[ BEN Financials ]
203.SCH: YTD Revenue And Expense Totals Overview
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Last Updated: 4/20/12
The 203.SCH report provides a fiscal year-to-date overview of the
operating budget showing revenue and expense totals by fund category
and fund group. It provides a summary of current period and
year-to-date revenue and
expense activity within each fund group.
The report provides revenue & expense budget, actual,
encumbrance and budget variance balances. Both period-to-date and
year-to-date balances are included. Percentages are provided to
compare fiscal year actuals to budget amounts; as well as fiscal
year actuals plus encumbrances to the current budget.
Several report options are provided as parameters to allow users
to select one or more fund groups for the report.
The report uses a matrix format. The balances are used to create
the columns and are read from left to right. The rows represent the
totals of all object codes associated with the balances. The sort
order is controlled by a combination of page breaks and report
templates. Specific information regarding page-breaks, sort order
and templates for this report is described below.
The following report breaks are automatically produced for the Net Asset
Classes and Organizations you select when you run this report:
Revenue and Expense totals for each fund group.
Revenue and Expense totals for each fund category
Revenue and Expense totals for the entire operating budget
All page-break combinations will be presented in ascending order,
that is, the lowest combination of values to the highest.
This report uses templates to determine the fund groups and the
rows. Funds are aggregated into fund groups based on the Revised
Responsibility Center Management (RCM) Model. For more information
on how the fund groups are defined, see
Row templates are used to create the rows on the report. The row
template determines the order of the rows (e.g., revenue followed by
expense, salaries followed by employee benefit expense), the group
of object codes to be included in each labeled row (e.g., Travel
& Entertainment includes 520x and 521x), and the level of
Template 5A is used to define the rows. In this report, balances are NOT
reported down to the object code level. Instead, each row contains
the sum of the balances for all of the object codes included in that
row. Only the revenue and expense totals and the section on the
bottom are included in this report. For more information on the row
templates used in this report, see
Note: Template 5A is a highly summarized version of
Template 1A with one difference - Template 5A shows Object Code 5505 (Service Center Cost Recovery)
separately, not included in the Expense total.
Reports 102.ORG, 103.ORG, 115.ORG, 201.SCH, and 211.SCH, which show
Grants and Contracts and URFs (and optionally Service Centers), use
Template 1C (or 5C). Templates 1C and 5C treat Overhead
Sponsored Programs (i.e., Grant & Contract Overhead
differently than Template 1A, and this needs to be reconciled in order to go back
and forth between reports.
In addition to the Accounting Period (PERIOD NAME), the following
parameters are provided on this report:
Center LOW/HIGH (Required)
Enter the low/high values for
the Responsibility Center.
NAC LOW/HIGH: (Required)
Enter the low/high values for the
Net Asset Class. All three Net Asset Classes are supported on this
report. To receive a separate report for each of the three net
asset classes, specify 0 as the low value and 2 as the high value.
In addition, two special “summary” NAC values are also supported:
T : When this NAC value is specified, the
information on the report will be consolidated across all three
net asset classes for the specified school or center.
S : When this NAC value is specified, the information on the report
will be consolidated across the unrestricted and temporarily
restricted net asset classes only (NAC ‘0' plus NAC ‘1').
ORG LOW/HIGH: (Required)
Enter the Low/High values for the
ORGs to be included for the report; to report on all ORGs within a
school or center, specify the lowest ORG to the highest ORG in
The 203.SCH will produce summary reports at the shaded levels.
No parameter is needed here to specify the report options.
||General Funds and
|General Operating Funds
||General Purpose Funds
|Special Purpose Funds
| Other Unrestricted Funds
Other Restricted Funds||000002
|Designated Gift Funds
|Sponsored Programs and
|Sponsored Program Funds
The report heading includes the following information:
Indicates the chart of accounts segments used
to create the report break, depending on which report option was
chosen. The next line will show the chart of accounts values used
for this particular part of the report. The codes used for fund
groups, sub groups, and categories are shown on
Indicates the accounting period for which
information is being reported. Accounting period is specified as a
parameter when the report is requested.
The alphabetic descriptions associated with the
report break codes.
From left to right, the report columns will provide the following balances:
ORIGINAL BUDGET: The balance in this column is the total fiscal-year
planning budget. The source of data in the Original Budget column is the
file uploaded by the Budget Office at the beginning of
each fiscal year.
Special Note: In the ORIGINAL BUDGET column, the “Prior-Year
Cash Position (Surplus)/Deficit” row shows the budgeted prior-year amount,
not the actual amount.
CURRENT ANNUAL BUDGET: The balance in this column is the
fiscal-year-to-date operating budget, which is the Original Budget
plus or minus any budget changes from the beginning of the fiscal year up through
the specified accounting period. Any changes to the operating budget that have occurred
within the specified accounting period being reported will also be reflected
in this balance.
Special Note: In the CURRENT ANNUAL BUDGET column, the “Prior-Year Cash Position (Surplus)/Deficit” row
the actual prior-year amount, not the budgeted amount.
CURRENT MONTH ACTUALS: The balance in this column will contain
the period-to-date actuals for the specified accounting period.
FYTD ACTUALS: The balance in this column is the fiscal-year-to-date
actual, that is, the total activity from the
beginning of the fiscal year up to and including the specified
% ACT TO CUR BUDGET (xx% of FY): Two pieces of information are being provided:
- The figure in the heading (xx% of FY) indicates the percentage of the fiscal year that has passed.
- The data in this column is the FYTD Actuals divided by the amount in the Current Annual Budget stated as a percentage.
ENCUMBRANCES: The balances in this column represent all
outstanding encumbrances up to and including the specified
% ACT/ENC TO CURRENT BUDGET: The data in this column reflects
the sum of the amounts in the FYTD Actuals and Encumbrance
columns, divided by the amount in the Current Annual Budget
column, stated as a percentage.
BUDGET BALANCE AVAILABLE: A calculated column that represents
the amount of operating budget dollars that have not been spent or
encumbered. The column is calculated as follows:
CURRENT ANNUAL BUDGET - (FYTD ACTUALS + ENCUMBRANCES)
Section At The Bottom:
On the 2xx.SCH reports, the cash position section at the bottom of
the report is completely populated for all funds, and for all break options, regardless of the BC.
The fiscal-year-to-date "Net Operating (Surplus)/Deficit" and "Cash Effect of Other Current-Year Activity" are added to the "Prior-Year Cash
Position (Surplus)/Deficit" to provide the "Cumulative
Cash Position (Surplus)/Deficit". In contrast, the 10x.ORG reports suppress the prior-year cash position in
certain situations. Therefore, the section at the bottom will not be the same for 10x and 2xx
Last Page Of The Report:
On the last page of every report additional pieces of
important information are provided. We recommend that you keep this
parameters page with the report to document what the report
The parameters used to request the report
are printed on the last page as confirmation of what was
requested. If the account combinations returned to you in the
report are not what you expected, the report parameters list is a
useful first place to start. At a minimum, you can verify the
range of values you provided at the time you submitted the
REPORT BREAK - RESOLVED PARAMETERS
The list provided here
represents the list of values within the range you provided as
Report Parameters that passed security verification. When a report
is submitted, ORGanization parameters that were provided are
compared against your BEN Financials security profile. All ORGanizations
in the range that match your profile will be returned to you in
This is a good second place to look if you did not get the
results you expected. Compare the list of ORGanizations in this
list against the parameter range you provided. If an ORGanization
is missing, chances are it does not exist in your security