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[ BEN Financials ]

304.BUD: Negative BBA CNAC/ORG/FUND YTD
Documentation :|: BEN Balances Report Documentation :|: Quick View

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The 304.BUD report provides a listing of all of the account combinations within a given CNAC that have a budgetary control of ‘1' (funds checking on a year-to-date basis at the ORG/FUND level) and that have a negative budget balance available (BBA) as of the specified accounting period. The accounts on this report are for the unrestricted net asset class only (NAC = ‘0'). The purpose of the report is to identify those accounts that are failing funds checking so that the appropriate corrective action can be taken.

Options are provided to allow users to list the accounts by ORG or to list accounts in descending order by the negative BBA amount (that is, highest negative BBA to lowest negative BBA).

Report Break:

The report break determines the page break and the first level sort for this report.
Report 304.BUD breaks at CNAC (Center Net Asset Class). A new page will be created for each unique CNAC reported.

Sort Order:

The report break is the first level of sort; in this case, CNAC is the report break.
Within CNAC, the 304.BUD offers two different sorts depending on the report selection option specified. When the report selection option is ‘1', the report lists accounts by ORG and, within ORG, by FUND. When the report selection option is ‘2', the report lists accounts in descending order by the negative BBA amount (that is, the highest negative BBA amount to the lowest negative BBA amount). If more than one account has the same negative BBA amount, the accounts are sorted by FUND within ORG.

Report Template:

No report template is used for this report. However, the balances that appear on this report are calculated based on the object codes in the TEXP summary template plus overhead (object codes 5282 and 5292). This calculation Excludes expense credits.

Parameters:

In addition to the Accounting Period, the following parameters are provided for account selection on the 304.BUD report:

1. Report Selection
   
2. CNAC Low/High
   
3. ORG Low/High
   
4. Fund Low/High
   

The last three parameters work just like they do for other General Ledger Reports (see Section 6, Report Parameters). The following provides information on the additional parameter (Report Selection) used in this report.

Report Selection Valid choices are ‘1' or ‘2'

1. This option will produce a report sorted by FUND within ORG
   
2. This option will produce a report sorted by the negative BBA amount (highest to lowest).

Special Note on selective reporting of funds for the 304.BUD report: The FUND parameter allows selective reporting on a single fund or range of funds for the 304.BUD report. It is important to remember, however, that the 304.BUD report will only produce output for those funds that use a BC of ‘1' and that have a negative budget balance available. If the user specifies a fund in the fund parameter that does not use a BC of ‘1', the report will produce no output. This may give a false impression that the fund in question has no negative BBA balances. Therefore, when using the FUND parameter on this report, make sure that the fund(s) specified in the parameter all use a BC value of ‘1'.

Report Heading:

The report heading includes the following information:

1. Report Break: CNAC
   Indicates the report break variable for this report. In the 304.BUD report, CNAC is the report break variable.

2. For Month Of:
   Indicates the accounting period through which balances are provided. Accounting period is provided as a parameter when the report is requested.

3. CNAC:
   The CNAC value and name are listed.

4. BC: 1
   Indicates the BC value, and therefore the level of funds checking, used for accounts listed on this report. In the 304.BUD report, all accounts listed use a BC value of ‘1', which defines funds checking at the ORG/FUND level on a year-to-date basis.

5. Report Selection
   Indicates the report selection option specified for this report.

Report Columns:

From left to right, the report columns provide the following information.

1. ORG: This column provides the numeric code for the ORG in the account combination being reported.

2. ORG Description: This column provides the name of the ORG referenced in column one.

3. FUND: This column provides the FUND number for the FUND in the account combination being reported.

4. FUND Description: This column provides the name of the FUND referenced in column three.

Special Note: in the following columns, balance information is calculated using the object codes in the TEXP summary template plus overhead expense (object codes 5282 and 5292). Expense credits (object codes 55xx) are excluded. For the same account and accounting period, the totals in these columns should match the totals on the Total Expenditures line of the 100.ORG report, adjusted for expense credits.

5. Fiscal Year Budget: The total year-to-date operating budget for this ORG/FUND combination as of the specified accounting period.

6. YTD Actual: The total year-to-date actual expenditures for this ORG/FUND combination as of the specified accounting period.

7. YTD Encumbrance: The total year-to-date outstanding encumbrances for this ORG/FUND combination as of the specified accounting period.

8. Budget Balance Available: The total year-to-date budget balance available for this ORG/FUND combination as of the specified accounting period. The budget balance available is calculated as:

   Fiscal Year Budget less (YTD Actual + YTD Encumbrance)

Last Page Of The Report:

On the last page of every report, two pieces of important information are provided: Report Parameters and Report Break - Resolved Parameters.

1. Report Parameters
   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.

2. Report Break - Resolved Parameters
   The list provided here presents 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 security profile. All ORGanizations in the range that match your profile will be returned to you in the report.

   This is a good 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 profile.