Budget Review
The originating department heads may view their budget in Cars at any time
you wish. The following process is the process you would follow to view your
budget.
The departments outside of Business Affairs menus will appear different
because of restrictions. Once you locate the Budget Review Menu, the
process is the same, however. The difference is getting to that screen. Our
menu selection is as follows:
Select “a” Accounting. The following menu will appear:
Select “b” Budget Review. The following menu will appear with the current
fiscal year highlighted.
By clicking on the “F6” function key or the “?” beside of the field, you can
view the fiscal years records you may view. The following table appears
when you press either of the above keys.
Simply highlight with your mouse the fiscal year you wish to view, and press
“OK.”
You will automatically be taken to the next field, which is the output field. The
printer will automatically default to the printer, which is considered your Cars
default printer. However, you may again query and bring up the table of
options for printers available to you for printing from Cars.
Once you have selected the fiscal year and printer, you may press the “enter”
icon at the top of the screen or the “enter” key on your keyboard to progress
to the next screen, which appears below:
The “Fd” field is the abbreviation for “Fund.” The “Func” field is the
abbreviation for what we all consider the “department.” The third field is the
“object code” and the final field is the “subfund.”
Most department heads will be viewing the general operating budgets, which
are in Fund 10. However, you do not have to enter the “Fund” each time you
wish to view budgets. To view the entire budget, simply tab to the second
field referred to as “func” and enter your 4-digit department number. In the
below example, I have entered my Purchasing department number of 5620.
Since I want to view the entire budget, I will simply press the “enter” key on
my keyboard or the “green check” icon at the top of the screen. The
following screen will then appear.
Several icons will appear at the top of the screen. The first icon is “perform
another budget query.” This allows you the opportunity to enter another
“func” or department number. The second icon allows you to “change
display option.” The third icon “displays help information.” The fourth and
fifth icons allow you to scroll forward and backward. In my case, my budget
detail appears on one page, so there is no reason to scroll. The sixth icon is
“display transaction level data.” This is an important icon to utilize. By
clicking on this icon, you can drill down to the detail on each line item and see
what makes up the total amount expended thus far. The seventh icon is to
“print” and it will print literally, what appears on your screen as you see it at
that point. In addition, of course, the final icon is to “exit” the budget review
process.
Let’s review the sixth icon for “display transaction level data” so you can see
what detail is presented from this action. You will click on the icon and the
following screen will appear:
The first object code will automatically be highlighted. If you wish to view the
transactions which denote the $251 expended thus far, you would simply
press the “green check” icon at the top of the screen. The following prompt
will appear:
You may answer “yes” or “no” simply by pressing the answer with your
mouse. Personally, I do not want voided transactions in my viewing, so I
usually answer “no.” You may do as you wish. The following menu will
appear:
You may scroll forward and backward to view the detail, or you may print the
detail of the transactions by pressing the “printer” icon at the top. Once you
have viewed all you wish to view, simply press the “green check” icon at the
top of the screen and you will return to the following screen.
You will notice that the columns have headings denoting what is represented
in that column. “Act” translates to “Act”ual expenditures thus far to
department 5620 in that line item, with the total of all line items at the bottom
of the screen.
The “Enc” translates to “Enc”umbered expenditures thus far to department
5620 in that line item, with the total of all line items at the bottom of the screen.
An encumbered expenditure is a Purchase Order generated but not paid.
The reason could be the order has not been received or the invoice has not
yet been processed. In either case, the encumbrance remains until the
purchase order is closed. Once the processing of an invoice closes the
purchase order, the encumbrance disappears from the “enc” column and the
“act” amount paid appears in the “Act” column.
The “Bgt” column translates to “Budget” for the department either by object
code or by lump sum. Since the budget is not in for the 0304 fiscal year, I
have changed fiscal years viewing so you can see the budget column with
budget amounts. Below is the 0203 fiscal year same screen for my 5620
department of Purchasing.
As you can see, I choose to budget by line item. Overall, I was under budget
by $99 at the end of the 0203 fiscal year. The “Unexp” column translates to
the remaining budget, which can be expended, or if a negative, the amount
you have spent over the allotted budget. I my case, I over-expended on
certain line item budgets, but overall remained within the approved budget of
$6,100.
To exit from “displaying transactions” you will press the “red X” icon at the
top of the screen. And, then you will press the “exit” icon to totally exit
Budget Review.