Report Filters and Drill-Down

The Budget Utilization Report supports a range of filters to help you focus on the budget data that matters most. This page explains the available filters and how to use the drill-down feature to trace consumption back to individual transactions.

Available Filters

When you open the Budget Utilization Report, a filter panel appears at the top. Use these filters to narrow the results:

Filter	Description
Budget Code	Show data for a specific WBS code only. Start typing to search.
Department	Filter by department dimension. Useful for reviewing one department's spending across all WBS codes.
Cost Center	Filter by cost center. Shows only WBS codes associated with the selected cost center.
Fiscal Year	Select the budget period. Required — the report must know which fiscal year's data to display.

You can combine filters. For example, selecting a Department and a Fiscal Year shows all WBS codes for that department in that year.

Using the Report

Quick Health Check

To see which WBS codes are running low on budget:

1. Open the report with only the Fiscal Year filter set.
2. Sort by the Final Available Budget column (ascending).
3. WBS codes at the top of the list have the least remaining budget — these need attention.

Department Review

To prepare for a department budget review:

1. Set the Department filter to the department under review.
2. Set the Fiscal Year to the current period.
3. Review the Consumption column to see how much each WBS code has spent.
4. Compare Consumption against Adjusted Budget to assess the utilization percentage.

Tracking Amendments

To see how much a WBS code's budget has changed since the original allocation:

1. Filter by the specific Budget Code.
2. Compare Original Budget against Adjusted Budget. The difference represents all amendments (additions, reductions, and transfers).
3. Review the Additions, Reductions, Transfer In, and Transfer Out columns for the breakdown.

Drill-Down: Tracing Consumption

The Consumption column is interactive. When you click on a consumption amount:

1. PayInvoice Next opens a filtered list showing every transaction that consumed budget from that WBS code.
2. The list includes Purchase Orders (committed amounts) and Purchase Invoices (actual amounts).
3. Each row shows the transaction number, date, supplier, and amount.
4. Click any transaction number to open the full document.

This drill-down is essential for answering questions like "Where did the ₹25 lakh go?" — you can trace every rupee from the budget report down to the specific Purchase Invoice or Purchase Order.

Exporting the Report

To share the report or analyze it offline:

1. Apply your desired filters.
2. Click the Download button (or Menu > Export).
3. The report exports as a spreadsheet with all visible columns and the applied filters.

TIP

Export the report at month-end before budget reviews. This creates a snapshot that can be compared against next month's report to track changes over time.

Related Pages

• Reading the Report — Understanding each column and the formula
• How Budget Validation Works — How Available Budget drives enforcement
• Budget Management Overview — Complete budget management guide