How to Use Budgets Overview in Peoplesoft

Oracle PeopleSoft Enterprise 9.1 Training Manual

HOW TO USE BUDGETS OVERVIEW IN PEOPLESOFT

(Quick way of getting budgets and actuals without running a report)

September 2015

Offered by Brandeis University

No Part of this document may be reproduced and/or distributed without the written permission of Brandeis University. Trademarks and copyright acknowledgements of Brandeis University affiliates: Table of Contents

1. Log On Procedures (page 3)

2. How to use Budget Overview and Budget Details (pages 4 – 10)

3. Contacts

2 1. Log on

Open an Internet browser.

In your browser window's address box, enter this URL: https://fin.brandeis.edu

Step 1: Click a link above, or enter the URL into the address bar

Step 2: Enter your UNet ID and password. This is the same way you log on to your computer. Never share your password with anyone.

Step 3: Click "Sign In" button

Step 4: To log off, click "Sign Out" button

If either the user ID or password is invalid, the system will display an error message below the Sign In button. You'll have to reenter the User ID and Password. After three attempts, the system will lock; therefore, contact a security administrator for assistance: Ofer Ben-Gai (64536), Xiaofeng Ma (64564) or Richard Trudel (64532).

3 2. How to use Budget Overview and Budget Details Using BUDGETS OVERVIEW or BUDGET DETAILS is one way of obtaining budgets and actuals by chargelines without running or opening a report. It allows user to filter data using any or all of the chartfield values.

2.1. BUDGETS OVERVIEW Navigation for Budget Overview :  Main Menu  Commitment Control  Review Budget Activities  Budgets Overview  Add To Favorites, if desired

Under INQUIRY NAME, select a LEDGER:  ORG - Expense budgets and actuals  REVEST - Revenue budgets and actuals  PROJ_GRT - Grants budgets and actuals  PRMST_EXP - Projects budgets and actuals

4 If this is your first use of Budgets Overview, you will have to create these inquiry names via ADD A NEW VALUE. Click SAVE. On your subsequent uses, click FIND AN EXISTING VALUE or type the inquiry name. Click SEARCH.

For non-grants/projects, you will see the screen shot below. Please indicate the fiscal year in BUDGET PERIOD. The “%” means that the search will include all values in the field for that Ledger. For example, if you are in the ORG ledger and the % is in Account, budgets and actuals for all EXPENSE accounts will be generated for the deptid, fund, and program specified. If you are in REVEST and

5 the % is in Account, budgets and actuals for all REVENUE accounts will be generated for the deptid, fund, and program specified.

Fill in the chartstring (values) that are to be accessed. The more fields and the smaller the range of values that you enter, the narrower or more specific your search will be. For example, if enter a deptid, budget code, fund, program, and budget year, you will get a single line containing budgets and actuals for that chargeline or nothing at all (“no data exists”).

You can also search for a range of values in any of the fields. If you specify a range of deptids, you will get budgets and actuals for all of those deptids, if they exist, for the given budget code, fund, program, and/or budget year. You may also specify a range of budget codes, funds, and/or programs as well as multiple budget years. Below is an example where the search was for a specific deptid, fund and program, but for a range of budget accounts.

6 However, if the chartfield criteria contain too wide a range, you may get the message in the screen shot below. You may want to see if all lines will be generated by increasing the MAX rows. Otherwise, narrow the range.

The inquiry results will contain both a summary and chargeline details of the budget, adjustments, transfers, actual expenditures to date, and encumbrances as in the example below.

7 Both Budget and Expense numbers (see underlined) are drillable. Below is an example of a drilldown report showing the budget journal.

Below is an example of a drilldown expense report. Both budgets and expense drilldowns have the magnifying glass on the left column for each line that can provide additional details.

Below are example of a line drilldown. One is from a voucher; the other from a journal entry.

8 9 In Oracle PeopleSoft, to return to a previous screen, click on “OK” or “Return to Criteria”

Customize Screens In addition to the Budget Overview/Results screens, many screens in Oracle PeopleSoft 9.0 can be customized. Click on Customize and then click on the data to be excluded from the screen, and then “hidden.”

10 3. CONTACTS

IF YOU NEED HELP WITH ANY OF THE STEPS ABOVE, PLEASE CONTACT FINANCIAL SYSTEMS:

Angelito Santos – Ext 68311 Kevin Connolly - Ext 64437 Ken Freda - Ext 68312

AS OF 08/27/2015 END