GL 123 Inquiring on Department Budget
1. / Click the Commitment Control link.2. / Click the Review Budget Activities link.
3. / Click the Budgets Overview link. You may use the menu list at the left, or the link in the table near the top of the page.
4. / Click the Search button.
NOTE: If there is no existing value, select the Add a New Value tab and enter DEPT (or any of your preferred names) as the Inquiry Name. You need to add this Inquiry Name the first time only -- the next time you sign into PeopleSoft, all you need to do is click on the Search button and select your inquiry name.
5. / Select an entry in the Inquiry Name column. For this example, click on DEPT. If no matching values are found then click Add a New Value.
6. / Click the Add a New Value tab.
7. / Enter the desired information into the Inquiry Name field. Enter a valid value e.g. "DEPT".
8. / Click the Add button.
9. / Enter the desired information into the Description field. Enter a valid value e.g. "Dept Budget Overview".
10. / Enter the desired information into the Business Unit field. Enter a valid value e.g. "HU001".
11. / Click the Look up Ledger Group (Alt+5) button.
12. / Click an entry in the Description column.
Click CC_DEP.
13. / To continue the query, enter a department number, in the ChartField From Value column.
Enter
14. / Click the Search button.
15. / The upper portion of this page displays the Department Budget, Expense, Encumbrance and Pre-Encumbrance and the Available Budget amounts in total (all the pools combined). The Expense amount results from vouchers. The Encumbrance amount comes from purchase orders. The pre-encumbrance amount comes from requisitions. The available budget amount is calculated from the above amounts. At Howard, there is no tolerance allowed i.e. you cannot overspend your budget.
16. / The lower portion of this page displays the various lines of the budget pools. The total amount of the various lines is equal to the amounts displayed in the upper portion of the page.
NOTE: Your available budget is per line of Budget category such as B510 for SALARY budget pool. You cannot spend over your budget per line.
17. / To drill into the Expense details, Click on the underlined expense amount of "$21.483.03" in the Expense column. The Activity Log page appears with a list of documents displayed.
Note: If there are many lines which cannot be shown on one page, you might get a message saying that “more rows are available”.
18. / Click the Drill Down button on the left; for this example, select the Voucher having the largest amount (in this example, the amount is 5,313.75).
19. / To see the Voucher detail, click the View Related Links button.
(Note: if another page does not appear, it is likely that your window is blocking the pop-up. In that case, try again, pressing the [Ctrl] key while clicking on the Links button.)
20. / Click the Go to Source Inquiry link.
21. / Click the More Details tab. (You would use the right-hand scroll bar or the [Page Down] key if you needed to move down the page.
22. / Click the Detail Lines button.
23. / The Voucher Details page displays.
If the page is not displayed as a full size, click the Maximize/Restore button.
24. / NOTE: The Voucher page is displayed with the description of the item.
25. / To close this details page, click on the red X in the upper right corner.
26. / Next, you will drill down from the Encumbrance amount to the purchase orders. You can drill down only if there is an amount displayed under the Encumbrance column.
27. / Click the Budgets Overview link.
28. / Click the Search button.
29. / Click " Dept " in the Inquiry Name column.
30. / Click the Search button.
31. / To drill down the Encumbrance details, click on the underlined encumbrance amount (11,750.11 in our example). The Activity Log page appears with a list of Purchase Order numbers displayed.
NOTE: When the voucher is created and budget checked against a purchase order, the PO amount is reversed out and the Voucher ID is also listed on the Activity Log page.
Click "$11,750.11" in the Encumbrance column.
32. / Click on Drill Down icon (the magnifying glass) on the left of the line with Purchase Order amount of 10,000.00.
Click the Drill Down button.
33. / You still can drill down to the PO details to find the vendor name. Click on the View Related Links button next to the PO number.
NOTE: If nothing comes up, it’s likely that your window is blocking the pop-up. To bypass that, press the [Ctrl] key and hold it down while clicking on the Links icon.
34. / Click the Go to Source Inquiry link.
35. / Click the Maximize/Restore button.
36. / The Purchase Order Inquiry page is displayed with Vendor name and description of the item purchased.
(If the information you wanted to see were not visible, you would use the "maximize" button at the top right.)
37. / Close the Purchase Order Inquiry page by clicking the red Xon the upper right corner.
Click the Close button.
38. / To get back to the previous screen, click the OK button.
39. / Click OK again to return to the Budgets Overview page.
40. / (If necessary, use the vertical scrollbar or the [Page Down] key to move down the page.)
To drill down the Pre-Encumbrance details, click on underlined amount of $1,600.00 under the Pre-Encumbrance column. The Activity Log page appears with the Requisition number(s) displayed.
Note: That when the Requisition becomes the Purchase Order, the amount will be deducted from the Pre-Encumbrance total.
Click "$1,600.00" in the Pre-Encumbrance column.
41. / NOTE: The Pre-Encumbrance amount of $1.500.00 is the largest amount on the list. Let's investigate what it was for.
42. / Click the Drill Down button.
43. / Click the View Related Links (Alt+6) button.
44. / Click the Go to Source Inquiry link.
45. / Click an entry in the Requisition column.
46. / Click the Maximize/Restore button.
47. / Click the Close button.
48. / Click the OK button.
49. / Click OK again to return to theBudget Overview page.
50. / Click the Home link.
51. / Congratulations! You have completed the business process for Inquiry on a Department Budget.
End of Procedure.
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Date Created: 9/29/2008