Expense Overview

 

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.

Expense Overview Screen Shot

Expense Overview Search Screen Elements

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

 

Expense Overview Main Screen Elements

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.

Expense Overview Export Options

Reports can be downloaded by clicking on the available download links.

 

When download to Excel, formulas are also downloaded (see table below)

 

 

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

Expense Overview Navigation

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:

 

By clicking the Expense Overview tab from the following pages:

 

From Expense Overview users can navigate to the following: