Budget Workbook – Transactional Detail
Where is it?
P:\President_PUBLIC\Information Technology_PUBLIC\Datatel\Budget Workbook\Cabrillo Budget
Workbook Current.
The workbook data refreshes when opened – you will see “Running Background Query” in the lower left
corner, just wait until this is finished before using.
The Workbook is made up of several tabs:
When you open the Transactions tab it’s going to look like this:
How do I remove stuff I don’t want?
Most of the data is presented as columns (Cost Center, Account, Activity…), to remove a column, simply
right click on the column header and select “remove”. For this example I removed BO_Title, Activity, Object
and Project, Bud (Budget), Enc (Encumbrances).
All I want to see are my cost centers
The data columns have a pull down screen in the right corner, select the pull down and you should see a list of
all the data within the column. For Cost Center you would see a listing of all cost centers, the first item you
can select is “Select All”, de-select this by clicking on the box next to the description. Now you can scroll
through the list and select the applicable cost centers.
Can I filter the types of expenditures?
Absolutely! In our example above, a filter was used to view only supply and other operational expenditures.
This introduces us to a basic concept; the Budget workbook takes data in Colleague and presents it using the
Pivot Table function in Excel (A Pivot Table is a tool that allows us to group different types of data together).
To create a filter we need to identify which data type to use and then place the data in the “filter” section of
the Pivot Table:
Place the cursor anywhere inside the spreadsheet data, this will allow you to select the “PivotTable Tools”,
then select the Field List which will open the PivotTable Field List Box (screenshot above).
Next, drag and drop the “OBJ_2” field into the Report Filter section, this will create a new drop down area in
the upper left hand corner of the spreadsheet (screenshot above).
Now that you have the OBJ_2 filter (upper left hand area of the spreadsheet), Click the drop down, then click
the “Multiple Items” selection, de-select “All”.
You can then select “54 – Supplies” and “55 – Operational Expenses”. This will limit the expenditure types
to just supplies and operational (see below):
A word about “Source”: This field is used by Datatel to define where a transaction resides (and where it came
from). The codes can be a bit confusing so here is a list of the most commonly used Source codes and
descriptions:
AA - Actual Open Balance
AB – Approved Budget
AE – Encumbrance Open Balance
BU – Budget Adjustments
CD – Cash Disbursements
CR – Cash Receipts
EP – PO Encumbrance
FA – Financial Aid
IV – Invoices
JE – General Journal
PJ – Purchase Journal (this is Accounts Payable)
PR – Payroll
YE – Year End Close Entry