Budgets Reports

 

TOPS [ONE] Version: 4.2.6.5

 

Description 

This Budgets Report lists GL accounts and their budgets by month. There are two (2) additional versions of the Budget Report, Budget - Profit & Loss, and Profit & Loss By Range.

This guide will explain how to view, print, and export a Budgets report. This guide will also give you instructions on how to schedule the report to be emailed to a recipient automatically.

 

View/Export the Report

1. Click Portfolio then Communities. Select the community you want to work in.

2. Click Reports and select Standard.

3. Under the General Ledger section, select one of the Budget options

4. Select the Report Parameters. 

Budget Report 

1. Sort Sort by Account Name or Number

2.  As of Date  Defaults to the current date

3.  Exclude Accounts $0 Budget Enabling this toggle will hide all accounts with a zero dollar balance.

4. Consolidate Cost Centers If enabled, the main cost center (i.e. 001, 002) will combine the sub-accounts and show the total amount for the total Cost Center.

Budget P&L Format and P&L Format (By Range) 

1. Exclude Accounts $0 Budget Enabling this toggle will hide all accounts with a zero dollar balance. 

2. Fiscal Year Defaults to the Current Fiscal Year 

5. If exporting, select the Export Parameters then click Export.

 

Budget Report 

Export Format Select Excel, PDF, or Word 

Alternate Row Colors Only Available when selecting Excel

 

Budget P&L Format and P&L Format (By Range) 

Export Font Large/Small

Include Community Alias If enabled, will include the community alias at the top of the report name. 

Banded Rows (Shading) Will shade every other row. 

Export Format Select Excel, PDF, or Word 

 

  

6. Click Apply to save the parameters.

 

7. Click Export to download the report.

 

How to schedule a report

1. Click Schedule. This will display the scheduling options.

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  • Schedule -Will let you email reports at a scheduled time, or as a one-time email.

    • Job Name - Name that can easily identify the job
    • Frequency- How often you want the reports to automatically be sent. (Once, monthly, quarterly, etc.)
    • Permitted Days-pick which day you want the reports to run, if you don't want the report to run on a specific day, deselect those days.
    • Start Date- Select the day you want to start the scheduled reports
    • End Date- Select the date you want the scheduled reports to end.
    • End Time- Select the time you want the reports to stop running.
    • Recipient- Type in the email where you want the reports sent
  • Click Schedule at the bottom of the screen to save the scheduling process
    • you can go to Automation to see this scheduled job

 

Save Report as Attachment on Community 

The Save as Attachment button will save a copy of the report to the attachment gallery of your community, amenity, committee, vendor, vendor insurance, bank, bank account, property, property contact, or user page. 

 

1. Click the Save as Attachment button. 

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Update the Info as Needed

2. Display Name Edit the Display name of the Attachment

3. Assignment Attachments can be Assigned, or designated to one location.

This can be a specific owner, property, vendor, or community.

Click the X to change the assignment.

4. Tags User-defined category that can be assigned to an attachment for the purpose of filtering and organizing the files.

Example: Assign a tag to forms so you can easily find them or tag governing documents. You can use these tags to filter and organize your attachments.

Publish If enabled, the files will be available in the corresponding locations

5. Owner Access Files will be available on the Owner Portal in the Document Library

6. Attachment Gallery Files will be available in the Attachment Gallery Quick View. If a file does not have this toggle enabled, you will need to click View All in order to see the attachment.

7. Click Attach 

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