Xavier University - Budget Office - Finance Self ServiceFinance Self Service

Budget Queries - General Information

Queries are searches for data using specific parameters. You can choose the fields of data and further refine the data by selecting FY and specific funds or orgs. Query results can be viewed but not changed. Finance Self Service is for looking up data not updating information.

Two choices are available: Create a New query or Retrieve Existing Query. A new Query is created by choosing parameters. New Queries can be named and saved. Saved Queries appear in the Retrieve Existing Query drop down menu.

The following screen appears where you can choose from the following three queries in the Create New Query drop down box.

You need to choose which type of query you want to run. Think about why you want to use each and what information you need.


 

Budget Status By Account:

Look up budget information for one organization or grant.  This is the quickest way to get transaction details. You will not get a good available balance for your fund or org with structured budgets in the system from this option.


 

Budget Status by Organizational Hierarchy:

Look up budget information for an organization and all organizations falling under its "Hierarchy". This WILL give you the available balance for your org/fund with structured budgets in the system.


 

Budget Quick Query:

This is similar to Budget Status by Account. However, the choice of ledger columns is fixed. Quick Query shows only Adjusted Budget, Year to Date, Commitments and Available Balance. You will not get a good available balance for your fund or org with structured budgets in the system from this option.

Limitations of the Quick Query:

  • Ledger Columns are set by default
  • Now drill down options - (cannot get to transactions detail)
  • Cannot download data
  • No custom calculations available