Finance Self Service

Budget Status by Organizational Hierarchy

Use the Budget Status by Organizational Hierarchy Query:

  • To see the available balance for your org/fund with structured budgets in the system.
  • To view summary information for revenue, labor, or direct expeditures.

Select the Budget Status by Organizational Hierarchy from the drop down menu.

Click "Create Query".

Select Operating Ledger Columns to display. (Reference the Budget Office Webpage for the table describing the Operating Ledger Data columns, or click here.)  Always ask yourself - What information do I need? What do I need to do with the information? What are the questions that I have been asked that the data must answer?

The recommended columns are: Accounted Budget, Year to Date, Encumbrances, and Available Balance.

Once you have selected the ledger columns, click Continue.

The next screen appears is the parameters screen which will further define the data that is to be retrieved.  (Reference the Budget Office Website for the table that describes all the parameters, or click here.)

The following fields are required:

Fiscal Year - Choose the fiscal year you want the data from by selecting the year from the drop down menu.

Fiscal Period - Choose the period you want the data through by selecting the period from the drop down menu. Note the period information is all transactions through the particular period (cumulative/YTD through that period) chosen. It is not just the transactions of any particular period. Choosing Period 14 will always give you total YTD information.

Chart of Accounts = X

FOAP - Can be entered in the following ways:

Index - (Best Practice Method) Type in your fund or org number in the Index field. The fund, org and program code will appear in their respective fields. Using the Index requires only knowing one Fund or Org, whereas entering all of the Fund, Org and Program code would require you to know 15 characters.

If you know all 15 characters you can type in the Fund number, Type in the org number, and Type in the Program code.

The following screen appears with the Org, Fund, and Prog Code filled in. Take out the Program Code and click Submit Query.

The following screen appears. The first box (Report Parameters) provides a summary of the query criteria chosen.

The second box (Query Results) of the screen displays all data grouped together by organization in the Operating Ledger Columns you chose:

The Accounted Budget column represents your Total Budget for the year.
The Year to Date column represents the Actual revenue and expenditures posted to your org/fund.
The Encumbrances column represents dollars set aside for Purchase Orders or Standing Orders.
The Available Balance column represents what you have left to spend.

Click here to see the description of all the columns.

Click on the Fund/Organization number to see revenues and expenses by summary account type.
Click here to go to the website link for summary account types.

You will see each account type (50=Revenue, 60=Sal/Ben, 70=General Exp, 80=Transfers) displayed with the overall/accumulated totals for each. For FAS INB users this is like FGIBSUM.

Clicking on the account type 50, 60, 70, or 80 will give the next level of detail by account type and will show you the available balance for all pooled and non-pooled accounts.

From this screen you can click on an account type to drill down to the next level - the listing of account codes and activity for those codes.

Once you have clicked down to specific account numbers whether pooled or non-pooled you can get to the transaction detail by clicking on the dollar amounts (in blue) for specific accounts.

When drilling down for detail, remember you are on a specific account number and the information retrieved is for that account number only, not the entire FOAP.

Clicking on a column figure opens the transaction information in the following screen.

Clicking on the Document Code opens a detail transaction report.

Clicking on the Document Code opens the View Document form with information about the Invoice, Purchase Order, or Journal Entry.