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Budget Overview Totals Not Matching Between Report and Excel Export

Overview

A client reported that the Budget Overview report shows matching inflows and outflows, but the totals in the Excel export do not match the report’s outflow amount of $85,371,214. This article explains the root cause and how to guide clients through the fix.

Root cause

The discrepancy is caused by Excel storing some monetary values as text. These cells display a small green triangle in the corner. When values are stored as text, Excel excludes them from the SUM function, which results in a lower total than the amount shown in the report.

This is a formatting issue in Excel, not a data issue in the system.

How to confirm the issue

Ask the client to check for:

  • Green triangles in the NY Budget column
  • Cells that show a warning icon when selected
  • A mismatch between the report total and the Excel SUM

If these signs are present, the values are being treated as text.

How to guide the client through the fix

Instruct the client to:

  1. Select the affected cells
  2. Click the warning icon
  3. Choose Convert to Number

Once converted, the SUM will include all rows and the total will match the report.

Additional context for support

The Budget Outflow total in the report is calculated by combining two sections:

  • Operating and Personnel expenses
  • Capital expenses

These sections belong to different account characters, so the system totals them separately and then adds them together. The report total is correct; the Excel discrepancy is caused by text‑formatted values.

Support notes

  • This is a common Excel behavior, especially when values are exported with formatting.
  • No backend fix is needed unless the export is consistently producing text values across multiple clients.

If the client still sees mismatched totals after converting values, escalate to the support dev