Budget analysis inquiries (Public sector) [AX 2012]

Updated: October 8, 2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2

This topic explains how you can use the Budget analysis form to view revenues and expenditures by financial dimension, by using a combination of general ledger and budget control data. You can view summarized amounts and transaction details for revised budgets, actual expenditures, encumbrances, and pre-encumbrances.

NoteNote

This feature is available only if Microsoft Dynamics AX 2012 R3 Cumulative Update 8 is installed, and if the Public Sector configuration key is selected.

The Budget control statistics form is the tool to use when you want to analyze a single budget account, or a combination or group of accounts. (Click Budgeting > Inquiries > Budget control statistics.) The Budget analysis form is more flexible. (Click Budgeting > Inquiries > Budget analysis.) You can use it to query in any dimension order across the chart of accounts or to query a subset of an account. For example, you could view a list of year-to-date fund totals, drill down to a specific fund to view department totals, and then drill down to a specific department to view account totals.

The following table explains the differences between these forms.

Budget control statistics form

Budget analysis form

Allows you to view the budget balances for a budget cycle and a budget model for a single financial dimension value or budget group.

Allows you to view the combined budget amounts for multiple financial dimension values at the same time.

Includes data from both confirmed and unconfirmed encumbrances.

Includes data from confirmed encumbrances only.

Includes data from expense accounts only.

Includes data from both revenue and expense accounts.

Does not require a configuration key.

Requires the Public Sector configuration key.

NoteNote

If you want the available or remaining budget amounts to include draft transactions, use the Budget control statistics form. The Budget analysis form displays only posted transactions.

Yes, you can export budget analysis results. On the Budget analysis form, press Ctrl+T.

To view balances and information for a specific closing period, use the Trial balance list page. The Budget analysis form does not distinguish between operating periods and closing periods.

You can create financial dimension sets that reflect the way that you want to analyze your data. To do this, use the Financial dimension sets form in the General ledger module. (Click General ledger > Setup > Financial dimensions > Financial dimension sets.) To view Main accounts across programs, for example, create a Programs dimension set, and then add dimensions by using MainAccount. When you return to the Budget analysis form and select that dimension set, the budget appears as a list of Main accounts. You can then drill down in any Main account to include the program level of the dimension set, which breaks down all the totals by program within that Main account.

For more information, see Create a financial dimension set.

All existing financial dimensions sets are displayed on the Budget analysis form. If you don’t see the one that you want, you can create it in the General ledger module.

For more information, see Create a financial dimension set.

Use the Expense budget with carry-forwards column set if you carry forward the budget for purchase orders that are open at year-end. This column set shows separate totals both for transactions that use active prior-year budget and transactions that use the new year’s budget. This makes it easy for you to monitor the budgeted, encumbered, and expended amounts that are related to transactions from the prior year.

For more information about column sets, see Budget analysis (form) (Public sector).

If the grids are empty in the Budget analysis form, try the following actions to resolve the issue:

  • Click Update totals after you set the values at the top of the form.

  • Verify that the selected dimension set includes the dimension value that you’re looking for.

  • Verify that the posting layer and the dates are correct for the values that you’re looking for.

  • Verify that the transaction document that you’re looking for has been posted or confirmed. Only posted transactions are displayed in the Budget analysis form.

After you change the settings at the top of the form, click Update totals to see the results of your query.

Because the Total grid only displays a single row, it is not useful to adjust the size vertically. However, you can adjust the column widths.

The columns in the primary grid and summary grid are separate controls, and are sized independently.

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