Columns. Select from a list of optional columns to include them in the report. Columns are: Benefits Budget, Benefits Obligation, Over/Under Expense Budget, Over/Under Revenue Budget, Fringe Benefit Surplus/(Deficit), Fund Description.

** Department. Enter one or multiple DeptIDs, or select a node on the department tree. The tree represents the structure of the university for financial reporting. Select the tree (As of Today) for the most recent reporting structure, or select the prior fiscal year tree to use the reporting structure from the prior fiscal year.

*** Sort Order Prompt. Specifies how the information is sorted, by Fund & Department or by Department & Fund. The report groups chartstrings by department, and your choice determines how chartstrings are sorted within each group.

Report Results

The report displays all chart strings that match your criteria and to which you have access (row-level security). There is one row per chart string, with grouping applied by fund and department. Separate rows within the report display subtotals per fund and department, and a row at the bottom of the report diaplays a grand total.

Graphic: GL068 Financial Summary Report Header
Graphic: GL068 Financial Summary Report Body

Column Definitions

Chartstrings and Descriptions

Indicated by Letter

Column Name

Column Description

Calculations

A

Fund Code

Three-digit value; the part of the chart string that that identifies the type of funding source.

No calculations performed

B

Fund Description (optional column)

The description of the fund such as General Unrestricted, or Designated

No calculations performed

C

Department

Seven-digit DeptID value; the part of the chart string that identifies the unit responsible for the activity.

No calculations performed

D

Department Description

A description of the specified DeptID number.

No calculations performed

E

Project

Unique eight-digit value; part of the chart string that links the activity to a distinct restricted or unrestricted purpose.

No calculations performed

F

Project Description

The description of the project number.

No calculations performed

Expense Budget

Indicated by Letter

Column Name

Column Description

Calculations

G

Carryforward Expense Budget

This is the amount of actuals dollars remaining from the prior fiscal year. These are not budget dollars.

No calculations performed

H

Fiscal Year Expense Budget

This is the expense budget for the chart string. This includes the base budget plus any budget adjustments that have been made.

No calculations performed

I

Total Expense Budget

This amount is the carryforward dollars from the prior fiscal year added to the expense budget for this fiscal year, which is your total amount of spending authority.

= columns G plus H

J

Benefits Budget (optional column)

This is the amount of your total expense budget that is budgeted for benefits. This amount is a subset of column H Fiscal Year Expense Budget.

No calculations performed

Expense Actuals and Balance

Indicated by Letter

Column Name

Column Description

Calculations

K

Total Actual Expenses

Total expenses posted against the chart string from fiscal year beginning through the selected accounting period.

No calculations performed

L

Total Encumbrances

Total encumbrances and pre-encumbrances posted against the chart string from fiscal year beginning through the selected accounting period.

No calculations performed

M

Total Obligation

The sum of the total actual expenses, encumbrances, and pre-encumbrances from fiscal year beginning through the selected accounting period.

= columns K plus L

N

Benefits Obligation (optional column)

This is the amount of your total obligation that is solely benefits expense. This amount is a subset of column M Total Obligation.

No calculations performed

O

Under/(Over) Expense Budget
(optional column)

This is the total expense budget including carryforward dollars minus all expenses, encumbrances, and pre-encumbrances (total expense budget minus total obligation).

= columns I minus M

Revenue Budget, Actuals, and Balance

Indicated by Letter

Column Name

Column Description

Calculations

P

Fiscal Year Revenue Budget

This is the amount budget for revenue for the fiscal year. This includes the base budget plus any adjustments that have been made.

No calculations performed

Q

Recognized Revenue

This is the actual revenue that has been posted for this chart string from fiscal year beginning through the selected accounting period.

No calculations performed

R

Over/(Under) Revenue Budget
(optional column)

The difference between the amount of revenue that was budgeted and actual revenue received for the chart string.

= columns Q minus P

Fiscal Year and Cumulative Balances

Indicated by Letter

Column Name

Column Description

Calculations

S

Fiscal Year Surplus/(Deficit)

Revenue surplus or deficit plus Expense surplus or deficit provides the net position which includes benefits and excludes any carryforward dollars from prior years.

= columns H minus M plus R

T

Cumulative Surplus/(Deficit)

Revenue surplus or deficit plus Expense surplus or deficit, provides the net position which includes benefits and any carryforward dollars from prior years.

= columns O plus R

OR

I minus M plus Q

U

Fringe Benefits Surplus/(Deficit)
(optional column)

The benefits budget minus benefits obligation which includes benefits transactions that are expense and encumbrances

The fringe benefit Surplus/(Deficit) is a subset of the Cumulative Surplus/(Deficit) amount

For fund 110, General Unrestricted, a fringe benefit surplus is generally returned to the university

A fringe benefit deficit is generally the responsibility of the applicable department or unit.

= column J minus N