Job Aid
Budget_Inquiry_Carryover
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 Carryover Fund (Project):
Enter the desired information into the Inquiry Name field. Enter "carryover".
7.
Click the Add button.
8.
Click in the Description field.
9.
Enter the desired information into the Description field. Enter "Carryover Project
Budgets".
10.
Click the Look up Ledger Group (Alt+5) button.
11.
Click the EXPSUMMARY link.
12.
Carryover funds do not have a specific fiscal year (Budget Period) associated with them.
Remove the check mark from the budget criteria line with the year in the From and To
Budget Period fields (2013 in this example).
Click the Select option.
13.
Click the Include Closing Adjustments option.
Date Created: 8/31/2012 11:22:00 AM
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Job Aid
Step
14.
Action
In PeopleSoft, Carryover Funds (accounts) use the Project code Chartfield. Project codes
are 6 digits.
You can use the following resources to find your Carryover Project or other ChartField
values:
Use the Crosswalk to translate your old system (Cascade/Banner) index or account number
to its equivalent PeopleSoft value. See the Crosswalk section of PeopleSoft 101 online
help.
Use the Look up Chartfield Value feature from right within this Budget Inquiry tool. In
this example we will use this approach:
Click the Look up ChartField From Value (Alt+5) button.
15.
Using the "Look Up ChartField Value" tool, you can look up Carryover Projects by the
Project code or by the Description.
In this example we will look up by the Description.
Click the Description list.
16.
Use the "contains" list item to search for a key word or words included (contained within)
the description.
Click the contains list item.
17.
Click in the Description field.
18.
In this example, we will look for carryover funds with the word "travel" in them (e.g.
Faculty Travel Funds).
Enter the desired information into the Description field. Enter "travel".
19.
Click the Look Up button.
20.
The search results include all projects with the word "travel" in the description.
You can click on either the project code (184131) or the description (Dept Travel Classics) to select the Project.
Click the 184131 link.
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Date Created: 8/31/2012 11:22:00 AM
Job Aid
Step
21.
Action
Be sure to save your search criteria.
Click the Save button.
22.
Click the Search button.
23.
Change the Max Rows to 999 so the correct budget total and all lines of your budget are
displayed. You will only need to do this once for each saved search you create. The "999"
Max Rows setting will be saved along with your other search criteria.
(PeopleSoft comes delivered with 100 as the default Max Rows and Puget Sound has
chosen not to customize this default setting.)
Click in the Max Rows field.
24.
Enter the desired information into the Max Rows field. Enter "999".
25.
Clicking the "Search" button will save "999" as the Max Rows in your Saved Search.
Click the Search button.
26.
How to read/interpret Carryover Fund (Project) Ledger Totals:
Expense = total expense since the beginning of fiscal 2012 (date data was converted from
the previous system)
Encumbrance = open purchase orders (not yet invoiced and/or paid)
Pre-Encumbrance = approved requisitions not yet converted to purchase orders
Associate Revenue = balance available BEFORE expenses, encumbrances, and preencumbrances
Available Budget = amount available for spending (Associate Revenue - Expense Encumbrance - Pre-Encumbrance)
Click the Ledger Totals (1 Rows) object.
27.
You can drill further into any hyper linked (underlined) amount.
In this example, to drill into Expense transactions:
Click the 3,399.000 link.
Date Created: 8/31/2012 11:22:00 AM
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Step
28.
Action
To drill further into detail (when the "drill down" button is available):
Click the Drill Down button.
29.
To return to the previous screen:
Click the OK button.
30.
To return to the Budget Inquiry Results (previous screen):
Click the OK button.
31.
To perform another search, click the "Return to Criteria" link at either the bottom or top of
the page:
Click the Return to Criteria link.
32.
Let's practice looking up another Carryover Project value:
Click the Look up ChartField From Value (Alt+5) button.
33.
You don't need to know the project code to look up your project. You can search on key
words in the description of your carryover project.
Click the Description list.
34.
Click the contains list item.
35.
Click in the Description field.
36.
In this example, we are looking for carryover funds with the word "gift" in the description.
The search is not case-sensitive.
Enter the desired information into the Description field. Enter "gift".
37.
Click the Look Up button.
38.
Select your carryover project by clicking the project code or the description (either
underlined field).
Click the 184191 link.
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Date Created: 8/31/2012 11:22:00 AM
Job Aid
Step
39.
Action
To inquire upon this carryover project:
Click the Search button.
40.
When you are done with your inquiry:
Click the Return to Criteria link.
41.
If you would like to run a different saved search (or create a new saved search):
Click the Budgets Overview link.
42.
When you click the Search button, if you have created more than one saved search, you
will see the list of your saved searches. If have a single saved search, you will be taken to
it.
Click the Search button.
43.
When you are done with Budget Inquiry, click the Home link to return to the Main Menu.
Click the Home link.
44.
This completes the demonstration of a basic budget inquiry to view Carryover fund
(project) budgets.
End of Procedure.
Date Created: 8/31/2012 11:22:00 AM
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