Budget Report

Updated at March 13th, 2025

Also, see Financial Reporting Overview for more information on tabs and menu items at the bottom of the screen.

After the Budget is set up in Budget Maintenance under Master Files Maintenance, you can easily print a Budget to Actual Report by going to Budget Report under Financial Reporting. The Budget Report allows you to compare actual numbers to budgeted numbers and to show the variance (if the Print Variance Column is selected) as favorable or unfavorable. The report can be generated for the month, quarter, semi-annually, or annually. There are other options on the General Tab in which to customize how you wish to generate the report.

Budget Report-General Tab
Report Selection Field	Choose the report desired to run in the trend report format.
Last Month/Year to Print/Periods to Print	Choose the last month and year to print for the report. In the Periods to Print field enter the number of periods desired for the system to run the report for leading up to the last month/year entered previously. NOTE: The periods will correspond to the Value in each Column selection (monthly,quarterly, semi-annually, or annually).
[Click to Edit] Report Definition	This button will lead to the report definitions for the report chosen for viewing or editing.
Report Heading	An additional description can be added in this field that will print underneath the date in the report heading.
Print Current Year Section in addition to YTD Section?	Check this box to Print the current period as well as the YTD section.
Within each Current Period Section and Year-to-Date Section	Print Prior Year Column? Print % Budget (Actual divided by Budget) Column? Print Variance Column? Print % Variance (Variance/Budget) Column?
Print Percent? Print Qtrly/Annual amount as monthly average Add Columns for QTD	Print Percent will add a percent column. Print Qtrly/Annual amount as monthly average will print the average for the quarter or year. Add Columns for QTD will add a column for quarter to date amounts.
Value in each Column	Monthly (Jan, Feb, Mar...etc.): Enter the Month, and periods to print and the report will trend the monthly amounts for that month and the # of periods prior. Monthly (Same Month-Prior Years): Enter the Month and periods to print and the report will trend the monthly amount for the year and prior years. Basically this report is like the YTD-Annual except it is monthly totals instead of YTD totals. Quarterly (Qtr Amts): Enter the Month and periods to prints and the report will adjust your dates so that the date will always be on the end of a real quarter as defined by the fiscal year, amounts are QTD. Quarterly (Same Qtr-Prior Yrs): Enter the Month and periods to prints and the report will adjust your dates so that the date will always be on the end of a real quarter as defined by the fiscal year, amounts are Averaged over the quarter. Semi-Annual (Half Yr Amts): Enter the Month/Year and number of periods to print and the report will trend based on 6 months per column and number of periods selected. Semi-Annual (Same 6-Prior Yrs): Enter the Month/Year and number of periods to print and the report will trend based on the Last Month/Year. Then each column, based on the number of periods, will show 6 month average for the same period ending month/year. Annual (YTD thru Same Month): This option will provide a column for the annual yearly amount based on the desired month for the number of periods entered in the "Print Prior Periods" field. Annual (Entire Prior Yrs + YTD): This option will provide an annual amount for all prior years based on the number of periods entered in the "Print Prior Periods" field. Additionally, a column will be printed for the current year based on the last month/year to print.
Variance	Choose to print the variance based on the budget or whether the budget vs. the actual amount was Favorable or Non-Favorable. The third option is "Lower Expense is Fav." This shows the lower expense as favorable on the report.
Annual Budget Column(s)	Choose to have a Budget column showing the Budget Only or the Budget and Remaining. The Budget and Remaining option option subtracts the Annual YTD numbers from the Total Budget to arrive at the Remaining number. Additionally, you can choose to None in order to not print this column.
Report based on:	Effective date (G/L date) or Production date. Production Date and Paid/Billed Date will only be available with the Dual Date reporting optional add-on.

Budget Report - Sub-Accounts Tab

This tab allows you to run the desired report by a range of Sub-Accounts or selected Sub-Accounts either with or without a financial group.Check the box at the top of the screen if you want a statement for the entire company as well as the Sub-Accounts and/or group selected. To select specific Sub-Accounts to run the report for, click on, or multi-select the desired Sub-Accounts from the List of All Items on the left-hand side of the screen. Use the red arrows to move a single Sub-Account from the List of All Items to the List of Selected Items or vice versa. Use the blue arrows to move multiple Sub-accounts from the List of All Items to the List of Selected Items or vice versa.

Budget Report-Sub-Accounts Tab
Print A Statement for Entire Company	Checking the box will print a company-wide statement in addition to the report for the Sub-Account(s) or financial group specified.
Sub-Table	Specify the Sub-Table that contains the Sub-Accounts to run the report for.
Sub-Accounts From/Thru	Enter a range of Sub-Accounts to run the trend report for. Then check the 'Use Range?" box.
Spacing between Sub-Accounts	Enter the number of lines desired between Sub-Accounts. 99 will put each Sub-Account on a different page.
Include Purchaser Info?	Check to include the Purchaser information on the trend report.
List of All Items/List of Selected Items	When the desired Sub-Table is entered in the Sub-Table field, the Sub-Accounts will populate in "List of All Items". If desired, Sub-Accounts can be individually selected and moved to the "List of Selected Items" section. The trend report will then run the report based on the Sub-Accounts selected. The red arrows will move an individual Sub-Account. The blue arrows will move all Sub-Accounts.

Budget Report - Financial Groups Tab

Choose the desired financial group in the Print Report(s) for Group# field. The Group levels define whether the Trend Report will be created for all tiers of the financial group or only a part of the tiers. Next make a selection to have the system check inactive dates on Sub-Accounts before printing. Choose to have everyone checked, Active only, Inactive only, or Closed this period.

Finally, check the box Limit which Sub-Account(s) to be included in Group based on dollar comparison if desired. If this selection is made, the following additional options will appear:

Sum of Account(s) in Range From/thru	Select the account range to be included.
Comparison Timeframe: Last Month/Year to Compare Number of month(s) back to use for comparison Includes Sub-Accounts for which:	Select the last month and year that will be included in the report. Select the number of months prior to the last month/year selected to be included in the report. Select whether All Months must meet criteria, Any month must meet criteria, or Total of the months meets the criteria. The criteria will be set after this option is set.
Criteria for:	Select sum is greater than, Sum is less than, Sum is not equal. Enter an amount in the Amount field to correspond to these options.
Instead of using entire 10 characters of Sub-Account for comparison only use first ( ) characters	Choose the number of characters to use for comparison purposes.
Detail List of Limit Criteria being Applied	This will provided a report listing the Account/Sub-Account, whether the Sub-Account was included or excluded, and the total amount based on criteria selected.

NOTE: If you want to compare wells that had exceeded their budget in one year, 2022 for example, with 2023 to see if they were now staying under budget, you would enter 12/2022 in the"Last Month/Year to Compare" field. The date on the General tab would be 12/31/2023. The system will then compare the two years to decide what to print. Additionally, when selecting criteria for an amount (Sum is Greater Than, Sum is Less Than, Sum is not equal), the following must be remembered:

Income has a credit balance. To see if the wells in the previous example made money, select "Sum is less than" and enter an amount in the amount field.
Expenses have a debit balance. To view the expenses select 'Sum is Greater than" and enter an amount in the amount field.

Budget Report - Printer Tab

The Printer tab allows for print options to be selected.

Budget Report-Printer Tab
Page Orientation	Choose to print the report in Portrait, Landscape, or the Printer Default.
Override Paper Size to Legal	Check this box for the report to print on Legal paper.
Print Color	Check Yes or No for the report to print in color.
Font Size	Select the font size for the report. Auto will print the report in an 11 font.
Font	Select the font style.
Copies	Select the number of copies to print.
Collate	Check the box for the report to be collated.
Duplex	See Duplex Printing for more information.
When Exporting to XLS, stack all cost centers onto one sheet.	Check this box to have all cost centers on one worksheet when exporting to XLS.

Budget and Remaining

An additional option to add to your budget report is the Budget and Remaining option found in Budget Report in the Annual Budget Column box at the bottom of the screen. This option subtracts the Annual YTD numbers from the Total Budget to arrive at the Remaining number. This helps you to better analyze and forecast the budget for the rest of the fiscal year.

View Trend and Your Budget

View Trend is an awesome tool that allows you to quickly compare your actual numbers to your budgeted numbers and to assess the variance as well! This is done by clicking on the Options button at the bottom of your View Trend screen. The View Trend Options screen will appear allowing you to compare the actual numbers to the budgeted numbers as seen below. The variance will show in the third column when viewing a budgeted account.