/ Business Process Document
Finance: GL 124 Inquiring on Grant / Project Budget
Department
/ All or ??
Responsibility/Role
File Name
/ GL 124 Inquiring on Grant _ Project Budget_BUSPROC_v_01
Version
/ v.01
Document Generation Date
/ 9/29/2008
Date Modified
/ 9/29/2008
Last Changed by
/ SMcFarland
Status
/ 1st Review - DRAFT

GL 124 Inquiring on Grant / Project Budget

Trigger:
Concept

Purpose

The Budget Inquiry function allows the users to look at the total budget, expense, encumbrance, pre-encumbrance, and budget balance for a project. This lesson defines the steps necessary for inquiring on the budget balance for a selected project.

Inquiring on the Project Budgets

The system allows you to inquire on the Project Budget Overview and Budget Details on a real time basis.

• Budget checking a requisition, which updates the pre-encumbrance field.

• Budget checking a purchase order, which updates the encumbrance field.

• Budget checking a voucher, which updates the expense field.

List of Budget Rollup Accounts



Required Field(s)
/
Comments
Output - Results
/
Comments
Additional Information

Procedure

Navigation: Commitment Control > Review Budget Activities > Budget Overview

Step
/
Action
/
1.  / Click the Commitment Control link.

Step
/
Action
/
2.  / Click the Review Budget Activities link.

3.  / Click the Budgets Overview link.

Step
/
Action
/
4.  / From the Budgets Overview page
Click the Add a New Value tab.

5.  / Enter the desired information into the Inquiry Name field. Enter "GRANT".
6.  / Click the Add button.

7.  / If the Inquiry value is not displayed enter the information as displayed on the next page.
If the value is displayed click GRANT.

Step
/
Action
/
8.  / Enter the desired information into the Description field.
Enter "Budget Overview For Grants".
9.  / Enter the desired information into the Business Unit field. Enter "HU001".
10.  / Enter the desired information into the Ledger Group field.
Enter "CC_PG".
11.  / NOTE:
- As soon as you tab out of this Ledger Group Field, all the ChartFields will be displayed on the lower half of the page.
- All the ChartFields From and ChartFields To default to % which is a wild card signifying all values.
-You must enter a Project value in the Project field under the column ChartField From value (it doesn't make sense for you to see the Budget of all Projects combined).
12.  / Enter the desired information into the ChartField From Value field. Enter "0000199".
13.  / Click the Search button.

14.  / The upper portion of this page displays the Project Budget, Expense, Encumbrance and Pre-Encumbrance and the available budget amounts in total (all the pools combined). The Expense amount results from vouchers. The Encumbrance amount comes from purchase orders. The pre-encumbrance amount comes from requisitions. The available budget amount is calculated from the above amounts.
At HU, there is no tolerance allowed, i.e. you cannot overspend your budget.
15.  / The lower portion of this page displays the various lines of the budget pools. The total amount on the various lines is equal to the amount displayed in the upper portion of the page.
NOTE: Your available budget is per line of Budget category such as C520 for SUPPLIES budget pool. You cannot spend over your budget per line.

Step
/
Action
/
16.  / You may need to scroll down to see the bottom of the page.
To drill down to see the Expense details, click on the amount under the Expense column.
Click 2,950.00

Step
/
Action
/
17.  / The Activity Log page appears. On the Activity Log page, Click on the Drill Down icon (the magnifying glass) on the left of the Journal or Voucher ID.
Note: In a production environment, the documents will mostly be Vouchers for the rolled up account C520, Suppplies.

Step
/
Action
/
18.  / The Payable Voucher Line Drill Down page displays.
Click on the red arrow next to the Voucher ID number to drill down to the Source Inquiry link.

19.  / Click the Go to Source Inquiry link. The Voucher lines will be displayed.

Step
/
Action
/
20.  / Click the More Details tab.

21.  / Click the Detail Lines button.

22.  / The Voucher Details page is displayed with the description of the item.
Step
/

Action

/
23.  / Click the Close button.

Step

/

Action

/
24.  / Click the Budgets Overview link.

Step

/

Action

/
25.  / Click the Search button.

26.  / Click an entry in the Inquiry Name column.

Step

/

Action

/
27.  / Click the Search button.

Step

/

Action

/
28.  / Click an entry in the Encumbrance column.

Step

/

Action

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29.  / Click the Drill Down button.

Step

/

Action

/
30.  / Click the Red arrow next to the PO Number button.

31.  / Click the Go to Source Inquiry link.

32.  / The Purchase OrderInquirypage is displayed.

Step

/

Action

/
33.  / Click the Maximize/Restore button.

34.  / Note: The purchased item is displayed.
35.  / Click the Close button.

Step

/

Action

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36.  / Click the OK button.

Step

/

Action

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37.  / Click the OK button.

38.  / Point to the OK object.

39.  / You have successfully viewed the drill down to both Expense and Encumbrance Details.

Step

/

Action

/
40.  / Click the Home link.
The lesson is complete.

41.  / Congratulations! You have successfully completed the lesson Inquiring on a Project Budget.
End of Procedure.

Page 21

Last changed on: 9/29/2008 12:55 PM