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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