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Administrator Guide
Last Updated: 2023-06-23
Review Budgetary Balances for Position Budgets

Review Budgetary Balances for Position Budgets

  • Set up a balance for position budgets to compare them against actuals.
  • Set up commitment accounting and payroll commitments to compare commitments and obligations against position budgets and actuals.
  • Security:
    Set Up: Budget General
     domain in Budgets functional area.
You can perform detailed budgetary balance reporting for your position budgets throughout the fiscal year by dimension.
The budgetary balance reports for position budgets pull in:
  • Position budgets and amendments in active status.
  • Payroll commitments, obligations, fringe benefits, and adjustments from transactions posted to your company's actuals, commitments, and obligation ledgers where the transactions contain a position ID.
This reporting of the budgetary equation enables you to compare your commitment accounting with your position budgets and actuals to see available balances. Examples:
  • A cost center manager can review the budget across their organization.
  • A position budget administrator can review all position budgets by company.
The budget structure that's tied to the company budget serves as the data filter for the report, providing the dimensions that you can drill down into and across. Example: A budget structure has an accounting dimension member that's a specific ledger account summary, and structured dimensions that are specific pay groups and cost centers. This budget structure aggregates transaction journal entries that populate the ledger accounts in the summary for only the specified pay groups and cost centers.
  1. Access the
    Position Budgetary Balance
     report or
    Manager Position Budgetary Balance
     report.
  2. Filter by these and other criteria to limit the data aggregated in the report:
    Option Description
    Company
    The specified cost center must be a member of its structured dimensions.
    Summarize by Account
    Aggregate filtered data into summarized rows by ledger account based on the accounting dimension of the budget structure. Example: The report rows can include rows for ledger accounts in an account set, or only the ledger accounts within a ledger account summary.
    Summarize by Organizing Dimension
    Aggregate filtered data into summarized rows based on the organizing dimension of the budget structure. Example: If the organizing dimension is region, then the report contains a summary row for each member region.
    Negative Balances Only
    Use to see where you've overspent; specifically, where your commitments, obligations, and actuals have exceeded your position budget and left you with a negative balance.
    Non-Zero Balances Only
    Use to see where you're out of balance; specifically, where you have either excess or insufficient position budget balances.
  3. For each ledger account or organizing dimension, compare the summarized position budget against summarized commitments, obligations, and actuals ledger balances subtracted from budget.
    • The column names are configurable.
      The name of the position budget column is the name of the budget. The name of the commitment, obligation, and actuals columns are the ledger names for the company's ledger type.
  4. Drill down into summarized numbers to see the supporting details from the position budgets and ledgers.
    Details include the related journal entries, transactions, budget specifics, and positions involved.
    If a position has 2 incumbents, Workday processes payroll commitments and obligations only for the primary incumbent. The actuals include both the primary and secondary (overlap) incumbent.
Adjust your position budgets as necessary to balance your budget.