Important Note: This article covers classic functionality related to Budget Sheets in Terra Dotta Study Abroad. For the most updated system designed to support admins and applicants with managing program costs, check out Cost Sheets. Stay tuned for Analytics-based reporting options with Cost Sheets in a future release.
The Budget Sheets stock report is a function that allows an admin user to select programs or program groups and terms from a page initiated by clicking a stock report, to generate an Excel document with the budget sheet information for the selected program(s)/terms. This is the information created on the Budget Sheets tab of the program builder.
Permissions
Self-service stock reports can be accessed from the 'My Queries and Reports' panel of the Admin Home Page. Click the 'Stock Reports' file icon for an expanded list of any reports installed. A 'Browse TDCL' button appears, allowing clients to browse and import stock reports independently. Once installed, the report (Budget Sheet Export) will be available in the 'Stock Reports' section and accessible by administrators with the following permissions:
- Applicant Admin: Stock Report
- Program Admin: Program builder: Budget Sheets
If an administrative user has any Data Access Object restrictions, the wizard that allows them to select which programs / program groups to include in the report will only include the programs to which they have access.
After clicking on the name of the stock report, the admin will be taken to a page where they can select the individual programs, program groups, or application terms they would like to include in the export, choose to include program locations, and choose to include budget sheet notes.
An Excel file will then be generated with the following data columns populated for the selected program(s):
- Program ID
- Program Name
- If a program is selected to be included in the export, but does not have a budget sheet for some or all of the selected terms, all budget sheet values will appear as N/A. The program ID, name, terms, and locations will be populated in the export.
- Applicant Type
- There will be a row for each applicant type for each program/term combination. There could be up to four applicant types, so there could be up to four rows for each program. If the applicant type name has been adjusted via Settings > Budget Param > Applicant Types, the report will reflect the modified name, not the default name.
- Term
- Each term will be on it’s own row in the report. For example, if the admin wishes to export budget information for the Spring and Fall terms for the Paris Semester Abroad program, and the site utilizes all four applicant types, there will be eight rows in the report for Paris Semester Abroad:
- Paris Semester Abroad / Spring / Internal
- Paris Semester Abroad / Spring / External
- Paris Semester Abroad / Spring / Exchange (I)
- Paris Semester Abroad / Spring / Exchange (E)
- Paris Semester Abroad / Fall / Internal
- Paris Semester Abroad / Fall / External
- Paris Semester Abroad / Fall / Exchange (I)
- Paris Semester Abroad / Fall / Exchange (E)
- Each term will be on it’s own row in the report. For example, if the admin wishes to export budget information for the Spring and Fall terms for the Paris Semester Abroad program, and the site utilizes all four applicant types, there will be eight rows in the report for Paris Semester Abroad:
- Program Location (City)
- If location is selected to be included in the export, there will be a data column for city. If a program has more than one location, all cities will be listed in this cell, separated by a pipe character.
- Program Location (Country)
- If location is selected to be included in the export, there will be a data column for country. If a program has more than one location, all countries will be listed in this cell, separated by a pipe character.
- Program Location (Region)
- If location is selected to be included in the export, there will be a data column for region. If a program has more than one location, all regions will be listed in this cell, separated by a pipe character.
- Budget parameter (Billable)
- The number of billable budget parameter columns will be different for each client and will represent the number of billable budget parameters the client has on their site - there will be a maximum of 15 billable budget params. If you have more than 15 billable budget parameters, you will receive a notice before the report is generated indicating that not all billable budget parameters are included because you have more than 15.
- If a budget parameter is not set for the chosen program/term combination, "N/A" will be displayed
- If a budget parameter is included but set to $0, "$0" will be displayed in the report.
- Each column will be named with the budget param name and (Billable). For example, the column for the tuition expense would be named: Tuition (Billable)
- Billable Subtotal
- After all the billable expenses columns, there will be a Billable Subtotal column that will display the sum of all the billable budget parameters.
- Budget parameter (Non-Billable)
- The number of non-billable budget parameter columns will be different for each client and will represent the number of non-billable budget parameters the client has on their site - there will be a maximum of 15 non-billable budget params. If you have more than 15 billable budget parameters, you will receive a notice before the report is generated indicating that not all non-billable budget parameters are included because you have more than 15.
- If a budget parameter is not set for the chosen program/term combination, 'N/A' will be displayed
- If a budget parameter is included but set to $0, '$0' will be displayed in the report.
- Each column should be named with the budget parameter name only. For example, the column for the non-billable expense of shopping would be named: Shopping
- Non-Billable Subtotal
- After all the non-billable expenses columns, there should be a Non-Billable Subtotal column that will display the sum of all the non-billable budget parameters.
- Total (Billable and Non-Billable)
- This column will display the sum of the Billable Subtotal and Non-Billable Subtotal columns.
- Budget Sheet Notes (if this was selected to be included)
- The Budget Sheet Notes column remove any links, images, and tables in the notes. Only plain text in the notes will be included.
This is a stock report, and the data columns included in the free version of the report are pre-defined. If you require changes to the data columns in the report, we can make adjustments as a professional service for a fee.