Self Service Banner
Advanced Budget Queries
MTSU Business Office
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Overview and Objectives
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Review how to download a budget query from
Self Service Banner (SSB) into Excel
Review how to determine if an invoice has been
paid
Learn how to download transactions for a
particular account code into Excel and filter by
vendor/transaction description
Learn how to refine a budget query by account
code
Learn how to use an Encumbrance query
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Download a SSB Budget Query
into Excel
 Begin
with a standard budget query using
your department’s index code
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Download a SSB Budget Query
into Excel (cont’d)
 Select
the “Download Selected Ledger
Columns” button at the bottom of the grid
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Download a SSB Budget Query
into Excel (cont’d)
 Select
the “Save” option
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Download a SSB Budget Query
into Excel (cont’d)
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(1) Choose a location to save your query (Desktop in
example), (2) give your query a meaningful name, then
(3) click “Save” (remember where you save the file)
(1)
(2)
(3)
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Download a SSB Budget Query
into Excel (cont’d)
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You should receive a “Download Complete” window; at this point, you can
click “Open” (if you do not receive this window, you have the “Close this
dialog box when download completes” checkbox selected; in this case,
navigate to where you saved the file and open it)
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Download a SSB Budget Query
into Excel (cont’d)
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Once the query is open in Excel, you can begin by
deleting the header information in the first few rows
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Download a SSB Budget Query
into Excel (cont’d)
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Now you can begin to delete unnecessary columns
In general, you should only keep columns you see in
your SSB Budget query grid
Such columns include
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Account
Account Title
Budget Adjustment
Adjusted Budget
Year to Date
Encumbrances
Reservations
Commitments
Available Balance
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Download a SSB Budget Query
into Excel (cont’d)
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Once you’re done deleting unnecessary columns, your
spreadsheet should look exactly like SSB (only now you
have all account codes and not just 15 at a time)
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Determine If an Invoice Has Been Paid
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For the sake of example, find the supplies account code
(74510) for your department; then click on the “Year to
Date” column for the supplies account code
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Determine If an Invoice Has Been Paid
(cont’d)
 Find
an invoice (document codes starting
with “I0”) and click on it
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Determine If an Invoice Has Been Paid
(cont’d)
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On the first level of invoice detail, you will notice a “Related Documents” section;
make note of any Document Codes with a Document Type of “Check Disbursement”
(if a check/direct deposit has been disbursed, the invoice has been paid; also, the
transaction date in this section is the date the invoice was paid)
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Determine If an Invoice Has Been Paid
(cont’d)
 Click
on the invoice # again to get to the
deepest level of detail
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Determine If an Invoice Has Been Paid
(cont’d)
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On this screen, you should make note of the dates at the top, the
“Open Paid” indicator, the “Vendor Inv” #, any document text (none
in the screenshot below), and the FOAPAL at the bottom
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Download Transactions into Excel; Filter by
Vendor/Transaction Description
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Find the supplies account code in your budget query
again and click on the “Year to Date” column
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Download Transactions into Excel; Filter by
Vendor/Transaction Description (cont’d)
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On this screen, you will notice a long listing of document
codes; click on the “Download” button at the bottom
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Download Transactions into Excel; Filter by
Vendor/Transaction Description (cont’d)
 Select
the “Save” option
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Download Transactions into Excel; Filter by
Vendor/Transaction Description (cont’d)
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(1) Choose a location to save the listing (Desktop in
example), (2) give the listing a meaningful name, then
(3) click “Save” (remember where you save the file)
(1)
(2)
(3)
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Download Transactions into Excel; Filter by
Vendor/Transaction Description (cont’d)
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You should receive a “Download Complete” window; at this point, you can
click “Open” (if you do not receive this window, you have the “Close this
dialog box when download completes” checkbox selected; in this case,
navigate to where you saved the file and open it)
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Download Transactions into Excel; Filter by
Vendor/Transaction Description (cont’d)
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Once the listing is open in Excel, you should begin by
deleting the header information in the first few rows (this
will interfere with the filter you will apply later)
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Download Transactions into Excel; Filter by
Vendor/Transaction Description (cont’d)
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After deleting the header information, you can resize the
columns for legibility; next, you need to apply an
AutoFilter, so select Data->Filter->AutoFilter at the top
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Download Transactions into Excel; Filter by
Vendor/Transaction Description (cont’d)
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Once the AutoFilter is applied, you should see arrows
appear on the first row; these are your filters
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Download Transactions into Excel; Filter by
Vendor/Transaction Description (cont’d)
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Select the arrow next to the “Vendor/Transaction Description”
column; you should see a listing of all vendors for account code
74510; select a vendor to view transactions for that vendor only
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Download Transactions into Excel; Filter by
Vendor/Transaction Description (cont’d)
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In the example below, you will notice some rows showing an amount of 0.00
and a rule class code of “DNNI”; you may further filter by rule class code
(INNI in this example) so that you only see invoice transactions
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Download Transactions into Excel; Filter by
Vendor/Transaction Description (cont’d)
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After applying the second filter, you should see only
invoice transactions for your selected vendor
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Download Transactions into Excel; Filter by
Vendor/Transaction Description (cont’d)
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The previous example demonstrated filtering by particular rule class
codes; the following is a listing of the most common rule class codes
that you will encounter:
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INNI: Invoice without encumbrance
ICNI: Cancel invoice without encumbrance
DNNI: Check – invoice without encumbrance
CNNI: Cancel check – invoice without encumbrance
INEI: Invoice with encumbrance
ICEI: Cancel invoice with encumbrance
DNEI: Check – invoice with encumbrance
CNEI: Cancel check – invoice with encumbrance
INNC: Credit memo without encumbrance
ICNC: Cancel credit memo without encumbrance
DNNC: Check – credit memo without encumbrance
CNNC: Cancel check – credit memo without encumbrance
PORD: Establish purchase order
REQP: Requisition – reservation
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Download Transactions into Excel; Filter by
Vendor/Transaction Description (cont’d)
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To remove the AutoFilter, select Data->Filter->AutoFilter
again at the top or select “All” for every filter
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Refine a Budget Query by Account Code
 Navigate
to the SSB budget query
parameter screen
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Refine a Budget Query by Account Code
(cont’d)
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After entering your index code and clicking “Submit Query” once, you can
specify a certain account code (i.e. 74510) or you can use the wild card (%)
to specify certain account codes; for example, (1) type “74%” in the
“Account” text box; (2) click “Submit Query” to continue
(1)
(2)
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Refine a Budget Query by Account Code
(cont’d)
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The resulting budget query only shows operating expense account codes
(all operating expense account codes start with 74); note that the “Report
Total” at the bottom of the “Available Balance” column is the available
balance for all operating expenses (since you specified account code 74%)
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Encumbrance Query
 Encumbrance
queries are useful for
viewing purchase orders and associated
encumbrances
 They allow you to verify purchases made
on PO’s and the remaining balances on
PO’s
 Like budget queries, you may also refine
encumbrance queries by account code
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Encumbrance Query (cont’d)
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Navigate to the main Finance menu in SSB;
select the “Encumbrance Query” option
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Encumbrance Query (cont’d)
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On the encumbrance query parameter screen, enter the appropriate
parameters (i.e. fiscal year and period, Chart of Accounts, and
Index); click submit query once to validate your index
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Encumbrance Query (cont’d)
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After validating your index, (1) select the appropriate “Encumbrance Status”
(you usually want to select “Open”); (2) at this time, you may refine your
query by account code (you usually want to see only account codes starting
with 7, so type 7%); (3) click “Submit Query” again
(1)
(2)
(3)
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Encumbrance Query (cont’d)
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The resulting screen shows PO #’s in the “Document Code” column,
corresponding original commitments, encumbrance adjustments,
encumbrance liquidations, current commitments, and the % used; just like a
budget query, you can click on a PO # to get more detailed information
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