Balance Sheet Report (UCSF Health) Job Aid

The Balance Sheet Report (UCSF Health) displays Asset, Liability, and Net Position Account balances as of a selected date. The report can be displayed at a summary level for all UCSF Health Business Units (BUs), for a single Business Unit, or for a selected number of BUs. This step-by-step guide explains how to filter and run the report.

What Can I Learn from the UCSF Health Balance Sheet Report?

  • Balances in Asset, Liability, and Net Position Accounts for UCSF Health Business Units
  • Reports can be displayed at Alt Account Levels B to F (posting accounts), and defaults to Alt Account Level D
  • Click on hyperlinked numbers to display transaction detail in the Alt Account Detail Report for the selected month

Report Date Filter

The Balance Sheet Report defaults to the current open month. Use the Report Date as of drop-down menu to select a previous closed month.

Chartstring Filters

  1. Business Unit (BU) is the only required (*) chartstring filter. The filter page defaults to select all UCSF Health BUs. You may override the default and select an individual BU or multiple BUs .
  2. The Balance Sheet Report displays all Asset, Liability, and Net Position Alt Accounts; additional filtering by Alt Account is not available .

Additional chartfield parameters may be selected as desired.

Report Specific Filters

You can further refine your data or display additional data using the options in the Report Specific Filters section:

  1. Display Alt Account Level :
    • Select Alt Account Level
    • Default is Level D
  2. Display Codes and Descriptions :
    • Display codes and descriptions
    • Display codes only
    • Display descriptions only (default)
  3. Display Amounts :
    • Round to dollars
    • Round to thousands (default)
    • Show 2 decimal places
  4. Show Trend :
    • Do not show trend (default)
    • Show prior fiscal year-end
    • Show same month prior year

See the Filtering and Running Reports in MyReports job aid for additional information and tips & tricks for using the filters to configure your report criteria.

Report Output

  1. In addition to the report output selections of On Screen HTML (default), PDF, and Excel , you can choose Unformatted Data. 
  2. 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.
  3. 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

Refine or display additional report data using any of the drop-down menus in the HTML report header. These same report selection options appear in the Report Specific Filters section of the filter page:

  1. Trend  – Do not show trend; Show prior fiscal year end; Show same month prior year
  2. Alt Account Level  – Select from Alt Account Levels B, C, D, E, or F
  3. Codes and Descriptions  – Display codes and descriptions; Display codes only; Display descriptions only
  4. Amounts  – Round to dollars; Round to thousands; Show 2 decimal places
  5. Select your desired options and click Update to re-run the report .

The Balance Sheet Report displays a combined Total column for all selected Business Units for the selected accounting period. Titles displayed with black underlines can be expanded to view additional details.

  • Click the TOTAL column heading to display each BU in a separate column for the selected accounting period .
  • Click the Month-Year in any column heading to display monthly balances for each BU from the start of the fiscal year .
  • Click on any blue hyperlinked number to display transaction detail in an Alt Account Detail Report for the selected accounting period .
  • Alt Account rows with black underlines can also be expanded. Click on an underlined Alt Account name to expand to the next lower level of the Alt Account tree .
  • Right-click in the white space to the right of the underlined row label and select Drill Up to return to the original Alt Acct level .
To expand all Alt Account rows on the report, you can select a lower Alt Account Level from the drop-down menu in the upper right corner of the HTML report header. Click Update to re-run the report at the selected level.

Tips and Tricks

  • Two versions of the Balance Sheet Report exist. The current version of the report contains data from the three most recent fiscal years and is accessed directly from the Health Financial Reports landing page. The archive version of the report contains historical data older than the three most recent fiscal years and is accessed through the current report via the “Archive Periods” link located below the Run button in the top right section of the filter page.
  • The MyFavorites functionality allows you to save and retrieve frequently used filter criteria. See the Managing and Scheduling MyFavorites in MyReports job aid for instructions on saving report parameters to MyFavorites, and how to select and run a saved Favorite.
  • For the easiest navigation when using MyReports, close extra browser tabs/windows (usually the result of drilling through to another report) when you have completed reviewing and/or exporting the information.

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.

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