Viewing Budgets - Office of Online Learning



Viewing Budgets

Introduction

This documentation will help you learn to view your budget information in the SOARFIN system.

Getting Started in PeopleSoft

The PeopleSoft sign-on panel will prompt you to enter information in two fields. Use the tab key to move to the next field. [pic] after entering the data into the specified fields.

[pic]

User ID: The PeopleSoft identification name assigned to you.

Password: The PeopleSoft password associated with the operator ID.

View Budgets

Home ( Commitment Control ( Review Budget Activities ( Budgets Overview

[pic]

The first time:

*Note: You will want to add a new value for each budget you want to view.

the Add a New Value link [pic].

[pic]

Define an Inquiry Name and the Add button [pic].

Every time after that:

[pic]

Enter the Inquiry Name and the Search button [pic].

To view budget information: [pic]

Description: Optional.

Business Unit: Click on the magnifying glass [pic]. Enter USM01 and Lookup button [pic] to search. Choose USM01.

Ledger Group/Set: Defaults to Ledger Group. Accept this value.

Ledger Group: Choose appropriate selection from the magnifying glass [pic] and Lookup button [pic] search.

[pic]

APPROP-Highest level budget. Used for Designated Funds only.

ORG-Use for Organizations/Departmental and Auxiliary budgets. Provides a greater level of detail than APPROP.

PROJ_GRT-For Designated and Restricted Grants.

PROJ_REV- the revenue budget ledger for designated funds that have a fund code of 14X30 and 14X40.

REVEST-Estimated Income Budget.

View State Code Leave unchecked.

Budgets:

Display Chart: If you would like a bar graph included for viewing, this option. If you don’t care for a bar graph to be included for viewing, make sure this option is unchecked.

Type of Calendar: Defaults to Detail Budget Period. Accept this value.

Select: Defaults to checked status. Accept this value.

From Budget Choose appropriate selection from the magnifying glass [pic]

Period: and Lookup button [pic] search.

To Budget Period: Must be the same as “From Budget Period.”

*Note: If you chose the ledger group PROJ_GRT, you will have the option to “view all” in order to see the life of the grant.

Include Adjustment Uncheck this option by the defaulted

Period(s): checked status.

Include Closing Defaults to unchecked status. Accept this value.

Adjustments:

Account:

Chartfield From Leave the defaulted % in this field.

Value:

Chartfield To: Leave the defaulted % in this field.

Chartfield Value Leave blank.

Set:

Dept:

Chartfield From Enter the Department code.

Value:

Chartfield To: Enter the Department code.

Chartfield Value Leave blank.

Set:

Fund:

Chartfield From Enter the Fund code.

Value:

Chartfield To: Enter the Fund code.

Chartfield Value Leave blank.

Set:

Program:

Chartfield From Enter the Program code.

Value:

Chartfield To: Enter the Program code.

Chartfield Value Leave blank.

Set:

*Note: If you chose the ledger group of “PROJ_GRT” you will need to enter the following additional information:

[pic]

PC Bus Unit:

Chartfield From: Enter USM01

Chartfield To: Enter USM01

Project:

Chartfield From: Enter Project/Grant number

Chartfield To: Enter Project/Grant number

Activity:

Chartfield From: Enter 00000 (five 0’s)

Chartfield To: Enter 00000 (five 0’s)

Budget Status: Open.

*Note: Be sure to uncheck the “Closed” and “Hold” statuses.

the Save button [pic] to save this information.

the Search button [pic] at the top of the page.

[pic]

Budget: Overall budget amount.

Expense: Amount currently paid out of the budget.

Encumbrance: Amount currently in purchase orders.

Pre-Encumbrance: Amount currently requisitioned.

Budget Balance: Current budget remaining.

Associate Revenue: Revenue will show up as "Associated Revenue" instead of an adjustment to the budget total

Available Budget: Current available budget.

IF YOU NEED TO INVESTIGATE A PARTICULAR EXPENSE:

[pic]

the expense amount link to view the activity log of the particular account in question.

[pic]

the Download button [pic] to view the information in an Excel Spreadsheet.

OR

[pic]

the Show All Columns button [pic] to see all columns.

[pic]

*NOTE: Click on the [pic]hyperlink to put it in chronological order.

the Drill Down button [pic] to see the voucher.

[pic]

the View Related Links button [pic] to view voucher details.

[pic]

the Go to Source Inquiry link [pic].

[pic]

To view payment information, the Payment Information button [pic].

[pic]

Printing the Budget Transaction Detail Report

Home ( Commitment Control ( Budget Reports ( Budget Transaction Detail

[pic]

The first time you pull the report, click on[pic].

*Note: You may want to add a new value for each budget you in which you want to run a report.

[pic]

Enter a Run Control ID of your choice and click[pic].

[pic]

Business Unit: Type in USM01 or select it from a list by [pic]

Ledger Group: Choose appropriate Ledger Group by [pic].

Transaction Type Option: Defaults in all. Accept this value.

Type: Leave blank.

Commit Control Date Option: Select Range.

Date From: Enter appropriate begin date.

Date To: Enter appropriate end date.

Ledger Type Option: Choose All or Select.

**If you choose Select:

Commitment Control Ledger Type: Select type from menu. Add types as needed by [pic].

[pic].

[pic]

CHARTFIELD SELECTION:

Account: Select this value by clicking in the box [pic]. If you want to see all accounts, leave the [pic] and [pic] blank. If you want to see specific accounts, the [pic] and choose a value for the [pic] and the [pic].

Operating Unit: Leave blank.

Fund: Select this value by clicking in the box [pic]. Enter your fund code.

Department: Select this value by clicking in the box [pic]. Enter your department number.

Program: Select this value by clicking in the box [pic]. Enter your program number.

Class Field: Leave blank.

Budget Reference: Leave blank.

Product: Leave blank.

Project: Select this value by clicking in the box [pic]. Enter your project/grant number.

Affiliate: Leave blank.

Fund Affiliate: Leave blank.

Activity: Leave blank.

Budget Period: Leave blank. *IF YOU ARE RETRIEVING GRANT INFORMATION, DO THE FOLLOWING: Select this value by clicking in the box [pic]. Then, select All by [pic] for the [pic]and the [pic].

PC Business Unit: Leave blank.

Source Type: Leave blank.

Statistics Code: Leave blank.

[pic].

[pic].

[pic]

Server Name: Choose PSUNX.

Type: Defaults in as Web, accept this value.

Format: Defaults in as PDF, accept this value.

[pic].

[pic].

[pic]

[pic].

[pic].

[pic]

[pic].

Your Budget Transaction Detail Report will appear as a PDF file. Print as needed.

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