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The purpose of this procedure is to provide navigation information for the Operating Account Balance Report (AFBR | My Funds) in Workday. It outlines how to view My Funds, expense details, and salary details. This report identifies your worktags that begin with “2”.
Let’s dig in!
Click here for FY End Procedure
View My Funds
- Go to your left-hand Menu and click on the Financials Dashboard
- All four AFBR reports are live. For the purpose of this guide, the following Operating Accounts are included in
this report. You must indicate an operating account worktag, cost center, fund and/or a project approver in the
prompts.
- Click on the link “RPT028_4 – Operating Account Balance Report (AFBR | My Funds)”
Below is an explanation of each Prompt and Report.
My Operating Account Funds: This is the Balance Report for corresponding Operating Account Worktags. This includes Funds 11 and 12. The report identifies Budget to Actuals. If an expense has not occurred on a Operating Account worktag, no data will populate.
The prompt page consists of 6 ways to run the report. You can search for multiple items under worktags, cost centers as well as Spend Category as Worktag. Required prompts are Period and Time period. Defaults are set to show all activity from Fiscal Year XX - July to current date.
**Disclaimer**
To search by Operating Account Manager (PI) please enter the name in both prompt fields. We understand this
is not ideal, however, this is WorkDay’s current guidance. This is an instance where saving your filter will be
beneficial.
Balance reports work best when run with one or multiple driver or Project worktags added to the ‘Worktags’
filter. Pulling by other related worktags (cost center, function) could cause variances in the amounts displayed
and is not recommended at this time.
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Prompt
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Description
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Selections
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Default
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CF-LRV-
Operating
Account
Manager |
The name of the PI
who manages the
account |
Must put name of the
operating account manager
(PI) in both fields to work. |
Blank |
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Budget Name
|
Input a FY Operating Budget Worktag to view all accounts for a specific fiscal year.
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Current and Prior Fiscal Years
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FY2024 Operating Budget
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Time Period*
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This is the time frame you would like to report to run for.
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Best selections are Fiscal Year Current Period YTD. This selections provides the current fiscal year, July through the period in the next prompt.
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Current Period YTD
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Period
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The period is the starting point when the report is run.
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Can select by Current and Prior Periods, Last Closed Period and a multitude of selections for Fiscal Period. Only one period is allowed to be selected
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Current Month
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Worktags
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Filter by Operating Account, Operating Account Manager last name or cost center.
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Various and can select more than one.
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None
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Cost Center
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Additional prompt to filter by Cost Center
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Various and you can select more than one
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None
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Spend category as a Worktag
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Additional prompt to filter down to a specific spend category in conjunction with the worktag indicated above.
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Various and you can select more than one
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None
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Time Period Selections are:
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Fiscal Time Period
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Budget to Date
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This is not working properly for FY24
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Current Period
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Current Month
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Current Period YTD
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Current Monty Year to Date
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Current Year
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Current Fiscal Year
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Inception to Date (Fiscal Year)
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All Periods prior to the period selected
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Last 12 periods
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Last 12 Months
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Last 36 periods
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Last 3 Years
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Last 4 periods
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Last 4 months
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Last 6 periods
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Last 6 periods
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Last year - Current Period
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Last years current month (i.e. If it is 12/2023, this would give you the month of 12/2022)
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Last year - Current Period YTD
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Last Year current Month Year to Date (i.e. if it is 12/2023, this would give you 07/2022 - 12/2022)
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Next 12 Periods
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This is for forecasting
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Next Year - Current Period
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This is for forecasting
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Period + 10
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This is for forecasting
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Period + 11
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This is for forecasting
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Period + 2
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This is for forecasting
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Period + 3
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This is for forecasting
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Period + 4
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This is for forecasting
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Period + 5
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This is for forecasting
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Period + 6
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This is for forecasting
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Period + 7
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This is for forecasting
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Period +8
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This is for forecasting
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Period + 9
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This is for forecasting
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Period +19
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This is for forecasting
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Prior Period YTD
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Last month fiscal year to date
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Project Life to Date (Fiscal Year)
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This is used when you have a project that lasts multiple fiscal years.
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Year from Current Period
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This is for forecasting
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Award Time Period – Do Not use for Operating Account data
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Award Life to Date
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Award Schedule Start Date to current period
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Award schedule for Grant (Based on Start and End Dates of the project)
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This only comes up if you are searching for one grant, will auto populate Award Schedule Start and End Dates.
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*Period and Time period examples:
Current Period Year to Date:
Prior Month:
OR
To view a high-level summary of a specific operating accounts (equivalent of AFBR-L2), click the Expand arrow to the left of the Grant number (don’t click the blue grant number itself)
Click on the blue hyperlinks in the Budget, Commitments and Obligations, Actuals, or Available Balance columns to drill down to the details.
Please note, you have to dig further to get your payroll results (details below). Easier drill down functionality will be released in a later version.
Source Data Under construction: There are several revenue and spend categories showing in an undesired
column on the balance reports. For example, IDC Recovered (a Revenue) currently pulls into the Transfer
Column. Despite this issue, the ‘Available Balance’ and ‘Balance after Commitments & Obligations’ columns are
displaying the correct amounts. This issue is being reviewed and a solution will be implemented as soon as
possible.
Categories impacted:
Please note these corrections will not affect your Available Balance Columns
If you click on the hyperlink total for “Actuals,” a new window will open with just the detailed expenses. If you click on the total expenses at the top, the drill down will return all expenses (similar to AFBR-L4). If you click on an individual ledger accounts total, it will only return the details for that ledger account (similar to AFBR -L3).
A sample drill down and field explanations are provided below:
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Column Name
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Description
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Operating Account Number
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The operating account worktag
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Title
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The title or name of the operating account worktag
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Employee as a Worktag
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The employee who was paid on the Journal Line or Operational Summary; this is only populated on WorkDay transactions. Legacy Data does not have this indicated.
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Journal
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The Workday Accounting entry details. Includes debits and credits
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Operational Transaction
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This is the Workday source document for the transaction. If the expense came in from a travel authorization, supplier invoice, or other journal source, this field would lead you back to the source.
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Memo
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Legacy data will be identified in Workday with this field by the use of the letters “LTD.” Workday data will depend on what is put in the expense report
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Line Memo
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Legacy data will populate with this field with the Banner description, including the Banner document number and/or Chrome River report number. Workday data will depend on what is put in the expense report.
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Transaction Description
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Legacy data will populate with this field with the Banner description, including the Banner document number and/or Chrome River report number. Workday data will depend on what is put in the expense report
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Supplier (If provided)
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If there is a Supplier associated with the expense (i.e., an invoice payment), it will display here
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Ledger Account Number
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Ledger Account Numeric Value
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Ledger Account
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Ledger Account Name
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Spend Category Number
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Spend Category Numeric Value
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Spend Category
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Spend category Name
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Accounting Date
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Date expense actually posted to the system. This date may be outside of period of performance
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Budget Date
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Date used to place expenses into award budget periods. For legacy data, this is where the Banner transaction date was uploaded.
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Transaction Date
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Date used to post expenses into a certain fiscal period.
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Amount
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Amount of transaction. Expenses show as a positive amount and refunds/credits show as a negative value.
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Costing Worktags
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Displays all worktags associated with the expense
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During FY close, the prepopulated prompts will change. Just as we did with My Funds in Cognos and Trailhead,
we will hard code these in to end 06/30 of that year. You can change the prompts to current year however,
budget may not be loaded and ending balances may change slightly.
Click here to go to the top of the procedure.