The Expense Overview page displays the expense totals for an aggregated list of funds by month. This page can be generated based on a fund, program project, PI, organization or some other grouping established on the Financial Summary. The overview page will allow the user the search a particular time period.
This page can be used to track expenditures against certain categories over time in order to identify trends, consistent commitments (such as salary), balances as well as direct and indirect costs over time.
Caption |
Type |
Description |
Category |
Drop Down List |
Lists different expense categories such as Salaries & Wages, Travel, Equipment, etc. |
Account # |
Drop Down List |
Account number associated with category on an existing order within the selected records |
Month From |
Text |
Beginning of month search range |
Month To |
Text |
End of month search range |
Caption |
Type |
Description |
Last GL Post |
Label |
The last date when the General Ledger data was received |
Category |
Text |
Lists different expense categories such as Salaries & Wages, Travel, Equipment, etc. |
Monthly Expenses Dates / Funds |
Link |
Monthly expense for selected category for that selected month is displayed. The links for particular month leads to the Transaction Overview page for all the categories except Salaries, which leads to the Labor Distribution page. |
Total |
Text |
Total expense for particular category is summed up and displayed.
|
Direct Costs |
Text |
Direct costs such as salaries, equipment cost incurred for all the categories are summed up and displayed month wise with totals. |
Direct Cost Balance |
Text |
Calculated as: Total Budgets within funds – Total Expenses |
Indirect Costs |
Text |
Indirect costs are aggregated overheads and are displayed by month with totals. |
Total Costs |
Text |
Total of direct and indirect costs are displayed across months and total. |
Revenue |
Link |
Revenue generated for particular month and total are displayed under this heading. The link leads to Revenue Breakdown page. |
Cash Balance |
Link |
The difference of Revenue and Total Expenditure displayed across all months and in total. The link leads to Budget Overview page. |
Reports can be downloaded by clicking on the available download links.
Download to Excel
When download to Excel, formulas are also downloaded (see table below)
Download to PDF
Field |
Formula if any |
Category |
Lists different expense categories such as Salaries & Wages, Travel, Equipment, etc.
|
Months / Number of Funds |
12 months from the date entered for search or current date and total number of funds represented |
Total |
Sum of expense amounts. |
Direct Costs |
Expense amount total, with the exception of overhead. |
Indirect Costs |
Overhead amount. |
Total Costs |
Direct + Indirect Cost |
Revenue |
Amount of income posted to the fund |
Cash Balance |
Revenue – Total Cost |
The navigation trail keeps track of the path that the user came in from to allow for easy ‘back’ access to where they came from. Example:
Financial Summary >> Expense Overview
The Expense Overview page can be accessed from the following pages:
Sub-Modules
By clicking the Expense Overview tab from the following pages:
Agreement Summary
Financial Summary
Salary Overview
Budget Overview
Transactions Overview
From Expense Overview users can navigate to the following:
Sub-Modules
Agreement Summary
Financial Summary
Transactions Overview
Budget Overview
Salary Overview
Links
Expense Amount -
Transactions Overview for all categories except Salaries & Wages
Labor Distribution for Salaries & Wages
Revenue Breakdown by clicking on a ‘Revenue’ amount
Budget Overview by clicking on a ‘Cash Balance’ amount