UVA PA Revenue vs Installment vs Project Funding vs Expenditures Focus on Reports Session 7 To print: Right click Choose “Print” Change option “Print What?” from “slides” to “note pages” Click ok The UVA PA Revenue vs Installment vs Project Funding vs Expenditures report is a standard report that is run from the Integrated System rather than from iODS. The report is available to anyone who holds a valid GM Responsibility. It is one of two reports sometimes referred to as the “VS” reports. The UVA PA Revenue vs Installment vs Project Funding vs Expenditures report is intended for people who own and manage revenue projects or “manage to cash”. The UVA Installment vs Project Funding vs Expenditures report is intended for people who do not own or manage revenue projects or those who “manage to a budget”. UVA PA Revenue vs Installment vs Project Funding vs Expenditures

Managing to Cash vs Budget Award Prefix Cash Budget G No Yes SG/LG LC SR EI/DI/FI EU/ER Optimal DU/DR FA/IP/YY/LS SA/LA/SS

The purpose of the report is to show a complete picture of the source and uses of funds. It shows: The revenue available to spend in the Revenue Project Which award installments are based on the revenue project deposits, The total award installment(s) compared to revenue available to spend The projects funded from award installment(s) The total project funding(s) compared to award installment(s) The total budget, expenditures, and commitments by project The budget balance available per project (with and without encumbrances) The total expenditures compared to the total revenue available to spend (cash balance) The report can only be run for revenue projects (projects that fund an award) that have cash deposited or transferred in GL.

If you are unclear as to which projects are Revenue Projects for your organization, you can run the GL_Revenue Project Relationships report for your Organization. This is a sample of the report ran for Organization 21085. Let’s examine the first revenue project in this example, Revenue Project 102003. It is the source of funds for only one award, DR01340. By way of Award Installments, the award is granted an “authority to spend limit” for all or a portion of the funds deposited in Revenue Project 102003. In this example, the award installments on award DR01340 are used to fund 6 different expenditure projects. By way of project fundings the award divides all or some of it’s “authority to spend limit” among the 6 projects.

UVA PA Revenue vs Installment vs Project Funding vs Expenditures Standard Report run from the Integrated System Application (available to GM responsibility holders) This report is run from the Integrated System as a request.

The name of the Report is UVA PA Revenue vs Installment vs Project Funding vs Expenditures. You may select the report from a list of values, or simply type the first portion of the report name “UVA PA Rev” and hit tab. Next you will be prompted for a Revenue Project. Again you can pick from a list of values, or you can directly enter a revenue project number. NOTE: The list of values contains only those project numbers that fund an award. NOTE: Results are as of this moment in time as installments are not stored by period.

This report is formatted to print in a PDF format on legal size paper This report is formatted to print in a PDF format on legal size paper. Because of this formatting you will need to click on the Options button and select a valid system printer. Note: If you do not have a system printer available to you, select any printer from the list, but leave the number of copies set to 0.This will allow you to run and view the report on-line. Refer to Session 2: Scheduling Discoverer and Standard Reports and Printing and Reprinting Standard Reports for more information on the “Options” button, printing standard reports, and system printers.

This report is very wide report with very small font This report is very wide report with very small font. If you are viewing it online, you can adjust the size by clicking on the down arrow next the percentage shown on the screen and clicking on a larger percentage. (I recommend at least 150% for easy viewing.) NOTE: To best way to print the report is to send it to a system printer. To do this, go to ‘View Requests”, select the report you wish to print, then from the tool bar select Tools, Reprint. You will then get this pop-up box to allow you to change the number of copies, and the system printer on which you want the report to print.

NOTE: All amounts on the report are shown as project-to-date so that a true cash position can be stated. Because this is a very wide report, I’ve broken it up into sections for discussion purposes. On the left hand side of the report, you will see the “Revenue Available to Spend” for the Revenue Project entered. This figure represents revenue collected plus or minus any GL transfers in or out. Note: The report shows the true accounting sign for cash. Therefore, a negative amount is good. Next the award number(s) are listed and the total amount installed on each award. Note: Even though the budget type of the award (P for project-to-date, and Y for year-to-date) is shown before the award number, all amounts on the report are shown as Project-to-date so that a true cash position can be stated. When all Awards have been listed, the Revenue Available to spend and Award Installments are totaled.Revenue Available to Spend is then compared to the total amount installed on all awards and an uninstalled amount is calculated. Usually a negative balance means there is cash available to install, a positive amount means the total installments are in excess of funds available. Note: A positive amount does not always mean that there is a problem. For instance, the FA awards are installed in advance of the distribution of revenue. Also LS and SS awards backed by sales and service funds are installed by the Budget Office in advance of the receipt of revenue based on approved revenue budgets. In this example we have a “DR” or restricted gift award, and we see an uninstalled amount because there is a day or more lag between when the gift is deposited in the GL and the installment is updated in GM.

Reminder: all totals are project-to-date Scrolling to the right of the report (which is shown on the lower portion of the screen under the dashed line) you will see the projects that were funded from each award associated with the revenue project, as well as the budget, expenditure, and commitment amounts. Each of the columns are totaled and comparisons are made. The total project funding amounts are compared to the award installment amount and an unfunded total is shown. Next a cash balance is shown with and without encumbrances by netting the revenue available to spend for the revenue project and incurred expenditures and expenditures and encumbrances. A negative balance usually means that there is cash available where as a positive balance means the revenue project is in deficit, or is overspent. Note: A positive amount for LS, SS, and FA awards doesn’t necessarily mean there is a deficit, but rather that expected funds have not yet been received or transferred to the Revenue Project.

The final column on the report is a total that shows total expenses compared to budget. A positive number means you are under budget whereas a negative number means you are over budget.

I’ve run the Cash Balance by Project Report to show you that the totals and balances for this revenue project are the same as those shown on the UVA Revenue vs Installments vs Funding vs Expenditures report.

Questions Are there any: Questions??? Concerns??? Suggestions???