Adaco: Checkbook Accounting Report – Fourth & HotSchedules Customer Success Portal

Checkbook Accounting Report

This report compares budgets, forecasts, and plans versus the amount committed to a budget code.

To run the Checkbook Accounting Report, go to Report Center > Accounting Reports > Checkbook Accounting Report
To open the report criteria screen, double-click Checkbook Accounting Report or select the report and click Run Report, as per Fig.1

Fig.1 - Checkbook Accounting report

Report Criteria:

Enter report criteria to get desired results, as per Fig.2

Fig.2 - Report Criteria for the Checkbook Accounting Report

Fields	Description
Fiscal Year	Select the fiscal year as defined in Property > Setup > Accounting > Fiscal calendar. Current Year [Default]
Fiscal Period	Select the Fiscal Period. Current period [Default]
Outlet/Division	Select the outlet(s) or division(s). Divisions are defined in Property > Setup > Location > Division. Blank [Default]
Budget Code Selection	Allows selection of budget codes: Blank [Default] All Budget Codes Selected Budget Codes
Type of Report	Select the desired report type: blank [Default] Summary: Generates the report summarising both period-to-date and year-to-date totals of budgets columns Detailed - PTD: Generates the report with only period-to-date totals and includes purchase order, purchase requisition and receiving order details. Detailed - YTD: Generates a report with year-to-date totals When report is run as Detailed, separate deliveries against the same PO on the same day are shown as separate detail lines within the report. This allows the user to identify the specific delivery which is impacting spend against budget. Also any comments entered against the underlying transactions will be shown against the transaction detail. This includes comments entered in a Purchase Requisition, which will be shown against the Purchase Requisition, the Purchase Order resulting from the Purchase Requisition and any receivings posted against the Purchase Order. Where a Purchase Order is a combination of more than one Purchase Requisition each of which has comments added, then the comments from the first Purchase Requisition will be shown (numerically based on PR number). Additionally comments entered in Outlet Requisitions or Transfers will be shown against the transaction in the detail section.
Include Pending Requisitions in Total	If checked: Will be included in the Pending Reqs portion of the report results in the Total calculation
Budget Codes	Displays a list of budget codes. Can Select All or individual codes

Report Results

When the Checkbook Accounting Report is generated for one selected Outlet and All Budget Codes, the result should look similar to Fig.3.

Fig.3 - Checkbook Accounting results

Fields	Description
Fiscal Year	The fiscal year entered on the criteria
Date	The date the transaction was posted
Activity	The posted transaction with number PR: Purchase Requisition PO: Purchase Order INV: Manual Invoice entry
Vendor	Displays the vendor number and name
Manual Invoices	Displays date, invoice number and vendor
Pending Reqs	Displays monetary value of current pending purchase requisitions
Approved Reqs	Displays monetary value of current approved purchase requisitions
Final Appr Reqs	Displays monetary value of current final approved purchase requisitions
Open PO Balance	Displays monetary value of open purchase orders
Received	Displays monetary value of received purchase orders
Total	The period sum booked against the budget Calculation: TOTAL = MANUAL INVOICES + PENDING REQS + APPROVED REQS + FINAL APPR REQS + OPEN PO + RECEIVED
Budget	The budget value entered for the period
Variance	The difference between the total and the budget Calculation: VARIANCE = TOTAL - BUDGET
Forecast	The forecast value entered for the period
Variance	The difference between the total and the forecast
Plan	The plan value entered for the period
Variance	The difference between the total and plan
Fiscal Period	The fiscal period entered in the report criteria
Outlet/Division	The outlet and/or division number and name selected in the report criteria
Budget Code	The budget code number and name
PTD Budget Code Total	Column totals for each budget code
PTD Outlet/Division Total	Column Totals for all outlet/division budget codes selected
PTD Period Total	Grand column totals for the period for all budgets

For more information on uploading Budget, Forecast and Plan totals please refer to the article Adaco: Creating or Importing a Budget or Forecast or Plan.

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