Revenue/Expense Summary Report

This article covers how to run and interpret the Revenue/Expense Summary report on the Revenue/Expense dashboard.

This user guide assumes basic knowledge of Data Warehouse. View the Data Warehouse Basics guides for more information.

What does this report show?

The Revenue/Expense Summary report is a high-level summary of your  finances; it includes: Baseline Budget, Revised Budget, Current Period  Actuals, Current Year Actuals, Encumbrance, Pre-encumbrance, and Budget  Balance Available. Users can also view detailed information by clicking  on hyperlinks within the report.

Accessing the Report

1. Log in to the CSUF Data Warehouse (OBIEE).

2. Click on Dashboards and select Rev/Exp (CFS).

Rev/Exp (CFS) dashboard select

The Rev/Exp (Legacy) dashboard contains the same reports as the Rev/Exp (CFS) dashboard; the data in the Legacy reports is from about summer 2007 - June 2010.

  1. Click on the Dashboards menu in the CSUF Data Warehouse.
  2. Select Rev/Exp (CFS).

3. Click the Revenue/Expense Summary tab on the Rev/Exp (CFS) dashboard.

Report Overview

The Revenue/Expense Summary report is a year-to-date report by fiscal year.

When you access the report, your personal settings for the report (page) appear. If you have not set up your personal settings, the system defaults will automatically populate.

Revenue Expense Summary report

Report Filters

The first section of the report contains the available filters. Utilize the filters to narrow down your report results or find specific values.

Leaving a filter blank is equivalent to selecting all available values with transactions associated with them (e.g., if you leave Account blank, your report will show all account codes that have a transaction associated with them).

Revenue Expense Summary Filters
Filter Descriptions
Filter Description
Fiscal Year The beginning calendar year of the Fiscal Year for which you wish to view data (i.e., FY 2017-2018 = 2017).
Accounting Period For this year-to-date report, this is the ending month for the year-to-date data (e.g., choosing 6 will mean you see data from July 1st - December).
Fund The specific fund code(s) for which you wish to view data along with the name associated with the fund code(s).
Account The specific account code(s) for which you wish to view data along with the name associated with the account code(s).
Program The specific program code(s) for which you wish to view data along with the name associated with the program code(s).
Class The specific class code(s) for which you wish to view data along with the name associated with the class code(s).
Project The specific project code(s) for which you wish to view data along with the name associated with the project code(s).
Division The specific campus division(s) for which you wish to view data.
Sub-Division/College The specific campus sub-division(s) or college(s) for which you wish to view data.
Master Department A Master Department groups several departments together. Use this to select a specific master department for which you wish to view data.
Department The specific department ID(s) for which you wish to view data along with the name associated with the department ID(s).

Report Parameters and Available Column Headers

Just under the report filters are the report parameters and the available columns headers for the report results table.

Revenue Expense Summary parameters

Report Parameters

Business Unit will always be FLCMP (Fullerton Campus).

Fiscal Year will match the Fiscal Year in the report filters.

YTD Period will match the Accounting Period in the report filters.

Total Number of Records Retrieved will be the total number of rows in the search results table.

Therefore, the report will be showing year-to-date information for the selected fiscal year from July 1st through the YTD Period.

Available Column Headers

The following column headers are available for the report results table.

Use the drop-down menus to select the columns you want to see on your report results table.

When you make a selection from one of the drop-down menus, the report will automatically re-run.

Column
Description
Dept ID The Department ID associated with the transaction.
Dept Descr The name associated with the Department ID for the transaction.
Dept Fdescr Both the Department ID and the name associated with the Department ID appear.
Fund The Fund code associated with the transaction.
Fund Descr The name associated with the Fund code for the transaction.
Fund Fdescr Both the Fund code and the name associated with the Fund code appear.
Account The Account code associated with the transaction.
Acct Descr The name associated with the Account code for the transaction.
Acct Fdescr Both the Account code and the name associated with the Account code appear.
Program The Program code associated with the transaction.
Prog Descr The name associated with the Program code for the transaction.
Prog Fdesc Both the Program code and the name associated with the Program code appear.
Class The Class code associated with the transaction.
Class Descr The name associated with the Class code for the transaction.
Class Fdescr Both the Class code and the name associated with the Class code appear.
Project The Project code associated with the transaction.
Project Descr The name associated with the Project code for the transaction.
Project Fdescr Both the Project code and the name associated with the Project code appear.
Level 2 Fdescr This is equivalent to the Division designation.
Level 3 Fdescr This is equivalent to the Sub-Division/College designation.
Level 4 Fdescr This is equivalent to the Master Department designation.

Report Results Table

The second section of the report contains the report results table.

Column Descriptions
Column
Description
Baseline Budget The total amount of the baseline budget for the selected Fiscal Year as of the selected Accounting Period.
Revised Budget The total amount of all budget-related transactions (i.e. baseline budget, budget adjustments, budget transfers, carry forward, etc) for the selected Fiscal Year as of the selected Accounting Period.
Current Period Actuals The total amount of all expenditures that were posted during the Accounting Period in the report filters for the selected Fiscal Year.
Current Year Actuals The total amount of all year-to-date expenditures as of the Accounting Period in the report filters for the selected Fiscal Year.
Encumbrance The total amount of encumbrances (purchase orders) still active as of the Accounting Period in the report filters for the selected Fiscal Year.
Pre-Encumbrance The total amount of pre-encumbrances (approved purchase requisitions) still active as of the Accounting Period in the report filters for the selected Fiscal Year.
Budget Balance Available This total is calculated based on your revised budget minus your current year actuals, encumbrances, and pre-encumbrances.

Additional Detail

You can click on hyperlinks in the Baseline Budget, Revised Budget, Current Year Actuals, Encumbrance, or Pre-Encumbrance totals to view the specific transactions included in the total.

Detail hyperlink in results
Detail link

Baseline Budget and Revised Budget

These columns appear when you click on the Baseline Budget summary total or the Revised Budget summary total on the main summary report.

Column Descriptions
Column
Description
Scenario The type of budget transaction.
Journal ID The identification number assigned to the budget transaction.
Jrnl Ln Descr The line description associated with the budget transaction.
Doc Ln Descr The header description associated with the budget transaction.
Jrnl Ln Ref The line reference for the budget transaction if entered.
Journal Date The date of the budget transaction.
Fiscal Year The first calendar year of the fiscal year during which the budget transaction occurred. (i.e. FY 2018-2019 = 2018.)
Period The Accounting Period when the budget transaction was posted.
Baseline Budget The amount of the transaction that was applied to the baseline budget.
Revised Budget The amount of the transaction that was applied to the revised budget.

Current Year Actuals

These columns appear when you click on the Current Year Actuals summary total on the main summary report.

Column Descriptions
Column
Description
Doc Src

The type of transaction. Values include:

  • BIL = Billing Accounting Lines
  • CSU = CSU Accounting Lines
  • HCM = Human Resources Accounting Lines
  • MJE = Manual Journal Entry
  • SFJ = Student Financial Journals
  • VCH = AP Voucher Accounting
  •  YEC = Year End Accruals Accounting Lines
Document ID

For each Doc Src, the document ID is a different type of identification number:

  • BIL = Invoice ID
  • CSU = CSU Batch Number
  • HCM = Run Date (date the process was run)
  • MJE = Journal ID
  • SFJ = Journal ID
  • VCH = Voucher ID
  •  YEC = ID number associated with transaction
Document Date

For each Doc Src, the document date denotes a different type of date:

  • BIL = Invoice Date
  • CSU = Date the process was run
  • HCM = Accounting Date
  • MJE = Date the journal was entered
  • SFJ = Date the journal was entered
  • VCH = Voucher Date
  •  YEC = Date the transaction was entered
Journal ID
The identification number associated with the accounting transaction that is posted to the general ledger.
Journal Date
The date of the journal which determines the accounting period to which the system posts the journal.
Ln Number
The line number on the transaction.
Ln Descr
The line description associated with the transaction.
Invoice ID
The identification number assigned to the invoice associated with this transaction.
Vendor/Customer ID
The identification number assigned to the vendor or customer associated with this transaction.
Vendor/Customer Name
The name of the vendor or customer associated with the transaction.
Reference 1
The line reference for the transaction if entered. May denote a PO# or Work Order #, CashNet Item Code, or other identifying information.
Reference 2
Additional reference information for the transaction. For HCM transactions, this includes FTE statistics amount if applicable. For VCH transactions, this includes the PO ID associated with the transaction.
Fiscal Year
The first calendar year of the fiscal year during which the transaction occurred. (i.e. FY 2018-2019 = 2018.)
Period
The Accounting Period when the transaction was posted.
Actuals
The amount of the transaction.

Encumbrance

These columns appear when you click on the Encumbrance summary total on the main summary report.

Column Descriptions
Column
Description
Doc Src

The type of transaction. Values include:

  • ENC = Encumbrance Activity from a PO
  • VCH = AP Voucher Accounting
PO ID
The identification number associated with the purchase order.
PO Ln
The line number on the purchase order.
PO Ln Descr
The line description on the purchase order.
Voucher ID
The identification number associated with the voucher.
Document Date
The date of the transaction.
Beginning Encumbrance
The total existing encumbrance amount at the beginning of the Accounting Period set in the report filters.
Current Encumbrance
Any changes to the encumbrance amount that occurred during the Accounting Period set in the report filters.
Ending Encumbrance
The total amount still left encumbered at the end of the Accounting Period set in the report filters.

Pre-Encumbrance

These columns appear when you click on the Pre-Encumbrance summary total on the main summary report.

Column Descriptions
Column
Description
Doc Src

The type of transaction. Values include:

  • ENC = Encumbrance Activity from a PO
  •  REQ = Pre Encumbrance from a Requisition
Req ID
The identification number associated with the requisition.
Req Date
The date of the requisition.
Req Ln
The line number on the requisition.
Req Ln Descr
The line description on the requisition.
PO ID
The identification number associated with the purchase order.
Supplier
The supplier/vendor identification number.
Supplier Descr
The supplier/vendor name.
Beginning Pre-Encumbrance
The total amount of funds pre-encumbered at the beginning of the Accounting Period set in the report filters.
Current Period Pre-Encumbrance
Any changes to the pre-encumbrance amount that occurred during the Accounting Period set in the report filters.
Ending Pre-Encumbrance
The total amount of funds still pre-encumbered at the end of the Accounting Period set in the report filters.

3. To return to the previous screen, click Return at the bottom left of the screen.

If you use your browser's Back button, you may lose the report filter that you were working with.

Return link

Additional Report Layouts

Additional Report Layouts options

At the bottom of the Revenue/Expense Summary report are additional links and layouts.

Revenue/Expense Summary (without All University Benefits Pool) will run the Revenue/Expense Summary report in a new tab without university-funded benefits included.

Revenue/Expense Summary (with Project to Date) will run the Revenue/Expense Summary report in a new window with a Project to Date Actuals column.

Need More Help?

For technical assistance with the Data Warehouse, please contact the IT Help Desk at helpdesk@fullerton.edu or 657-278-7777.

For questions about getting access to the Data Warehouse or how to use the reports, please contact IT Training at ittraining@fullerton.edu or 657-278-5647.