A Balance View (or Budget Summary) report provides totals for the criteria selected on the Selection Criteria screen. However you group the report (such as Group by Account), one row of data will display for each grouping (account) contained in the report.

Related References

How to Generate a Balance View Report

From the Accounting module, Reports menu, follow these steps to generate a Balance View report.

Select Account. The Accounting Criteria Selection screen appears. (Learn more about the available selection criteria below.)
Select the desired report format from the drop-down menu in the Balance Views/Budget Summaries field near the lower middle of the screen and click OK. (See below for a description of available reports.)
Enter the selection criteria for the report. (See below for a description of criteria fields.)
Click to generate the report. A Balance View screen appears, with five tabs that display the information in different formats. You can click the various tabs to see how the information will display. (See below for tab descriptions.)
Determine your desired report format and click one of the output buttons—Export Rpt, Views Rpt, or Budget Rpt. The report will generate and open in a separate window.
Note: When Balance Views are printed as a Views or Budget report, the number of columns on the report corresponds to the number of columns displayed in the tab.
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 Available Report Options

The table below describes the available reports from which you can select.

Balance View Report Name	Balance View Report Description
Group by Account	The Group by Account option displays one line for each account number that was selected on the report criteria selection screen
Group by Cost Center	The Group by Cost Center option displays one line for each cost center that was selected on the report criteria selection screen
Group by Minor Code	The Group by Minor Code option displays one line for each minor code for the criteria selected
Group by Major Code	The Group by Major Code option displays one line for each major code for the criteria selected
Group by Budget Code	The Group by Budget Code option displays one line for each budget code for the criteria selected
Note: These three groups (Minor, Major, and Budget) allow reports to combine information as if these were one account. When one account is selected and these groupings are used, there is no difference between the Views and Budget reports.
Group by Principal Investigator	The Group by Principal Investigator option displays one line for each principal investigator for the criteria selected. This PI refers to the PI of the account
Group by Account Division	The Group by Account Division option displays one line for each division for the criteria selected
Group by Account Department	The Group by Account Department option displays one line for each department for the criteria selected
Group by Cost Center Division	The Group by Cost Center Division option displays one line for each division for the criteria selected
Group by Cost Center Department	The Group by Cost Center Department option displays one line for each department for the criteria selected
Group by Account UA 1-4	The Group by Account User Defined Attribute options display one line for each attribute for the criteria selected
Group by Cost Center UA1-4	The Group by Cost Center User-Defined Attribute options displays one line for each attribute for the criteria selected

Understanding Report Field and Button Descriptions

Field descriptions follow for the various selection criteria.

Accounting Selection Criteria Fields	Accounting Selection Criteria Field Descriptions
Date Selection Criteria
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
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
Reference Criteria These are fields in the top section of the Budget and Transaction Data Entry Screens
ID Code	This allows the user to generate a report for a particular ID code
Vendor	This allows the user to generate a report for a particular vendor code
RT Code	This allows the user to generate a report for a particular reference type code
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
Account and Cost Center Criteria
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
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
Radio Buttons
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
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.
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)
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
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
Buttons
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
MultiCCTR	This allows the user to select a group of cost centers to be used to generate reports
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
MultiACCT	This allows the user to select a group of accounts to be used to generate reports
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
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
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.
Reports
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
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
Report Comment	This allows the user to enter a comment to be printed on the report
Action Buttons
	Allows the user to generate the report
	Allows the user to cancel the report selection criteria screen
	Allows the user to erase all of the previously selected report criteria

Understanding Balance View Tabs

Following are descriptions of the formats available via the Balance View tabs.

Balance View Format Tabs	Balance View Format Description
Balance	Displays the available balance only
Budget/Spent Tab	Displays the budget including all revisions, the total amount spent including both encumbrances and expenditures, and the balance
Budget/Enc/Exp	Displays the budget including all revisions, the encumbrances and expenditures in separate columns, and the balance
Org/Rev/Spent	Displays the original budget, budget revisions, amount spent (includes encumbrances), and the balance
All	Displays separate columns for the original budget, budget revisions, encumbered, income/expended, and balance

Sample Report

Following is a sample of a Balance View report.