Using the Budgets Overview Tool

First, log into the Financial Management System.

Click the drop-down button next to the Employee Self Service menu.

Click the UGA Financials link.

Click the General Ledger tile.

The General Ledger page is displayed.

Click the Commitment Control  link.

Click the Budgets Overview link.

After you have set up a Inquiry Name to run the report, you can re-use the same inquiry by selecting it from the Find an Existing Value page.

Click the Find an Existing Value tab.

Click the Search button.

If you have set up more than one inquiry, a list will prompt you to select which you want to use.

If you only have one inquiry set up, the menu will open to that page. You can reuse the same inquiry as many times as you like.

Close the menu to see more on the page.

Click the Collapse menu button.

Click the Add a New Value tab.

Enter a name into the  Inquiry Name  field that will help you find your inquiry later.

Example shown here:  "BudgOvrvw " in the Inquiry Name field.

Click the Add button.

You can enter a description that helps you to identify the values you are including in the report. This will show up in the search list when you look for an inquiry name.

Enter appropriate information into the  Description  field.

Example shown here: " Department 32* " in the Description field.

The default entry for Business Unit is 18000. If your budgets are in another business unit, you can change this value.  

Select the Ledger Group from which to pull information.

DEPT_CHILD contains expenses.

DEPT_REV contains revenue.

If you encounter a budget checking error when creating a journal, the error page will indicate the journal to investigate.

Click the Ledger Group button.

The Search Results show the available ledger groups.

Select the appropriate Ledger Group.

Click the Cancel button to continue with the DEPT_CHILD ledger.

Next, select the Time Span.

Click the  Type of Calendar  list to see the available choices.

You can view your data by Accounting Period or Budget Period in summary or detail.

Click the Detail Budget Period list item.

You are now ready to set up the ChartField Criteria values you want to see in your report.

Enter the first value in your range into the  ChartField From Value  field.

Example shown here: " 32000000 " in the ChartField From Value field on the Dept row.

Enter the last value in your range into the  ChartField To field. Enter " 32009004 " into the ChartField To field on the Dept row.

Save your criteria choices. Combined with the name you give the inquiry, you will not need to build an Inquiry for these values, but can re-use this inquiry.

Click the Save button.

You are now ready to retrieve the data.

Click the Search button.

You may see this message. It means that there are more rows than you have allowed for in the inquiry.

Click the OK button to close the message.

There are two ways to avoid the message. The first is to change the maximum number of rows you retrieve by changing the value in the Max Rows field. This may not, however, solve the problem.

Enter appropriate information into the Max Rows  field. 

Example shown here " 150 " in the Max Rows field.

You can also narrow your criteria choices.

Click the Return to Criteria link.

You may want to narrow the chartstring. One way is to look at specific accounts.

Click the magnifying glass next to the Account Look up ChartField From Value  field.

For example, you may want to look at only travel expenses. The travel accounts begin with 6.

Enter appropriate information into the Account field.

Example shown here " 6 " in the Account field.

Select the appropriate value to begin your range.

Example shown here: 600000 - Travel  link.

Click the magnifying glass next to the ChartField To field on the Account row to enter the last account number in your range.

Enter the appropriate information into the  Account  field.

Example shown here: " 6 " in the Account field.

Click the Look Up button.

Scroll through the list or use the navigation controls on the list to find the value you want.

Click the link for the criteria to be included in the report.

Click the Search button.

Click the Show Budget Details button.

Where there is an amount present, you can drill into the ledger.

Click the Drill to Ledger icon

The Budget Details on the Ledger entry shows the chartstring values.

There is a second tab on this page.

Click the Amounts tab.

This page gives the account number and the amount and information on when it was updated.

Click the Show all columns icon to see all values on one line.

You can see the ChartFields and the amount on the same line.

Click the Show tabs button to separate the tabs again.

You can drill down further to find out more about this amount.

Click the Drill Down icon.

You can see the detail of the journal entry.

Click the Show Journal Detail icon.

This opens the header page of the journal where the information was entered.

Click the Budget Lines tab.

You can examine the lines using the controls on the page. Since this opens in a new window, you will want to close the page after your review is complete.

Click the Close Tab button.

Close the Ledger page.

Click the OK button.

The Activity Log gives you a slightly different view of the transactions behind this number.

Click the Drill to Activity Log icon.

On the Activity Log, you can also review the ChartFields and amount. You can see the Transaction Line, Document Label which identifies the transaction type, and the Document ID.

Click the Drill Down button.

The Budget Journal Drill Down gives a slightly different view of the transaction.

Close the page when you finish your review.

Click the OK button.

Close the Activity Log.

Click the OK button.

Close the Budget Details page after your review.

Click the OK button.

When your review is complete, you can return to the criteria page.

Click the Return to Criteria link.