BUDGET OVERVIEW REFERENCE GUIDE

Users with appropriate access can view their budgets by running an inquiry called Budgets Overview. Inquiries use selection criteria such as Ledger Group, Fiscal Year, Department, etc., to narrow a search to specific data or time frames. When you save an inquiry under a particular name, you save your selection criteria for future use.

Create your inquiry:

Navigate to Main Menu > Commitment Control > Review Budget Activities > Budgets Overview.

  1. Select the Add a New Value tab on the Budgets Overview screen.
  2. Enter your customized name for your inquiry.
  3. Click the Add button.

Budget Inquiry Criteria Screen

The Budget Inquiry Criteria screen displays.

  1. On the Budget Inquiry Criteria screen, add a description of your inquiry in the Description field. There are 40 character spaces available within the Description field.
  1. Select the specific ledger group to review in the Ledger Group field. Select the Ledger Group Look Up icon to display all of the options available.

Ledger Grp / Description / Definition
CC_CHD_AGY / Agency Revenue-Child / Child/Account level Agency budgets & revenues (Fund 90)
CC_PAR_AGY / Agency Revenue-Parent / Parent/Pool Roll-up of accounts Agency budgets & revenues (Fund 90)
CC_CHD_PRJ / Grants&Capital Projects-Child / Child/Account level Project budgets & expenses (Grants Funds 2X, 3X and Capital 7X)
CC_PAR_PRJ / Grants&Capital Projects-Parent / Parent/Pool roll-up of accounts Project budgets & expenses (Grants 2X, 3X and Capital 7X)
CC_CHD_UCF / Operating UnrestrictExp-Child / Child/Account level Operating budgets & expenses (Funds 10 to 19, 80, and 90)
CC_PAR_UCF / Operating UnrestrictExp-Parent / Parent/Pool Roll-up of accounts Operating budgets & expenses (Funds 10 to 19, 80, and 90)
CC_CHD_REV / Operating UnrestrictRev-Child / Child/Account level Operating budgets & expenses (Funds 10 to 19, 80), excludes Agency Fund 90

The Time Span section allows you to retrieve data for a broad or narrow time frame, based on the type of calendar you select and the dates you choose.

  1. Select the appropriate calendar type for your inquiry by clicking the drop-down menu in the Time Span box.
  • The Detail Budget Period displays Fiscal Year (FY) as the data to review. In addition, the selection of the Multi Year (MY) budget period box and the period called ALLP, is used to see inception-to-date information for grant, capital project, or agency budgets that are not confined to a particular fiscal year.
  • Detail Accounting Period allows specific period months within a fiscal year (DT) to be selected in order to review specific budget data. This is useful to focus in on shorter time span or an individual transaction.
  • Summary Accounting Period and Summary Budget Period are currently not activated in the system.
  1. Enter the FROM and TO dates for the inquiry.
  • If using FY, then enter the same FY in both the From Year and To Year fields.
    If running a Detail Accounting Period inquiry, you will need to enter both the Fiscal Year, and the specific periods for your inquiry. As FY starts in July, the accounting period for July is 1. Other accounting periods are: August = 2, September = 3, October = 4, November = 5, December = 6, January = 7, February = 8, March = 9, April = 10, May = 11, June = 12.
  1. In the ChartField Criteria section of the screen, enter the ChartField parameters for your search. You must enter data in both the ChartField From and ChartFieldTo fields for each of the ChartField being selected.
  • Note, enter the Department code(s) in the FROM and TO fields in the ChartField Criteria, and leave all of the other criteria fields blank to see all of the budget information for your department, based on the ledger you selected in Step 6.
  • To select a range of values, enter the lowest value in the ChartFieldFrom Value and the highest value in the ChartField To field. Those codes for which you do not have security access will not be displayed in your inquiry data.
  1. To save the parameters of your inquiry so that you can refresh them quickly, click the Save button at the bottom of the screen. The inquiry will be saved and available as a personal file within PeopleSoft.
  1. To run your inquiry, click the Search button at the top of the screen.

If you get a message regarding “More rows available”, click the OK button in the message banner, and change the number of Max Rows on the Inquiry Results screen to a value between 1001 and 9999, and click the Search button in the Header section. IMPORTANT: If you get this message but do not increase the maximum number of rows to display, the budget will be truncated and the ledger totals will be incomplete.

The Inquiry Results screen displays with budget information for the selected Chartfields.


Review your inquiry:

The Header Section lists selected criteria of your inquiry, such as Business Unit, Ledger Group, and Type of Calendar, along with Max Rows. If you change the number of Max Rows, you will need to click the Search button again to refresh all of your data.

The Ledger Total section displays the totals Budget, Expense, Encumbrance, Pre-Encumbrance, Budget Balance, Associate Revenue, and Available Budget for your selected criteria.

The Budget Overview Results displays a breakdown of summarized budgets and actuals by Fund, Department, Account and any other ChartFields associated with the data.

Personalize Your Results

The Budget Overview Results title bar contains functions you can use to personalizethe display of the results, so that you can view the data that is more relevant to your needs.

Personalize – allows the reorder and hiding of columns within the display for the single inquiry.

Find – enter a search string to locate specific data within your budget. The system will display the budget data from the point of your results and on.

View All – select to display your entire budget data after you have searched using Find.

- “Zoom – Budget Overview Results” - displays the budget overview results section as a new window

- “Download” – exports the budget information into an Excel spreadsheet, named PS.xls


- navigation control to move throughout the records in the budget overview results

Drill Down into your Results

In the Budget Overview Results section of your inquiry, there are multiple drill down points which allow you to delve further into the data being displayed. Any of the figures displayed in blue (Budget, Expense, Encumbrance, Pre-Encumbrance) are hyperlinks to additional information in the system. By clicking these hyperlinks, you will be brought to the Activity Log of the Ledger for that value.

PeopleSoft Icons

ICON / NAME / LOCATION / RESULT
/ Look Up button / Various / Launches a search for data for a specific field
/ Show/Return to Budget Details / Budget Overview Inquiry window / Budget Details page opens for the ledger row selected
/ Show Budget Transaction Types / Budget Overview Inquiry window, Budget Overview Results window / Budget Transaction Types page displays for selected row
/ Show All Columns/Luggage Tag / Various / Shows columns from all tabs on one screen
/ Drill Down / Ledger window, Activity Log window / Displays details of the line selected with an additional link to related documents
/ Drill to Ledger / Budget Details window / Shows financial activity related to the selected account and column
/ Drill to Activity Log / Budget Details window / Displays overview of Activity log for selected ledger type
/ View Related Links / Budget Details window / Displays associated documents and screens at source level
/ Drill to Activity Log Inquiry / Activity Log window / Lists individual journal entries for specific KK ledgers within the selected data.

Retrieving Saved Inquiries

From the Budgets Overview screen (Main Menu > Commitment Control > Review Budget Activities > Budgets Overview), click the Search button to see a list of the inquiries you saved, at the bottom of the screen.

Page 1Published– November 2016