The Balance Sheet Report displays Asset and Liability account activity and balances for a selected date range. The report can be displayed at a summary Account level or at a detail level, including Fund, Dept ID, and Project. This step-by-step guide explains how to filter and run the report.
What Can I Learn from the Balance Sheet Report?
- Provides Asset and Liability balances at Level F of the Account tree.
Report Date Filters
Use the Report Date Range dropdown menus to specify the date range.
Chartstring Filters
- Business Unit (BU) is the only required (*) Chartstring Filter. The filter page defaults to select only the SFCMP, or Campus BU. You may override the default and select another individual BU or multiple BUs .
- The Balance Sheet Report limits the Account chartfield to allow filtering of only specific Asset or Liability Accounts to ensure the report provides accurate results .
Additional chartfield parameters may be selected as desired.
Report Specific Filters
- Click Show Details to add full chartstring details to the report (Fund, Dept ID, Project, Activity Period, and Award/Parent ID) .
- Report Sort 1 and Report Sort 2 allow you to apply one or two sort options to the report output .
Report Output Selection
- In addition to the report output selections of On Screen HTML (default), PDF, and Excel , you can choose Unformatted Data.
- The Unformatted Data output returns an Excel file that has no special formatting and a single row for column headings, making it the best source for pivot tables and other advanced spreadsheet analysis.
- Select your desired report output and click the Run Report button .
In both Excel outputs (standard Excel and Unformatted Data), the workbook will contain at least two tabs. The first tab/sheet always displays the entered filter criteria. The second tab/sheet displays the data and differs depending on whether you selected standard Excel or Unformatted Data.
Working in the Report View
- Accounts are separated and subtotaled as Assets and Liabilities .
- Add full chartstring details to the report (Fund, Dept ID, Project, Activity Period, and Award/Parent ID):
- Check the Show Details box .
- Click Update .
The chartstring details are now visible.
- The Balance Sheet Report allows you to further refine your report using the Sort 1 and Sort 2 options:
- Click the Sort 1 drop-down and select the first value from the list .
- If desired, select a second grouping from the Sort 2 drop-down .
- Click Update .
Your report is refreshed and now displays data in your chosen groups with subtotals.
Note if Show Details is not checked from the filter page before the report is run, there will be no choices in the Sort 1 and Sort 2 drop-down menus. Choices are only available in these menus after Show Details is turned on.
- To see the details of an Activity value in a new tab or window as a Transaction Detail Report (TDR), click the desired blue hyperlinked Activity value .
Additional Information and Assistance
- More information about MyReports, including how to request access and additional training, can be found in the MyReports section of the Controller’s Office website.
- If you require help with a technical problem or have a question about a specific report, contact the Controller’s Office Solution Center at [email protected] or 415.476.2126.
- To stay informed about MyReports news, follow the directions on the MyReports section of the Controller’s Office website to join the MyReports ListServ.