Job Aid
Budget_Inquiry_Grants
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.
Enter the desired information into the Inquiry Name field. Enter "Grants".
7.
Click the Add button.
8.
Click in the Description field.
9.
Enter the desired information into the Description field. Enter "Grant Budget Inquiry,
including UEC".
10.
Click the Look up Ledger Group (Alt+5) button.
11.
Click the EXPDETAILS link.
12.
Because grants are "inception-to-date" budgets that can cover more than a single fiscal
year, you want to use the ledger group with no budget period. To do this, remove the check
mark from the calendar ID AB budget criteria line.
Click the Select option.
13.
Click the Include Closing Adjustments option.
14.
Click in the Project field.
Date Created: 8/31/2012 11:22:00 AM
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Job Aid
Step
15.
Action
If you know the grand project code, you can enter it in the Project field. For example,
CP1215.
Enter the desired information into the Project field. Enter "CP1215".
16.
If you don't know the grant project code, you can look it up by either its code or keywords
in the description.
Click the Look up ChartField From Value (Alt+5) button.
17.
In this example, we will look up a grant by keywords contained within the description.
Click the Description list.
18.
Click the contains list item.
19.
Click in the Description field.
20.
In this example, we will search for grants with "NSF" (National Science Foundation) in the
description.
Enter the desired information into the Description field. Enter "NSF".
21.
Click the Look Up button.
22.
Click the NSF Liquid Crystals link.
23.
Click the Save button.
24.
Click the Search button.
25.
Click in the Max Rows field.
26.
Change the default Max Rows to 999 to be sure to display correct totals and all lines/rows
(accounts) in your budget.
Enter the desired information into the Max Rows field. Enter "999".
27.
To save the Max Rows at 999:
Click the Search button.
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Date Created: 8/31/2012 11:22:00 AM
Job Aid
Step
28.
Action
Use the vertical (right side) and horizontal (bottom) scroll bars to move around the page.
For an explanation of how to interpret this Inquiry Results page, please see the handouts
from the Budget Admin I and II training sessions on the PeopleSoft Help
resources/handout page.
Click the scrollbar.
29.
You can sort ascending or descending on any of the columns by clicking on the column
heading.
Click the ChartField 1 column header.
30.
Click the Account column header.
31.
You can drill into further detail by clicking on any underlined amount.
Click the 20,000.000 link.
32.
At the Activity Log page, you can drill still further into the detail of a transaction by
clicking the "Drill Down" icon/button.
Click the Drill Down button.
33.
To return to the previous screen:
Click the OK button.
34.
Further example/practice in drilling into transactions:
Click the Drill Down button.
35.
Click the OK button.
36.
To return to the Budgets Overview page:
Click the OK button.
37.
Another example of drilling into detail amounts.
Click the 18,000.000 link.
Date Created: 8/31/2012 11:22:00 AM
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Step
Action
38.
Click the Drill Down button.
39.
Click the OK button.
40.
Click the OK button.
41.
To perform another search on a different grant:
Click the Return to Criteria link.
42.
This will demonstrate looking up a grant by its Project Code.
Click the Look up ChartField From Value (Alt+5) button.
43.
Enter the desired information into the Project field. Enter "s".
44.
Click the Look Up button.
45.
Click the scrollbar.
46.
Click the SR1253 link.
47.
Click the Search button.
48.
Click the Search button.
49.
Click the 354.270 link.
50.
Click the Drill Down button.
51.
Click the OK button.
52.
Click the OK button.
53.
Click the Return to Criteria link.
54.
Be sure to save your search to use again!
Click the Save button.
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Date Created: 8/31/2012 11:22:00 AM
Job Aid
Step
55.
Action
To return to the Budgets Overview saved search page:
Click the Budgets Overview link.
56.
To find your current Saved Searches:
Click the Search button.
57.
The searches you have created and saved will be displayed. Click on the saved search you
wish to run.
When you are done, to return to the main menu:
Click the Home link.
58.
This completes the demonstration of a basic budget Inquiry to see a Grant expense budget.
End of Procedure.
Date Created: 8/31/2012 11:22:00 AM
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