DEPARTMENT BUDGET REVIEW

One of the main uses of PeopleSoft Financials will be to review department budgets.  Budget Administrators and their designees have been assigned this capability.

PeopleSoft has 2 different pages for the user to review budgets.  The first and most comprehensive is Budgets Overview.

BUDGETS OVERVIEW

Navigation:

Commitment Control à Review Budget Activities à Budget Inquiry à Budgets Overview

When running processes or reports, PeopleSoft usually requires the user to create a process name (often called a Run Control ID).  For Budget Inquiry, PeopleSoft requires the user to create an Inquiry Name. 

The user could decide to generically name the Inquiry, using “DEPARTMENT” (shown above) as the Inquiry Name or the user could name it for the number of the department (e.g., 401012) or project.  An example might provide insight as to which approach may be better.  

To add a new Inquiry Name, select the  tab.  Enter the Inquiry Name and select  . 

The following page appears:

Complete the shaded boxes.  The Ledger Group must be selected (CC_DEPT­_EX) for departmental budgets).  Business Unit, Ledger Group and Type of Calendar must have the values indicated for a departmental budget inquiry for Salisbury University Foundation, Inc.  The Description and Dept can and will vary depending on the actual departmental inquiry.  (Note: The Dept value would need to change if you were using a generic Inquiry Name (e.g., DEPT) and you wanted to inquire on another of your departments’ budgets.  If you prefer not to have to change values within the Inquiry Name, create specific Inquiry Names unique to each department.) 

Select .  

To run the budget inquiry, select . 

The following page appears:

The results identify the commitment control accounts, the budget amounts, encumbrance totals, expenses and the balance available. The budget for the Unrestricted and Temporarily Restricted Departments will be the cash balance available from the Prior Fiscal year.  The Budget for Endowment Operating Departments will be the 5% amount of the transfer for the current fiscal year.  Foundation Departments do not have budgets as do the University Departments, so this serves a little different purpose.  The Associate Revenue will include all available monies deposited to the Department during the current fiscal year.  The end result is the hopes that this page will also inform you of your beginning and ending cash balances within that Department.  Select  to see the expanded view of all of the aforementioned amounts. 

All of the budget, encumbrance and expense totals are hyperlinked to allow the user to drill down into the detail that comprises the total.

The  icon directs the user to the Budget Details page.

BUDGET DETAILS

Navigation:

Commitment Control à Review Budget Activities à Budget Inquiry à Budget Details

Complete the Business Unit and Ledger Group (CC_DEPT_EX for departmental budgets) and enter a Department number.

Select .

The following page appears:

Select any of the account lines for specific budget details and the following appears:

Select any of the icons  to either drill down to the Budget Journal or drill down to the Ledger. 

Foundation Home