A Group by Account report will show all of your accounts, with current budgets, expenses, and encumbrances. This report is particularly useful for higher level managers.
Related References
How to Generate a Group by Account Report
From the Accounting module, Reports menu, follow these steps to generate a Group by Account Report.
- Select Account. The Accounting Criteria Selection screen appears. (Learn more about the available selection criteria below.)
- Select the desired date range.
For example, you could see a summary of all of the transactions for the current fiscal year, beginning with the first fiscal year date through today’s date. Or you could see a summary of all reconciled transactions for the current fiscal year by entering the Campus Dates from the first fiscal year date through the last date of the last month reconciled. - Select Group by Account from the drop-down menu in the Balance Views/Budget Summaries field near the lower middle of the screen and click OK.
- Click
to generate the report. Report output appears with different tab views and output options available.
- Click the Views Report button, which displays your report.
- Print or Export the report, as desired. A dialog box appears. Click OK.
- IF you have selected Export, the system will prompt you to designate a file location for the exported file. You will be able to view and manage your exported report there.
Understanding Report Field and Button Descriptions
Field descriptions follow for the various selection criteria.
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Accounting Selection Criteria Fields |
Accounting Selection Criteria Field Descriptions |
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Date Selection Criteria |
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Transaction Dates |
This defines the period of time from which the account transactions are selected. The transaction date is the date that the entry is entered into the system. It is the date located to the left in the date range section of the budget and transaction data entry screens |
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Campus Dates |
This defines the period of time from which the account transactions are selected. The campus date is the date that the transaction was reconciled |
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Reference Criteria |
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ID Code |
This allows the user to generate a report for a particular ID code |
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Vendor |
This allows the user to generate a report for a particular vendor code |
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RT Code |
This allows the user to generate a report for a particular reference type code |
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Object Set |
This defines which object set to use during the report selection process. The object set determines which accounts and cost centers the user is allowed to choose from |
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Account and Cost Center Criteria |
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Account |
This allows the user to select data for a single account. To list multiple accounts, the user must use the MultiAcct button defined below |
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Cost Center |
This allows the user to select data for a single cost center. To list multiple cost centers, the user must use the MultiCCTR button defined below |
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Radio Buttons |
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Grouping |
This defines the object code grouping to be used on the report. The selections are: Minor - Sorts transactions by minor code (individual object codes) Major - Sorts transactions by major code Budget - Sorts transactions by budget code |
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Enc. Indirect Cost |
This defines whether the user wishes to calculate indirect cost encumbrances on the report. These calculations are based on the indirect cost rate and the indirect cost group defined for the accounts in the report. |
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Personnel |
This allows the user to print personnel information on the report. The selections are: None - The report does not display the names and salaries of employees paid off the account. Current - The report displays the names and salaries of employees currently being paid off the account. (One date is entered.) Historical - The report displays the names and salaries of employees historically paid off the account. (A date range is entered. If one account is selected, the default date is the budget period for the account) |
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Unobligated Balance % |
This feature gives the user the option to print the unobligated budget percent balance for the account(s) at the bottom of the selected report |
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Balance View Budgets |
This feature allows the user to choose the format in which the budget information will appear on the report. The options are to show either the revised budget as one number or show the budget’s original amount with the budget adjustments shown individually |
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Buttons |
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Cost Center |
This option provides the user with additional criteria that can be used to select specific cost center information to report. The cost center criteria that can be selected with this option are User Defined Attributes 1-4, Department, Division, User Defined Dates 1-2, School Codes, Cost Center Type, and Status |
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MultiCCTR |
This allows the user to select a group of cost centers to be used to generate reports |
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Account |
This option provides the user with additional criteria that can be used to select specific account information to report. The account criteria that can be selected with this option are User Defined Attributes 1-4, Account Type, Department, Division, Principal Investigator ID, User Defined Dates 1-2, Ledger, School Code, Historical Id, and Status. The user can also elect to exclude accounts whose budget end dates occur before a specified date |
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MultiACCT |
This allows the user to select a group of accounts to be used to generate reports |
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Object Codes |
This option provides the user with additional criteria that can be used to select specific object code information to report. The object code criteria that can be selected with this option are Object Code, Budget Code, Object Code Type, and Major Code |
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More |
This option provides the user with additional criteria that can be used to select specific vendor information to report. The vendor criteria that can be selected with this option are Vendor Type, Reference Group, University Employee, Minority Business, Small Business, and Internal or External Vendor |
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Note: When criteria are selected using one of the above-mentioned buttons, the button is displayed with yellow text. This notifies the user that additional criteria are selected. |
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Reports |
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Detailed/Specialized Reports |
This defines the report format that is to be generated. The list of valid reports can be obtained by using the drop-down arrow that is located at the right side of the field |
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Balance Views/Budget Summaries |
This defines the type of balance view report to be printed. The list of valid balance view groupings can be obtained by using the drop-down arrow that is located at the right side of the field |
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Report Comment |
This allows the user to enter a comment to be printed on the report |
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Action Buttons |
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Allows the user to generate the report |
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Allows the user to cancel the report selection criteria screen |
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Allows the user to erase all of the previously selected report criteria |
Sample Report
Following is a sample of the Group by Account Report.