/ Job Aid

Running theBudget vs Actual – Expandable by Row

Purpose: This report can be used to monitor any combination of segment values to retrieve summary data by account segment, drill down to fund, department, and cost center activity from hierarchies, and drill to transaction details. It is a year to date report.

Note: The preferred browser for this report is Firefox because of the auto-refresh feature.

Step / Action
Users may access the Budget vs Actual – Expandable by Rowby clicking theicon on the Home Pageor via the Navigator menu.
To navigate to the Home Page, click the house icon in the top right hand corner.
From the OFC Home Page, click the Financial Reporting icon.

Select Budget vs Actual –Expandable by Rowby clicking on the blue link.

The report will first generate results based on the filters at the top of the screen. These will default to the last filters entered.

The Accounting Period should be updated to the current period to capture year to date information.
Click to update.
Select by opening the Accounting Period, Year, and Quarter chevrons. Select the appropriate Accounting Period radio button and clickOK.


Enter data fields as appropriate to filter the data request. Select “All Values” for segments that will not be filtered.
Each segment is entered in the same manner, either by using the search feature or drop down values.
Search a Specific Value:
Select the segment that will be filtered by clicking the segment.

Enter the value and click the binoculars.

Select the appropriate value, click OK and OK, again.

Repeat for each appropriate segment.
Search a Hierarchy:
Select the segment that will be filtered by clicking the segment.

Enter the value and click the binoculars (Reference: Hierarchies List)

Select the value that indicates “Current”, click OK and OK, again.

Repeat for each appropriate segment.
Select from Dropdown Menu:
Select the segment that will be filtered by clicking the segment.

Click the chevron next to the segment to access drop down of all values available. Select the appropriate value by clicking in the radio button and clicking OK.

Each Fund, Department, and Cost Center with a chevron in the report may be expanded by row to get to more specific segment summary data.


Each Account Rollup row with a chevron in the report may be expanded to get to the account segment summary data.
Each value in the Budget and Actual columns may be drilled into by clicking on the dollar amount hyperlink.

After clicking on an amount to drill to, Select Drill to Detail Balances to review transaction details.

Reference: Running a Detail Balances Report
Results may be exported to Excel by selecting Export to Excel from the dropdown menu on the top left side of the report.

Protips:
The export will only include data shown on the screen, click the chevrons to show all data you would like included in the report before you export.
You may have to remove formatting to view export in Excel.
The next time you open the report, the filters from the last time it was run will remain.
End of Procedure.
Last Updated: 10/6/16 / Page 1