The Zero-Based Budget Report is used to review the Expenses and Encumbrance details by account. The Zero-Based Budget Report acts as a type of Journal Report that only selects Journal Entries that involve Expenses and Encumbrances and match the objects specified in Setup. By default, the report sub-totals by account and Journal Source.
Setup allows user to restrict the report to certain objects. Setup allows user to specify the activity types included in the report. Activity types are sorted by priority and can be given criteria such as accounting strips or whether the journal is related to a vendor, payroll, or the warehouse.
Setup must be completed before generating the report in order to produce results.
1. From the Budgeting/General Ledger menu, click Zero-Based Budget Report.
2. Click the Setup tab.
3. Enter the applicable Objects by Code that may be included in the Zero-Based Budget Report. Once entered, press the Enter key. Note: If specified, only the following objects will be included in the report.
You can enter the object code or you can enter wildcards to determine the object groups that can be pulled into the report. For example, 2XXX. X is the wildcard meaning all objects that being with the number 2 may be pulled into the report.
Another example includes object 3XXX where Xs are wild cards; this example would include all of the objects in the range of 3000 to 3999.
Enter an asterisk (*) to allow all objects to be included in the report.
The object has saved once the delete button (red minus sign) displays.
a. Click the delete button (red minus sign) to remove an object code. Click the field to edit codes, as needed.
Activity Types determine how the Zero-Based Budget Report performs sub-totals. The Report will always subtotal by account; after the account, the report defaults to subtotaling by Journal Source (PR Wages, AP Warrant Issue Expended, etc.).
You must have at least one Activity Type setup in order to run the Report. It is assumed you would input subtotaling by at least one of the elements (Center, Function, Object). So, you would specify multiple lines in this section. Any account that doesn't match the override will default to subtotaling by Account and Journal Source.
4. Enter the Name of the activity/category in the provided text box. The override title displays as subtotal title (Name entered here).
5. Select the Append Vendor # check box to add subtotal by vendor for transactions that match the Manage Criteria specifications.
6. Enter the Sort order number to determine the order to apply override logic.
7. Press the Enter key to save the activity.
8. Once added, click Manage Criteria to further customize the activity.
From the Manage Criteria pop-up window, you can customize the activity by Accounting Strips. This part of the setup allows you to override the subtotaling by Journal Source. You specify all or part of the accounting strip so you can override the sub-total and give it a user-specified name. You can also add subtotaling by the vendor to the User specified name.
9. Enter the applicable accounting strips by elements, such as Fund, Function, etc. Then, press the Enter key to save the account. Wildcards (X) to group elements and asterisks (*) to include all elements can be used here as well.
a. Click the element fields to edit, as needed. Click the delete button (red minus sign) to delete an account.
10. Select the Journal is linked to a vendor check box to indicate that the activity type is linked to vendor(s).
11. Select the Journal is related to the warehouse check box if the activity contains data that pertains to the warehouse.
12. Select the Journal is linked to a payroll run check box if the activity contains payroll data.
The Accounting Strips entered work in conjunction with the Miscellaneous options selected; therefore, the account and the miscellaneous options must be true active override
13. When the criteria has been managed, click the X to close the pop-up window.
The subtotal displays as School 0301 not PR Wages because of the Setup override and the subtotal data.
1. From the Budgeting/General Ledger menu, click Zero-Based Budget Report.
2. The Zero-Based Budget Report defaults to the Report tab. If on the Setup tab, click the Report tab to generate the report.
3. Enter a Journal Date in the provided text box if you want to pull data for a specific date. This field is not required.
4. Enter the applicable accounting strip elements, such as Fund, Function, etc. These field are not required.
5. Click Run Report.
The report displays the accounting strip (Fund, Function, etc.), the Description, Amount, Purchase Order #, Outstanding Encumbrance, Invoice #, Check #, Check Date, Vendor #, and the Vendor Name.
Click the floppy disk save icon to save the report before or after running the report.
a. Name the report, then click Save.
b. Click the Trash Can icon to delete saved reports.
c. To edit a Report Name after saving, select the report, then click the Blue Arrow next to the Trash Can.
d. In order to generate a saved report, from the Zero-Based Budget Report screen, select the saved report from the pull-down and click Run Report.
Click the Filters button to filter data and apply filter rules.
a. To add more than one filter to a column, click on the green plus sign.
b. To delete an added filter, click on the red minus sign.
c. Select the gray arrow for additional filtering rules.
For more information on how to use the Filters feature, see the Filters document.
You can sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.
