This will open the financial information menu. Not everything you see in this menu will be available to you July 1st. The two selections related to budgeting are Budget selection and Budget summary. The budget summary will return information on every line item for every budget that you have access to. The budget selection will let you specify what budget or group budgets you wish to view. If you click on budget selection you will get form that will let you search for a budget.
You will get a listing of all object codes within the selected departments that you have access to. Since we told the system to subtotal by department, you will get a department total and a Grand Total. You can drill down on any of the numbers that are in color. This drill down will give you more detail on the transactions which make up the balance. If I click on the 25,500 in the budget Column for account 01-41-9998-5401001, I will see the following:
This shows me that I have an approved budget (Original Budget) of 25,000.00 and a budget adjustment of 500.00. Always remember to click on the “CLOSE WINDOW” button when you are ready to leave the screen and return to the main budget summary window. If you click on a requisitioned amount, you will display all requisitions that are outstanding in the given object code.
The screen will display the requisition number, requisition date, status, initiator, Vendor, and amount. The status can be one of the following: In Progress – the requisition has not been saved as complete, Not Approved – the requisition has been completed but is waiting for approval, Outstanding – the requisition has been approved and is ready to be turned into a PO, PO Created – a purchase order has been created from this requisition. From this screen you can detail down on the requisition number to get more detail on the requisition.
When you detail down on a requisition you will get more information about the requisition. You will see the detail line items of all items on the requisition. When you close this window it will take you back to the requisition summary screen, closing that window will take you back to the main budget summary window.
Clicking on one of the encumbered amounts will display a summary of the encumbrances for that object code.
The summary will show the purchase order number (Document Number), PO date (Document Date, Status, Initiator, Vendor Number, and amount. The PO status can be one of the following: In Progress – PO has been saved as incomplete, Outstanding – the PO has been created and funds have been encumbered, Accepted – All items have been received and accepted, Invoiced/Voucher – an invoice has been received and a voucher has been created, Paid – a check has been printed, Reconciled – the check has been reconciled, Voided – the PO has been canceled.
Drilling down on the document number will pull up the detail of the purchase order.
This screen will give you more detail related to your purchase order. Once done viewing close this window and the encumbrance summary window to return to the main budget summary screen.
Clicking on an amount in the Actual column will display a listing of all financial transactions that make up the actual balance.
This screen will display the reference number, date, Source, description, and amount. The source code will identify the type of transaction, JE for journal entry, PJ for paying an invoice, CR for cash receipts, and PR for payroll. You cannot detail down on journal entries, if you need more information on a journal entry you will need to contact Accounting. On the Purchase Journal you can detail down to get more information on the voucher that was created.
When you detail down on a Purchase Journal will see the detail of the voucher that was created for the item. It will include the description, price, quantity ordered and the invoice number that was paid.
When you are done, closing this window will take you back to the Actual summary page, closing that window will take you back to the main budget summary page. If you click on the OK button it will close the budget summary page.