BUDGET SUMMARY REPORT
REVIEW & FLASHLINE
FINANCE REPORTS-NEW
FUNCTIONALITY
Presented by Melissa Cope, Financial Accounting
BAS Forum: 10/13/10
BUDGET SUMMARY REPORT-REVIEW

Report Purpose: To provide a summarized financial
picture of an index as of a point in time. The report
provides the remaining balance in an index. This is
calculated…..
Revised Budget - YTD Activity – Encumbrances
= Remaining Balance

Report Source: The report is written in Cognos which is
pulling data from Internet Native Banner (INB) nightly.
Comparable real-time time data can be found by
viewing Banner form FGIBDST.
BUDGET SUMMARY REPORT-REVIEW

Accessing the Flashline Finance Reports:
1. Login to Flashline http://www.kent.edu/
2. Select the “My Action Items” tab
3. Scroll to the bottom of the page
4. Look in the middle section, titled Finance Reports.
5. Select Budget Summary (the 1st selection)
BUDGET SUMMARY REPORT-REVIEW

Budget Summary Report Prompt Page:
1. Enter departmental index
2. Select fiscal year
3. Select fiscal period (fiscal month)
4. Click the Finish button, located at the bottom of
the page.
BUDGET SUMMARY REPORT-REVIEW

Account Index Prompt Page:
Select the index with the appropriate fund, organization,
and program code combination.
This page is necessary in case a department has
experienced a change associated with their fund,
organization, or program. A listing of those changes
will be reflected on this page.
BUDGET SUMMARY REPORT-REVIEW

Report Major Account Type Groupings:
5X=Revenues
61=Salary & Wages
62= Employee Benefits
71-77=Other Current Expenditures (i.e. supplies, travel)
78= Capital Expenditures
8X=Transfers
Revised Budget - YTD Activity – Encumbrances
= Remaining Balance
BUDGET SUMMARY REPORT-REVIEW



Revised Budget = Original Budget (+) or (-) Budget
Adjustments
Current MTD (Month-to-Date) Activity = Actual
activity that has been recorded to the index in the
current fiscal month.
YTD (Year-to-Date) Activity = Actual activity that
has been recorded to the index as of to date this
fiscal year.
BUDGET SUMMARY REPORT-REVIEW

Encumbrances: are used to reflect commitments in
the accounting system to prevent overspending. This
management method allows the University to
recognize future commitments of resources prior to
an actual expense.
The encumbrance is liquidated when the actual
expense has been recorded.
BUDGET SUMMARY REPORT-REVIEW
Encumbrances: Two types…………
1. Payroll encumbrances: Banner calculates based on the
employee’s pay and # of pay periods. The encumbrance is
adjusted down as each pay is expensed (paid out). If at the
end of the fiscal year there is a remaining encumbrance
amount, the Controller’s Office manually zeros out the
amounts.
2. Purchase Order encumbrances: When a department
establishes a PO, the system generates an encumbrance. As
the PO is expensed and eventually closed, the encumbrance
is adjusted down (eventually to zero).
IT IS IMPORTANT TO REVIEW ENCUMBRANCES FOR
ACCURACY!

BUDGET SUMMARY REPORT-REVIEW
Remaining Balance = THE BOTTOM LINE
Revised Budget - YTD Activity – Encumbrances
 Report Subtotals:
-by Account Type
-by Total Revenues, Total Expenditures, & Total Transfers
 Report Index Total: For each column, provides an
overall index total. This is calculated ……..
Expenditures – Revenues +Transfers

BUDGET SUMMARY REPORT-REVIEW

Any questions on how to read the Budget
Summary Report?
FLASHLINE FINANCE REPORTS-NEW
FUNCTIONALITY

Updated Reports Include:
Budget Summary, Labor Distribution, MTD
Transaction, and YTD Transaction reports
Note: the Grant Report by Principal Investigator is a
brand new report. For questions specific to this
report, contact Grants Accounting ext 2-0988.
FLASHLINE FINANCE REPORTS-NEW
FUNCTIONALITY

New Features Include…..
1. new prompt pages: Enter the index rather than the
entire FOP combination.
2. new drill through features:
Budget Summary: www.kent.edu
- can drill through at the account code level to retrieve
YTD transaction information by account.
- can drill through at the Rule Class level to learn more
about the transaction (i.e. brief description of the
transaction, responsible department with contact info).
FLASHLINE FINANCE REPORTS-NEW
FUNCTIONALITY

Labor Distribution Report:
- can drill through at the account code level to retrieve YTD
transaction information by account.
- can drill through at the employee level to retrieve YTD
transaction information by individual.
- can drill through at the Rule Class level to learn more
about the transaction (i.e. brief description of the
transaction, responsible department with contact info).
Please Note: The Labor Distribution report totals and the
Budget Summary report totals will differ due to year end
accrual entries the Controller’s Office records. The labor
distribution report only reflects the figures processed
through the payroll process.
FLASHLINE FINANCE REPORTS-NEW
FUNCTIONALITY
MTD and YTD Transaction Reports:
- can drill through at the Rule Class level to learn more
about the transaction (i.e. brief description of the
transaction, responsible department with contact info).
Additional Features:
1. Download Options Include:
HTML, PDF, XML, or Excel
Note: the drill through option only works in HTML or PDF
2. Easy Navigation to and from report output to prompt
page.

QUESTIONS?