Job Aid
Budget_Inquiry_Operating_All_Expenses
Step
Action
1.
Click the Main Menu button.
2.
Click the Commitment Control menu.
3.
Click the Review Budget Activities menu.
4.
Click the Budgets Overview menu.
5.
Click the Add a New Value tab.
6.
To save a search for a department operating budget with expenses only (no revenue) and to
view all expenses:
Enter the desired information into the Inquiry Name field. Enter "OperExpAll".
7.
Click the Add button.
8.
Click in the Description field.
9.
Enter the desired information into the Description field. Enter "Operating Budget All
Expenses".
10.
Click the Look up Ledger Group (Alt+5) button.
11.
Click the EXPDETAILS link.
12.
Remove the check mark from this budget criteria line.
Click the Select option.
Date Created: 8/31/2012 11:22:00 AM
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Job Aid
Step
13.
Action
The Budget Period should default to the current budget/fiscal year.
If the correct budget/fiscal year is not displayed, change it by looking up and selecting the
correct from and to Budget Periods.
Fiscal year (budget period) 2013 is the earliest year available in PeopleSoft.
In this example, we will select Budget Period (budget/fiscal year) 2013. This is the fiscal
year that ends 6/30/13.
Click in the From Budget Period field.
14.
Click the Look up From Budget Period (Alt+5) button.
15.
Click the 2013 link.
16.
Click the Look up To Budget Period (Alt+5) button.
17.
Click the 2013 link.
18.
Click the Include Closing Adjustments option.
19.
If you do not know your department code:
Click the Look up ChartField From Value (Alt+5) button.
20.
Click in the Description field.
21.
In this example, we are looking up the Accounting & Budget Services department code.
Enter the desired information into the Description field. Enter "Accounting".
22.
Click the Look Up button.
23.
Click the 7101 link.
24.
Click in the Fund field.
25.
Click the Look up ChartField From Value (Alt+5) button.
26.
Click in the Fund Code field.
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Date Created: 8/31/2012 11:22:00 AM
Job Aid
Step
27.
Action
For Operating Budgets:
Auxiliary Depts use Fund 13
All others, use Fund 10
Click the Educational & Genrl Operating link.
28.
Click the Save button.
29.
Click the Search button.
30.
Change Max Rows to 999 to be sure to display correct totals and all lines/rows (accounts)
in your budget.
Click in the Max Rows field.
31.
Enter the desired information into the Max Rows field. Enter "999".
32.
This saves your search with Max Rows = 999.
Click the Search button.
33.
Scroll down to the Budget Overview Results section.
Click the scrollbar.
34.
The "Show Budget Transaction Types" icon displays information about the composition of
the budget in a particular row/line (account).
Click the Show Budget Transaction Types button.
35.
For Puget Sound, Budget Transaction Types include:
Original = permanent (ongoing) budget
Adjustment = adjustment to ongoing budget
Transfer Adjustment or Transfer Original = temporary (one-time or single year)
Closing = generally not applicable for Puget Sound
Roll Forward = applicable in limited circumstances according to policy
Click the Return button.
Date Created: 8/31/2012 11:22:00 AM
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Job Aid
Step
36.
Action
To see further detail of a budget amount:
Click the 12,000.000 link.
37.
To drill down to still further detail about the transaction:
Click the Drill Down button.
38.
When done with this page:
Click the OK button.
39.
To return to the Budget Overview Results page:
Click the OK button.
40.
To see detail of an Expense (actual) amount:
Click the 330.000 link.
41.
Click the Drill Down button.
42.
Click the OK button.
43.
Click the OK button.
44.
To return to the Budget Inquiry Criteria page:
Click the Return to Criteria link.
45.
Be sure to save your search!
Click the Save button.
46.
To find a different search or to create (add) a new search:
Click the Budgets Overview link.
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Date Created: 8/31/2012 11:22:00 AM
Job Aid
Step
47.
Action
To initiate another search, click the Search button.
If more you have more than once saved search, a list of saved searches will be displayed,
otherwise you will be taken directly to your search.
Click the Search button.
48.
This completes the demonstration of a basic budget Inquiry to see all expenses in a dept
operating budget with only expense accounts.
End of Procedure.
Date Created: 8/31/2012 11:22:00 AM
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