financial information and reporting project making finance reports work for you presentation to...

Financial Information and Reporting Project

Making Finance Reports work for you

Presentation to AdminNet members

Wednesday 10th August 2011

Overview of the Financial Information and Reporting Project

Rob YoungProject Manager| Finance Email : [email protected]

mailto:[email protected]


Finance Systems

Calumo NS Financials(nVision)

Operational ReportingExecutive Management Reporting

Student Administration

HRMS / Payroll

General Ledger updates overnight

Monthly Business Unit Reporting, Quarterly

Forecasts, Annual Budget

Business Unit Reporting, Project Reporting,

Transaction Level Detail


Project Objectives


Customer Driven Solutions

Researchers


Reporting Support Model


Contacts?Unit Finance Manager Management Accountant

ADFA – Australian Defence Force Academy Mark Van Poppel (Phone: 02 6268 8710)

Vicki King(Phone: 02 6268 8719)

Australian School of Business Robert Owens (ext. 59767) Anna Polykarpou (ext. 57973)Katie Szuprytowski (ext. 55983)

COFA – College of Fine Arts Betty Romero (ext. 50753) Swati Srivastava (ext. 50796)

Division of Deputy Vice-Chancellor (Academic) Mahamoodur Bhuiyan (ext. 52604) Asim Shabbir (ext. 52673)Albert Tang (ext. 51907)

Division of Deputy Vice-Chancellor (Research) Andrea Burns (ext. 53126)

Division of the Executive Director, Facilities Management

Achamma Kurlekar (ext. 52075) Andrea McHugh (ext. 57790)Ritika Lall (ext. 53629)

Division of the Executive Director, Finance Harry Ziazias (ext. 51785)Alicia Teran (ext. 53124)

Division of the Executive Director, IT @UNSW Edison Bayas (ext. 53443) Sarrah Huang (ext. 51909)Nikolay Mitkov (ext. 51257)

Division of the Executive Director, University Services

Tania Maiolo (ext. 58425) Michael Ho (ext. 53105)

Division of the Vice-Chancellor (including Academic Board & Chancellor)

Harry Ziazias (ext. 51785)Alicia Teran (ext. 53124)


Contacts?Unit Finance Manager Management Accountant

Donate UNSW Sujeet Jena (ext. 53275) Amol Ghoddke (ext. 51269)Ankit Mehta (ext. 58334)

Faculty of Arts & Social Science Urania Stamios (ext. 58297) Daniel Low (ext. 58468)

Faculty of Built Environment Margaret Noble (ext. 57910) Diana Hill (ext. 57171)Vicki Zhou (ext. 56275)

Faculty of Engineering Michael Innes-Brown (ext. 54609) Patricia Xu (ext. 58447)Nirav Solanki (ext. 57394)

Faculty of Law Kenny Parajes (ext. 53612) Rajinder Cullinan (ext. 52978)

Faculty of Medicine Tony Gardner (ext. 52703) Iris Huang (ext. 52316)

Faculty of Science Darren Parkinson (ext. 58111) Lynette McIntyre (ext. 59586)Susana Widjaja (ext. 57921)

Research Finance Office Phil Kringas (ext. 59807) Alan Edmunds (ext. 57237)Jim Sialepis (ext. 55007)Moufid Atme (ext. 57234)Li Zhang (ext. 57242)Zac Liu (ext. 57243)Steve Josanto (ext. 59803)


Finance Training nVision Basics

Learn how to use the Financial Reporting tool (nVision) to report on Financial information including the capability of drilling down to detail into the NS Financials database.

Thursday, 22nd September 1:00pm - 4:00pm Finance NSF Training TeamThursday, 3rd November 1:00pm - 4:00pm [email protected]

nVision Intermediate Once you know how to use the Finance Reporting Tool (nVision) learn which reports to run for Projects versus Departments

and/or Faculties and Divisions. Learn how to interpret the reports, understanding encumbrances, expenses and revenue as well as Actuals vs Accruals.

Monday, 10th October 1:00pm - 4:00pmTuesday, 8th November 1:00pm - 4:00pm

Calumo WorkshopsCovers the basics of management reporting from Calumo including Basic Calumo excel functionality, Running standard Calumo

reports, Browsing and extracting financial and non-financial data. (Calumo workshop is two hours each).

Friday 26th August 10am – 12 noon Finance Calumo Training Friday 30th September 10am – 12 noon [email protected] Friday 28th October 10am – 12 noon Friday 25th November 10am – 12 noon


Who Needs Reports ?


Key Questions

How much do I have to spend ?How much have I spent ?What have I spent it on ?What have I committed to spend?How much do I have left?What can I spend it on?When do I have to spend it by?


Recommended Reports Old Reports

1 F1 – Standard Financial Statement No change

2 F3 – Financial Statement by Fund Group No change

3 F4 - Trial Balance Trial Balance

4 F5 – Financial Statement with Commitments No change

5 D2 – Financial Statement by Department No change

6 PrjStatS PrjStatB , PrjStatG

7 PrjStatD PrjStat G&NGF

8 PCSumLTD PrjStatL

9 Res_Stat No change

10 General Ledger Financial Statement (GLFS) No change


Ref. Report Name Description /PurposeFrequenc

y

Faculty / Division Manager

Head of School / Depart.

School Manager

Researcher

Project Manager

F1Financial Statement

Revenue and Expenditure report for a business unit or a project, comparing actual results with budget for the month , year to date and previous year’s results

How much have I spent this year against my budget, and what have I spent it on ?

Monthly

F3Financial Statement by Fund Group

Revenue and Expenditure report, comparing actual results with budget by major fund groups (Operating, Commercial, Restricted, Strategic)

How much have I spent this year summarised by the main funding groups ?

Monthly

F4 Trial Balance

A listing of each general ledger account showing opening balance, movement and closing balance for the period.

How much have I spent on individual accounts and what were the transactions ?

Monthly



y



School Manager

Researcher

Project Manager

F5Full Year Financial Statement with Commitments

Revenue and Expenses with commitments to the end of the year, showing budget remaining

How much have I spent this year, what am I still committed to spend, how much of my original budget is left?

Monthly

D2

Summary Financial Statement by Department

Summarised revenue and expenditure report for sub departments within a selected Faculty or Division

How much have each of my departments spent this year against their budget ?

Monthly

PrjStatSProjects Summary Report

Summary of results for projects within a selected department or fund group

What are the budget funds remaining for each of the projects in my School ?

Weekly & as required

PrjStatDProject Detailed Report

Detailed project financials, including budget costs, revenue and commitments

For an individual project , what have I spent my funds on and how much budget is remaining ?

Weekly & as required



y



School Manager

Researcher

Project Manager

PCSUMLTD

Projects Summary Report- Life to date

Summary of financial results for projects within a selected department or fund group for the current year and the entire project life

How much have I spent on my projects for the life of the project and how much budget is remaining to spend this year ?

Weekly & as

required

RES_StatResearch Statement

Financial summary of revenue , expense and budget information for Research projects, with the capability to drill through to transaction level data

How much have I received and spent on my research project, what have I spent it on, how much is left to spend ?

Mthly email by GMO, &

report can be run as required

GLFS

General ledger financial statement

Report listing all revenue / expenses for a specific project with transaction detail available on Purchase Orders, Accounts Receivable, Procurement Card and/or Salary DetailsWhat are the specific transactions supporting the expenditure on my project

Weekly & as

required


What benefits do the new reports bring ?

Reduced number of reports Alignment of NSF and Calumo account categories

Cash and Accrual informationConsistent Terminology NSF numbers reconcilable to Calumo Consistent “look and feel” Improved Training and Support

UNSWFinancial Statement

ZOO - Faculty of Zoology - -

3 - 2011Month Year to Date Last Yr YTD Last Yr Full Yr

Actual Budget Variance Actual Budget Variance Actual ActualRevenue:

Teaching Revenue:

DEEWR Fee 13,835,275 13,569,567 265,708 13,835,275 13,569,567 265,708 6,683,184 26,175,955

Local Fee 136,650 139,546 (2,896) 136,650 139,546 (2,896) 109,125 386,625

International Fee 3,828,810 3,637,071 191,739 3,828,810 3,637,071 191,739 1,801,179 7,277,382

Other Teaching 148,000 133,333 14,667 148,000 133,333 14,667 56,678 206,193

Total Teaching Revenue 17,948,735 17,479,517 469,218 17,948,735 17,479,517 469,218 8,650,165 34,046,155

Research Revenue:

RTS/IGS 95,560 101,382 (5,822) 334,459 304,145 30,314 362,848 1,399,377

RIBG 14,590 21,296 (6,706) 51,065 63,889 (12,824) 41,401 168,514

Other Research Revenue 33,754 324,163 (290,409) 430,795 419,662 11,133 775,020 2,007,590

Total Research Revenue 143,904 446,841 (302,937) 816,319 787,696 28,623 1,179,269 3,575,481

Other Revenue:

Investment Income - - - - - - - -

Learning and Teaching - - - - - - - -

Scholarships - - - 600 - 600 - 900

Sundry Grant Programs - - - - - - - 106,280

Sundry Other Revenue 87,776 41,393 46,383 104,502 86,893 17,609 154,924 956,931

Internal Income 47,634 38,745 8,889 245,096 200,190 44,906 121,401 451,610

Total Other Revenue 135,410 80,138 55,272 350,198 287,083 63,115 276,325 1,515,721

Total Revenue: 18,228,050 18,006,496 221,553 19,115,252 18,554,296 560,956 10,105,760 39,137,357

Costs:

People Cost:

Academic 1,541,132 1,377,528 (163,604) 2,790,899 2,908,348 117,449 2,299,946 12,160,573

General 598,012 598,854 843 1,458,095 1,422,061 (36,034) 1,336,421 6,140,968

Other Peoples Cost 4,192 860 (3,332) 7,389 860 (6,529) 9,895 34,258

Total People Cost 2,143,335 1,977,242 (166,093) 4,256,383 4,331,269 74,886 3,646,261 18,335,798

Other Costs:

Scholarship Expenses 27,689 33,907 6,218 51,529 40,866 (10,663) 41,027 211,820

Contract & Consulting Services 52,157 88,010 35,853 98,713 130,510 31,797 109,037 552,860

Entertainment 2,987 7,650 4,663 4,750 14,650 9,900 896 109,367

Marketing 4,552 20,280 15,728 12,645 24,180 11,535 9,068 106,556

Utilities 930 600 (330) 6,949 1,800 (5,149) 891 10,681

Repairs and Maintenance 854 7,089 6,235 854 11,028 10,174 7,462 32,430

Consumables 35,715 69,970 34,256 54,510 172,322 117,812 78,412 500,702

Travel 34,853 52,325 17,472 62,712 72,225 9,513 60,366 594,951

Equipment Non Capital 22,604 38,667 16,063 27,561 95,817 68,256 25,821 577,553

Softw are License Fees 9,698 500 (9,198) 21,218 72,798 51,580 14,443 118,889

License Fees - Other - 383 383 - 1,153 1,153 - 318

Hire/Rental/Lease (Exp) 16,637 16,964 327 50,653 40,892 (9,761) 57,114 261,289

Grants Exp - External - 4,750 4,750 - 4,750 4,750 2,980 48,571

Commissions to Agents - - - - - - - -

Other Expenses 11,114 32,034 20,921 69,846 88,958 19,112 111,151 317,023

Internal Expense 30,258 20,488 (9,770) 43,723 26,913 (16,810) 127,915 593,491

Interest Expense - - - - - - - -

Total Other Costs 250,047 393,618 143,571 505,663 798,862 293,198 646,582 4,036,502

Total Costs: 2,393,382 2,370,860 (22,522) 4,762,046 5,130,131 368,084 4,292,843 22,372,301

Result before Depreciation 15,834,667 15,635,636 199,031 14,353,205 13,424,166 929,040 5,812,916 16,765,056

Depreciation 22,311 18,341 (3,969) 66,430 55,024 (11,406) 50,801 293,777

Operating Result 15,812,357 15,617,295 195,062 14,286,776 13,369,142 917,634 5,762,115 16,471,279

2

1

3

4

5

F1

Financial Statement

Traditional Income Statement format showing Revenue less Costs arriving at Operating Result

This report can be run at any level (i.e., Faculty or Division, Department, School, Fund or Project).

Notes: :

•This report does not include commitment information•Please use the columns to the right of the display area to drill down to underlying transactional details•Amounts exclude GST

Headings denote the business unit and time period for which amounts are displayed

Actual – amounts recorded for transactions from both the Actuals and Accruals ( Accrue_Add) ledgers.

Budget - this column displays relevant budget amounts from the annual UNSW budgeting process.

Variance - the difference between actual and budgeted transactions. Positive amounts indicate a ‘favourable’ variance ,(negative) amounts indicate an unfavourable variance.

Expand/Collapse – Expand or collapse ( + / -) the rows to see more or less detail

12

5

43

Consolidated Operating Restricted Commercial Actiities Strategic Total University

Year to Date Year to Date Year to Date Year to Date Year to DateActual Budget Variance Actual Budget Variance Actual Budget Variance Actual Budget Variance Actual Budget Variance

Revenue:Teaching Revenue:

DEEWR Fee 36,543,811 68,224,399 (31,680,588) - - - - - - - - - 36,543,811 68,224,399 (31,680,588)Local Fee 1,006,228 2,203,832 (1,197,604) - - - - - - - - - 1,006,228 2,203,832 (1,197,604)International Fee 18,774,960 34,578,578 (15,803,617) - - - - - - - - - 18,774,960 34,578,578 (15,803,617)Other Teaching 2,079,546 5,125,018 (3,045,472) - - - 23,952 - 23,952 - - - 2,103,498 5,125,018 (3,021,520)

Total Teaching Revenue 58,404,545 110,131,827 (51,727,282) - - - 23,952 - 23,952 - - - 58,428,497 110,131,827 (51,703,330)Research Revenue:

RTS/IGS - 11,739,075 (11,739,075) - - - - - - - - - - 11,739,075 (11,739,075)RIBG - 5,346,399 (5,346,399) - - - - - - - - - - 5,346,399 (5,346,399)Other Research Revenue - - - 18,251,113 36,341,684 (18,090,571) - - - - - - 18,251,113 36,341,684 (18,090,571)

Total Research Revenue - 17,085,474 (17,085,474) 18,251,113 36,341,684 (18,090,571) - - - - - - 18,251,113 53,427,158 (35,176,045)Other Revenue:

Investment Income - - - 3,050 148,790 (145,740) - - - - - - 3,050 148,790 (145,740)Learning and Teaching - - - - - - - 60,000 (60,000) - - - - 60,000 (60,000)Scholarships - - - - - - 450 - 450 - - - 450 - 450Sundry Grant Programs - - - - 523,322 (523,322) - - - - - - - 523,322 (523,322)Sundry Other Revenue 539,212 1,207,848 (668,636) 827,857 3,831,587 (3,003,730) 825,903 1,767,906 (942,004) - - - 2,192,972 6,807,342 (4,614,370)Internal Income 61,514 33,750 27,764 4,456,834 4,501,714 (44,880) 99,189 164,634 (65,445) - - - 4,617,537 4,700,098 (82,562)

Total Other Revenue 600,726 1,241,598 (640,872) 5,287,741 9,005,413 (3,717,672) 925,542 1,992,541 (1,066,999) - - - 6,814,009 12,239,552 (5,425,543)Total Revenue: 59,005,271 128,458,899 (69,453,628) 23,538,854 45,347,097 (21,808,243) 949,494 1,992,541 (1,043,047) - - - 83,493,619 175,798,537 (92,304,918)

Costs:People Cost:

Academic 11,927,040 31,076,037 19,148,998 6,924,894 18,954,527 12,029,633 35,369 101,128 65,759 1,265,474 4,954,421 3,688,947 20,152,777 55,086,114 34,933,337General 5,933,855 13,633,365 7,699,510 2,371,521 5,701,094 3,329,573 408,033 929,637 521,604 385,762 599,775 214,013 9,099,171 20,863,870 11,764,699Other Peoples Cost 72,787 19,065 (53,722) 30,549 119,847 89,298 4,334 11,762 7,428 7,775 1,262 (6,513) 115,445 151,936 36,490

Total People Cost 17,933,682 44,728,467 26,794,785 9,326,964 24,775,468 15,448,504 447,736 1,042,527 594,791 1,659,011 5,555,458 3,896,447 29,367,393 76,101,920 46,734,526Other Costs:

Scholarship Expenses 714,400 1,821,557 1,107,157 1,094,994 2,428,675 1,333,681 (19,801) 35,442 55,243 125,399 186,375 60,976 1,914,992 4,472,048 2,557,056Contract & Consulting Services 153,113 729,815 576,701 190,444 685,759 495,315 15,850 22,682 6,832 14,681 326,587 311,907 374,088 1,764,842 1,390,755Entertainment 48,964 140,259 91,295 19,805 67,965 48,160 14,727 40,581 25,854 2,871 1,376 (1,495) 86,367 250,182 163,814Marketing 28,579 214,220 185,641 26,471 11,511 (14,960) 4,414 10,265 5,850 836 150 (686) 60,300 236,146 175,846Utilities 41,337 52,828 11,491 17,702 102,952 85,251 12,803 16,233 3,429 5,971 2,578 (3,393) 77,813 174,590 96,777Repairs and Maintenance 157,739 474,851 317,112 71,017 247,500 176,483 27,046 55,310 28,264 4,480 188,094 183,614 260,282 965,755 705,473Consumables 676,374 1,602,695 926,321 1,111,502 3,719,876 2,608,374 185,345 377,983 192,638 156,819 768,190 611,370 2,130,040 6,468,744 4,338,704Travel 378,208 847,595 469,387 800,529 2,378,087 1,577,558 53,573 135,627 82,054 218,154 163,469 (54,685) 1,450,463 3,524,778 2,074,315Equipment Non Capital 251,733 847,240 595,506 1,541,755 1,861,091 319,336 33,249 72,048 38,799 60,495 423,772 363,276 1,887,232 3,204,150 1,316,917Softw are License Fees 21,148 47,849 26,701 18,838 32,866 14,028 1,132 3,750 2,618 14,872 6,489 (8,383) 55,990 90,954 34,964License Fees - Other 916 19,055 18,139 844 15,843 14,999 163 6,269 6,107 - - - 1,922 41,167 39,245Hire/Rental/Lease (Exp) 268,952 557,654 288,702 70,569 97,548 26,978 10,689 1,290 (9,399) - 750 750 350,211 657,241 307,030Grants Exp - External 240,139 123,607 (116,532) 404,740 638,600 233,860 - - - 146,637 52,460 (94,176) 791,516 814,667 23,151Commissions to Agents - - - - - - - - - - - - - - -Other Expenses (32,752) 224,798 257,550 42,703 308,561 265,858 12,847 (3,913) (16,760) 2,319 85,899 83,580 25,117 615,345 590,228Internal Expense (524,857) 236,478 761,335 1,291,063 1,208,680 (82,383) (116,183) (98,025) 18,159 541,585 1,979,235 1,437,650 1,191,608 3,326,369 2,134,761Interest Expense - - - - 84,562 84,562 - 1,688 1,688 - - - - 86,250 86,250

Total Other Costs 2,423,993 7,940,499 5,516,506 6,702,975 13,890,077 7,187,102 235,854 677,228 441,374 1,295,120 4,185,424 2,890,304 10,657,942 26,693,228 16,035,286Total Costs: 20,357,675 52,668,966 32,311,291 16,029,939 38,665,545 22,635,606 683,590 1,719,754 1,036,165 2,954,131 9,740,882 6,786,751 40,025,335 102,795,148 62,769,812

Result before Depreciation 38,647,595 75,789,932 (37,142,337) 7,508,915 6,681,552 827,363 265,904 272,787 (6,883) (2,954,131) (9,740,882) 6,786,751 43,468,283 73,003,389 (29,535,106)

Depreciation 732,790 2,139,878 1,407,089 196,973 471,826 274,853 23,304 64,307 41,002 71,893 181,048 109,155 1,024,960 2,857,059 1,832,099

Operating Result 37,914,805 73,650,054 (35,735,249) 7,311,942 6,209,726 1,102,216 242,600 208,480 34,120 (3,026,024) (9,921,930) 6,895,906 42,443,323 70,146,330 (27,703,007)

Report ID: 05_ F3YTD

9 - 2011

Layout ID: UNSW_ F3_ YTD

-

UNSW

Run on: 27 April 2011 at 12:29

ZOO -

Financial Statement by Fund GroupZOO - Faculty of Zoology Scope ID: ZOO

Expand/Collapse – Expand or collapse the sections to see more or less detail. (Note that drill downs can be performed from columns to the right (look for green shaded headers).

1

2

1

2

3 4 5

3

4

5

6Funds – Year to date Actuals, Budget and Variance by Fund Group, with a total of all Funds in the end columns.

Notes: :

•amounts are the combination of the amounts recorded in the ACTUALS and ACCRUE_ADD ledgers•this report does not include commitment information•amounts exclude GST•Please use the columns to the right of the display area to drill down to underlying transactional details.

Actual – amounts recorded for actual transactions from both Actuals and Accruals ledgers. Total Revenue and/or Total Costs in these colums should balance to other reports run for the same paramaters (except P2 Report which excludes amounts recorded in the Accruals ledger).

Budget - this column displays relevant budget amounts established through the official UNSW budgeting process.

Variance - the difference between actual and budgeted amounts displayed. Positive amounts indicate a ‘favourable’ variance whereas (negative) amounts indicate an ‘unfavourable’ variance.

Traditional Income Statement format showing Revenue Less Costs arriving at Operating Result.

6

F3

Standard Financial Statement by Fund Group

This report can be run at any level (i.e., Faculty or Division, Department, School, Fund or Project.

The month to date (MTD) version of this report displays amounts for the selected month only.

The year to date (YTD) version of this report displays amounts for the periods up to the selected period for that year.

Reported Amounts:Positive numbers = credit (income)(Negative) numbers = debit (expenditure)

Variance Amounts:Positive numbers = favourableNegative numbers = unfavourable

UNSW Report ID: 07_ F5

Full Year View with Commitments Layout ID: UNSW_ F5.XNV

ZOO - Faculty of Zoology Scope ID: ZOO

- ZOO

- 9 - 2011 Run on: 27 April 2011 at 13:45

Full Year Year to Date Budget

Budget Actual Budget Variance Commitments UncommittedRevenue:

Teaching Revenue:DEEWR Fee 25,863,638 13,835,275 25,863,638 (12,028,363) - 12,028,363Local Fee 260,038 136,650 260,038 (123,388) - 123,388International Fee 7,386,830 3,828,810 7,386,830 (3,558,020) - 3,558,020Other Teaching 253,414 148,000 253,414 (105,414) - 105,414

Total Teaching Revenue 33,763,919 17,948,735 33,763,919 (15,815,184) - 15,815,184Research Revenue:

RTS/IGS 1,216,581 - 912,436 (912,436) - 1,216,581RIBG 255,556 - 191,667 (191,667) - 255,556Other Research Revenue 1,678,646 755,166 1,258,986 (503,820) - 923,480

Total Research Revenue 3,150,783 755,166 2,363,089 (1,607,922) - 2,395,617Other Revenue:

Investment Income - - - - - -Learning and Teaching - - - - - -Scholarships - 600 - 600 - (600)Sundry Grant Programs - - - - - -Sundry Other Revenue 922,659 153,260 703,903 (550,643) - 769,399Internal Income 607,781 245,592 525,946 (280,354) - 362,189

Total Other Revenue 1,530,440 399,452 1,229,849 (830,397) - 1,130,988Total Revenue: 38,445,143 19,103,354 37,356,857 (18,253,503) - 19,341,789

Costs:People Cost:

Academic 13,236,353 3,878,522 10,053,663 6,175,141 6,962,929 2,394,903General 6,512,815 1,878,314 4,854,539 2,976,225 3,185,847 1,448,654Other Peoples Cost 10,600 9,236 8,020 (1,216) 2,018 (654)

Total People Cost 19,759,769 5,766,072 14,916,222 9,150,150 10,150,794 3,842,902Other Costs:

Scholarship Expenses 336,831 79,380 243,709 164,330 136,129 121,322Contract & Consulting Services 564,815 116,973 449,310 332,337 113,658 334,185Entertainment 149,567 5,259 96,067 90,808 - 144,308Marketing 206,212 27,003 135,372 108,369 - 179,209Utilities 7,200 7,681 5,400 (2,281) 3,723 (4,205)Repairs and Maintenance 73,112 3,677 52,823 49,146 6,249 63,186Consumables 634,129 90,286 473,210 382,924 72,636 471,206Travel 789,850 78,587 592,703 514,116 3,771 707,493Equipment Non Capital 471,013 199,239 423,551 224,312 30,998 240,776Softw are License Fees 143,298 56,537 94,798 38,261 4,813 81,948License Fees - Other 6,600 - 3,451 3,451 - 6,600Hire/Rental/Lease (Exp) 242,769 56,182 167,176 110,994 162,408 24,180Grants Exp - External 29,000 - 19,750 19,750 - 29,000Commissions to Agents - - - - - -Other Expenses 439,272 119,616 320,127 200,511 138,482 181,174Internal Expense 291,106 63,774 216,311 152,537 - 227,331Interest Expense - - - - - -

Total Other Costs 4,384,773 904,194 3,293,759 2,389,565 672,867 2,807,713Total Costs: 24,144,542 6,670,265 18,209,981 11,539,715 10,823,661 6,650,615

Result before Depreciation 14,300,601 12,433,088 19,146,876 (6,713,788)

Depreciation 220,095 66,430 165,072 98,642 -

Operating Result 14,080,506 12,366,659 18,981,804 (6,615,146) (10,823,661)

Commitments – orders for supplies of goods and services, salary payments expected to be made for continuing staff, casuals not included

2

2

1

3

4

5

6

F5Financial Statement with Commitments

Notes: :


1

3 4 65 7

Budget Uncommitted - amount of budget available to spend after allowing for actual and predicted/ committed expenditure

7

Headings denote the business unit and time period for which amounts are displayed

Actual – amounts recorded for transactions from both the Actuals and Accruals ( Accrue_Add) ledgers.

Budget - this column displays relevant budget amounts from the annual UNSW budgeting process.

Variance - the difference between actual and budgeted transactions. Positive amounts indicate a ‘favourable’ variance ,(negative) amounts indicate an unfavourable variance.

Full Year Budget - represents the budget for the full twelve months which agrees to the Calumo system

This report can be run at any level (i.e., Faculty or Division, Department, School, Fund or Project).


1

2

1

2

3 4 5

3

4

5

6Funds – Year to date Actuals, Budget and Variance by Fund Group, with a total of all Funds in the end columns.

Notes: :


Revenue – Actual, Budget and Variance revenue by Department ID. Actuals data is a combination of Actuals and Accruals and can be expanded to see the details.People Costs– Actual, Budget and Variance People Costs by Department ID. Actuals data is a combination of Actuals and Accruals and can be expanded to see the details.

Other Costs– Actual, Budget and Variance Other Costs by Department ID. Actuals data is a combination of Actuals and Accruals ( Accrue-Add ledger)) and can be expanded to see the details.Results– Actual, Budget and Variance Results by Department ID. Revenue less People Costs less Other Costs equal Results. Actuals data is a combination of Actuals and Accruals and can be expanded to see the details.

6

D2

Standard Financial Statement by Fund Group

This report can be run at any level (i.e., Faculty or Division, Department, School, Fund or Project.

The month to date (MTD) version of this report displays amounts for the selected month only.

The year to date (YTD) version of this report displays amounts for the periods up to the selected period for that year.


1

2

1

2 3 45

3

4

5

Opening Balance – balance as at the beginning of the year. For Assets, Liabilities and Equity accounts, the amount equals the previous years closing balance. For Revenue and Expense accounts the opening balance is nil.

Movement – the difference between the closing balance and the opening balance. For Revenue and Expense accounts this equates to the YTD amounts.

Closing Balance- the balance of the accounts as at the selected date.

Expand and collapse by Account, Fund and Department ID.

Trial

Balance

Notes: :

•amounts are the combination of the amounts recorded in the ACTUALS and ACCRUE_ADD ledgers

•this report does not include commitment information

•amounts exclude GST

•Please use the columns to the right of the display area to drill down to underlying transactional details.

•If an account appears that has nil totals, there have been transactions for that account

•Please note that the numbers do not add up due to rows being hidden in order to fit the report into this Quick Reference Guide).

A trial balance is a list of all the general ledger accounts for a business unit or a project. It includes assets, liabilities, revenue and expenses.

Notes: :•amounts are those recorded in the ACTUALS ledger only•amounts exclude GST•Please use the columns to the right of the display area to drill down to underlying transactional details (as shown by green shaded column headers)

1

2

1

3

3

4

5

9

6

7

8

9

10

11

12

Depart– the department the project belongs to.

Fund – the activity of fund that this project is linked to.

Income Funded – Is this project income funded? If Yes then the available amount is limited to revenue received, and no budget allocated fundsStatus - identifies if the project is marked as active “A” or inactive “I”.

Description – Title of the project

Project Manager – identifies the project manager.

Budget B/Fwd – Brought forward balance – balance remaining from the prior year carried over to the current year

Budget Current – the budget allocation amount for the current year plus revenue transactions for the current year.Total Budget– the combination of Budget B/Fwd plus Current budget

Budget Expended – the result of the current year expenditure that is budget checked against the Total BudgetCommitments – The combination of commitments and pre-commitments eg salary payments expected to be made..

11 12

13

14

Budget Remaining – The balance which is determined by subtracting expenses and commitments from the budget amount

Revenue–bills invoiced. Note: amount is excluded in the estimated end of year project value.

13 14432 5 6 78 9

10 15

15Actuals Var. to Bud – The difference between the Budget Current and Revenue.Costs - the result of the current year expenditure that is posted in the general ledger.

16 17 18

16

17

18

Cash Balance - the actual balance (bank) amount of a project not including Commitments and Debtors amounts.

Debtors - Bills invoiced but not been received.

Project ID

PRJSTATS

Project Summary Report

2

1

3

4

PRJSTATD

Project Detail Report


1

2

3 4

5

6

7

8

Account Type – A name and code given to an account that indicates the account’s purpose.


5 6 7 8

Budget Expended– The result of the current year expenditure that is budget checked against the Total Budget

Total Budget- The combination of Budget B/Fwd plus Current budget

Commitments- The combination of commitments and pre-commitments.eg orders for goods and services and salary payments expected to be made for continuing staff, excluding casuals

Budget Remaining- The balance which is determined by subtracting expenses and commitments from the budget amount.

Budget Current- The awarded amount within the calendar year. It can be either revenue or budget allocated.

Budget B\Fwd– It is taking the balance from the previous year and moving forward to the current year.

9 10

9

10

Actuals - The result of the current year expenditure that is posted in the general ledger.

Accruals- Transactions that are brought to account as they are earned or incurred (not necessarily when cash is received or paid)

Closing Cash Balance- The actual balance (bank) amount of the project and it does not include Commitments and Debtors (including GST) amounts.

11

11


1

2

1

3

3

4

5

9

6

7

8

9

10

11

12

Depart– the department the project belongs to.

Fund – the activity of fund that this project is linked to.

Description – Title of the project

Project Manager – identifies the project manager.

LTD– Brought forward balance – balance remaining from the prior year carried over to the current year

Budget Expended – the result of the current year expenditure that is budget checked against the Total Budget

10 12

13

14Budget Remaining – The balance which is determined by subtracting expenses and encumbrances from the budget amountRevenue– revenue outstanding from bills invoiced.

13 14432

5

6

7

8 119 15

15

Actuals Var. to Bud – The difference between the Budget Current and Revenue.Costs - the result of the current year expenditure that is posted in the general ledger.

16

16

Cash Balance - the actual balance (bank) amount of the project and it does not include Commitments and Debtors (including GST) amounts.

Debtors - Outstanding revenue from bills invoiced

Project ID

PCSUMLTD

Life to Date Project Report

Commitments – The combination of commitments and pre-commitments eg salary payments expected to be made..

Income Funded – Is this project income funded? If Yes then the available amount is limited to revenue received. and no budget allocated fundsStatus - identifies if the project is marked as active “A” or inactive “I”.

4

Total movement by category for the month (see “As at” date in header). 1

Calendar year. 2

Life to Date. Balances from the project start date to the run date on the report

Budget brought forward from last year. 3

Allocated budget for the year. 3

Direct salary costs (incl superannuation, long service leave and payroll tax.)

Reductions in project salary expenses received from faculties. 4

Non salary related costs.

Total of People Payments, Salary Supplementation Payments & Other Payments.

Purchase Orders & salary commitments. 3

Balance remaining after deducting the Total Project Payments and the Budget Commitments from the Total Budget amount.

Income received from the granting body or billed to the granting body.

Represents all the income received that did not come from the granting body.

Unpaid Invoices for the year. 5

Is the total actual cash received to date less the total actual expenses to date. 1 Does not include any Commitment or Accrual amounts.

2 For amounts in the Payment and Income sections of the statement the YTD column represents all actual expenditure incurred or project revenue billed. It does not include any Commitment or Accrual amounts.

3 All budget amounts are annual figures and only relate to the Year to Date column.

4 Occurs where a Granting body pays a fixed rate for a researcher, if the researcher’s wages exceed the fixed rate the faculty pays the shortfall from Operating Funds.

5 Including GST.

11

5

6

7

8

9

10

11

12

13

14

45

6

7

8

910

11

12

13

14

11

22

22

33

33

15

15

1

Project Transaction List APRIL 2011

PROJECT ID: RM08755 Page NO. 1 PROJECT Name: MANGEMENT OF MUS IN VIETNAM Run Date 25 July 2011 AT 10:50

Journal ID Date Account Journal Header Description Journal Line Description Monetary Amount Employee Name Amount

PAYMENT General Payroll

0000959618 14-APR-2011 4101 External Loaded Journals PAGE#: 1101 LINE#: 2 3,025.62 Phan,Thuy Thi Bich 3,025.62 0000965993 28-APR-2011 4101 External Loaded Journals PAGE#: 1125 LINE#: 2 3,025.62 Phan,Thuy Thi Bich 3,025.62 0000959618 14-APR-2011 4104 External Loaded Journals PAGE#: 1101 LINE#: 2 136.15 Phan,Thuy Thi Bich 136.15 0000965993 28-APR-2011 4104 External Loaded Journals PAGE#: 1125 LINE#: 2 136.15 Phan,Thuy Thi Bich 136.15 0000959618 14-APR-2011 4108 External Loaded Journals PAGE#: 1101 LINE#: 2 164.90 Phan,Thuy Thi Bich 164.90 0000965993 28-APR-2011 4108 External Loaded Journals PAGE#: 1125 LINE#: 2 164.90 Phan,Thuy Thi Bich 164.90 PRT0000010 01-MAY-2011 4108 PRT on Super General PRT ON SUPER GENERAL 29.68 0000959618 14-APR-2011 4109 External Loaded Journals PAGE#: 1101 LINE#: 2 6.05 Phan,Thuy Thi Bich 6.05 0000965993 28-APR-2011 4109 External Loaded Journals PAGE#: 1125 LINE#: 2 6.05 Phan,Thuy Thi Bich 6.05 0000959618 14-APR-2011 4162 External Loaded Journals PAGE#: 1101 LINE#: 2 277.68 Phan,Thuy Thi Bich 277.68 0000965993 28-APR-2011 4162 External Loaded Journals PAGE#: 1125 LINE#: 2 277.68 P Phan,Thuy Thi Bich 277.68

Total General Payroll 7,250.48 Employee Benefits

0000959618 14-APR-2011 4839 External Loaded Journals PAGE#: 1101 LINE#: 2 272.31 Phan,Thuy Thi Bich 272.31 0000965993 28-APR-2011 4839 External Loaded Journals PAGE#: 1125 LINE#: 2 272.31 Phan,Thuy Thi Bich 272.31

Total Employee Benefits 544.62 Equipment

APV0955909 07-APR-2011 5260 Accounts Payable Vietnamese travel software 22.14 APV0955909 07-APR-2011 5260 Accounts Payable Vietnamese language software 11.81

Total Equipment 33.95 Other Expenses

APV0955909 07-APR-2011 6611 Accounts Payable Introuction Gifts for Vietnam 211.60 Total Other Expenses 211.60

Contract Services APV0961451 14-APR-2011 6101 Accounts Payable Invoice No. 322WHOQOL--Que 303.05

Total Contract Services 303.05 Consumables

APV0962206 21-APR-2011 6486 Accounts Payable AMAZON.COM 60.13 APV0955909 07-APR-2011 6500 Accounts Payable Commision fee 30.00

Total Consumables 90.13 Travel Domestic

APV0955909 07-APR-2011 7010 Accounts Payable Taxis 112.08 Total Travel Domestic 112.08

Travel international APV0955909 07-APR-2011 7107 Accounts Payable 1 night accommodation 497.20 APV0955909 07-APR-2011 7110 Accounts Payable Taxis--Hong Kong 61.59 APV0955909 07-APR-2011 7110 Accounts Payable Overseas visa application 140.00

Total Travel international 698.79

Total PAYMENT 9,244.70

2 3

General Ledger Account (4 Series Payroll, 5 Series Assets, 6 Series Goods & Services, 7 Series Travel).

The description field of the General Ledger Header, (External Loaded Journals are journals loaded via an interface with an external product – i.e.: HRMS.) 1

The description field of the General Ledger Journal Line.

1 HRMS journals will not display employee specific details.

Note – (1)The system will only produce a transaction list if there is activity in the month you run the statement

Note – (1)The system will only produce a transaction list if there is activity in the month you run the statement

2

1

3

GLFS*General Ledger Financial StatementTransaction Detail Report

* The GLFS report is run through NSFinancials and not nVision

financial information and reporting project making finance reports work for you presentation to...

Documents

reporting project contacts

executive director

finance reports work

faculty of lawkenny

guidance embrace change

alicia teran

vicki king phone

concise set of reports