View the financial balance

The balance compares what your institution expects to receive and spend, the estimations, with what has actually been invoiced, the executions. It’s calculated only from the expenses and income you register, so the more complete their estimations and allocations are, the more useful it is. How to register them is explained in Manage expenses and income.

You need permission

This option only appears if your access role allows it. If you don't see it, ask the person who manages your institution to review your role.

View the balance

1. Go to Finance › Balance. For a project’s balance, open the project and go to its Balance tab.
2. Choose the period: Current season, This quarter, This year… or Custom with your own dates. Seasons are the ones your institution has set up.
3. In Date, choose which date decides whether an expense or income falls in the period: Estimation, Execution, Payment or Due date.
4. In Include, leave expenses, income or both turned on.
5. To narrow it down further, click Filter and choose project, ledger account, analytic levels, type, status, payment method, taxes or whether it’s booked. They apply straight away.

A project’s balance includes all its expenses and income, from any date.

What it shows

• At the top: Forecast income, Actual income, Forecast expenses, Actual expenses, Forecast result and Actual result. Amounts are totals, including taxes and after withholdings. For executed amounts you also see what percentage of the forecast they represent.
• Time evolution: with Accumulated, how forecast and executed income and expenses build up, by month or by quarter depending on Group by.
• Breakdown by dimension: the same amounts broken down by project, ledger account or analytic level. Click a row to filter the whole balance by that item; to remove it, Clear.
• Composition by: which items weigh most in what was executed or forecast.
• Largest deviations: the expenses and income whose execution is furthest from their estimation, above (Over-execution) or below (Under-execution).

The period, date, what’s included and grouping are remembered for next time. Filters aren’t.

Export to Excel

Click Export. An Excel file downloads with what you see on screen, with the same filters: the summary, time evolution, breakdown, largest deviations and composition, each on its own sheet.

If it doesn’t work

• No data for the selected period appears. There are no expenses or income with the chosen date in that period. Widen the period, change the Date or remove filters.
• Nothing is forecast. The expenses and income don’t have an estimation: add one as explained in Manage expenses and income.
• An expense that exists is missing. With the execution, payment or due date, only those with an invoice with that date in the period are included. If your access role only lets you see the expenses you report or are responsible for, the balance only includes those.
• Current season doesn’t appear. Your institution has no active seasons: set them up as explained in Set up seasons.
• You don’t see Balance in the menu. Your access role doesn’t include it. Talk to the person who manages your institution.

We will never ask you for your password or bank details by email. If you receive a message asking for them on behalf of Weikos, don’t reply and write to us at help@weikos.io.