In this guide, we show How to Use the Budget Variances Report in the Finance Module.
Access: The minimum permissions required to Use Budget Variances are found in the Finance Module section of Config > Setup > Roles & Permissions.
Pre-requisites: In order to Use the Budget Variances Report, a Budget needs to be in place within the Finance Module.
Related guides:
This Guide is part of the Budgeting Module User Guide
The previous guide in the Budgeting Module User Guide is: How to Use the Budget Dashboard.
The next guide in the Budgeting Module User Guide is: How to Amend Budget Variances.
To begin, go to Modules > Finance > Finance Home Page > Budgeting > Budget Variances.
If there is more than one Budget Scenario in place, choose which one to work with from the drop down.
Choose a Year up to Period. This is useful if Profile Models have been set, as spending against these can be monitored.
The Budget Variances Report is a very large table presented in an AG Grid. Columns can be removed to make it more manageable, or added to make it more detailed.
Similarly, Filters can be applied to reduce the number of rows.
The Report allows for the dragging and movement of Columns to reorder them to suit the user.
In addition, the Drag here to set row groups function allows for Column Headings to be dragged to the top left to set row groups.
In the example below, Columns and Filters have been selected to show the information required by the user and then the Annual Budget Column has been ordered to show the highest figures at the top.
Of note are the two editable Narrative Columns. The Variance Reason Column and Action Required Column can be used either as an aide-mémoire for the user, or as an explanation for other readers, such as the SLT or Governors.
In the example below, the user has elected to display Annuals: Annual Budget (£), Annual Actuals (£), Total (£); Projections based on Actuals: Projection (£); Projections based on Budget: Budget Projection (£); and the two Narrative Columns.
The Report will always display Column Totals at the bottom of the page.
The Report is highly configurable. Report Parameters can be saved by clicking on the Save Icon and reset by clicking on the Reset Icon, both located at the top right of the screen.
The Report can be exported to CSV or Excel by Right Clicking within it and choosing the file type. The Report is sent to the Browser’s Downloads Folder.
Income toggle
To support different budgeting preferences, you can control how Income (IN Ledger Types) are displayed. This toggle affects totals, variances and percentages, ensuring figures remain accurate whichever view you choose.
When ON (default) income is displayed as positive values.
When OFF income is displayed as negative values, aligning with FMS-style reporting.
The next guide in the Budgeting Module User Guide is: How to Amend Budget Variances.