The Budget Balance screen is used to check the beginning budget and available balance for each funding source and budget type and the total budget and balance. Based on administrative settings for your system, you can also view the number of units assigned to your agency for each funding source, the number of units that have been completed and the number of units that have not been completed. The number of completed units will only be updated when invoices are submitted. Budget balances are updated whenever costs are added to an invoice, even if the invoice remains open and is not submitted. Balances are also updated when amendments are made to existing invoices.
- Before adding costs to a new or existing invoice, check this screen so you know the balance will cover the costs you are adding.
To access this screen, select Budget Balance on the REPORTING menu.
See the tasks below for instructions on using the Budget Balance screen.
FEATURES AND TASKS
To view a Budget Balance, enter the following search criteria or a combination of criteria and click Search:
- Agency (this will default to your agency, but Administrators can select any agency)
- Funding Source
- Contract Year
To view all the information, use the scrollbar at the bottom of the screen.
From the Budget Balance screen:
Click Export to Excel group by Agency to export all data on the screen sorted by agency. This report is most often used by administrators who need to see budget information for all agencies.
Click Export to Excel group by Funding Source to export all data on the screen sorted by funding source.
Balances are updated when costs are added to an invoice, or when amendments are made to existing invoices. Balances cannot be edited or changed on this screen. The Adjust Budget screen can be used to move money from one budget type to another, and balances will be updated when adjustments are made using that screen.