Project Expenditure Summary Report

This guide will cover:

• Navigating to the Transactional Reporting Table of Contents

• Running the Project Expenditure Summary Report

• Narrowing Down the Project Expenditure Summary Report

• Interpreting the Columns in the Report

• Exporting the Data to Excel

 

Information

This report provides a summary by expenditure type for each project.

 

Step One

Navigating to the Transactional Reporting Table of Contents

• If this is the first time accessing reports, you will need to follow the steps to navigate to the reporting dashboard. To navigate to the Transactional Reporting Table of Contents, follow the quick reference guide labeled Navigating to the Transactional Reporting Table of Contents and Set Favorites in the Reports and Analytics. The guide will also outline how to locate and set frequently used reports as favorites for easier access

 

Step Two

Running the Project Expenditure Summary Report

• Under the "Grants Management - Awards and Projects" heading on the Table of Contents, click on Project Expenditure Summary.

• The report will open in a new browser tab.

 

Step Three

Narrowing Down the Project Expenditure Summary Report

• You may use the following prompts to narrow the report to only display projects relevant to your needs.  It is recommended at minimum to prompt by project number or project organization. Note, in most cases you can leave a prompt blank or leave the default in any or all prompts. 

  • Project Number – Project number

  • Project Organization – Organization name of the department assigned to the project

  • Accounting Date From – Beginning accounting date for the expenditures

  • Accounting Date To – Ending accounting date for the expenditures

  • Expenditure Date From – Beginning expenditure date for expenditures

  • Expenditure Date To – Ending expenditure date for the expenditures

  • Department Projects – The department name the project(s) is assigned to that will provide a listing of all organizations within that department and their projects

  • Subdivision Projects – The subdivision name the project(s) is assigned to that will provide a listing of all organizations and departments within that subdivision and their projects

The Accounting Date is when the expenditure is recognized and posted to the general ledger (GL). The Expenditure Date is when the expenditure was incurred.  For example, you may receive an order for supplies on March 25th, the invoice for the supplies was received on April 1st, and payment was issued on April 10th, thus posted to the GL on April 10th.

• After selecting desired prompts, click Apply

• Example of using the Project Organization prompt:

 

Step Four

Interpreting the Columns in the Report

• The following columns are included:

 

Step Five

Exporting the data to Excel

• The options to export and/or print are located on the top right side of the report.

1. Click on the gear icon

2. Hover over the Export option

3. Click on Excel (*.xlsx)

 

You have now navigated to and ran the Project Expenditure Summary Report.