Tips:

Using Budget Overview for Project Budgets

How can you use the Budget Overview Search to find project budgets and actuals? Use the steps in this document for several common scenarios related to grants and designated projects.

Contents

Navigate to the Budget Overview Search

Create a new Budget Overview Search

Graphic: Budgets Overview page, Add a New Value

  1. Click the Add a New Value tab.
    • Each subsequent time you return to the Budget Overview, you can find the searches that you created with the Find an Existing Value tab.
  2. Type an Inquiry Name.
    • There are 10 characters maximum.
    • Do not use spaces in the name. You may use the underscore _ instead (shown above).
    • Do not use symbols.
  3. Click Add. Result: the Budget Inquiry Criteria page appears.

Graphic: Budget Inquiry Criteria page

Complete the Budget Inquiry Criteria page in seven steps that vary per your search scenario. Explanations follow below.

Search 1: Grant Project Actuals by Account Code

This search answers the question, What were the expenses for an account code on a grant? Beginning on the Budget Inquiry Criteria page, complete the following steps.

#

Field / Function

Step

1

Description

Enter a description to help you recognize the search in the future.

2

Ledger Group

Type or select KK_DETAIL.

3

Type of Calendar

Select Detail Accounting Period to enter a customized date range (grant budget year), or select Detail Budget Period to search by fiscal year.

4

Budget Period
or
Year / Accounting Period

Enter a date range corresponding to the Type of Calendar.

  • If selecting Detail Budget Period, leave the defaults in the From Budget Period and To Budget Period fields.
  • If selecting Detail Accounting Period, in the From Year and From Period fields, enter the fiscal year and month that coincide with the beginning of the grant budget year. In the To Year and To Period fields, enter the fiscal year and month that coincide with the end of the grant budget year.

5

ChartFields

Enter your chart string search criteria.

  • Delete the % sign in the Account fields, and type the account number to view expenses. Or leave the % sign in the Account fields to view all expenses for all account codes.
  • Delete the % sign in the Project fields, and type the project number in both Project fields. Only those budgets you have permission to view appear.

6

Save

Click Save. NUFinancials validates the search criteria.

7

Search

Click Search. All budgets that meet your search criteria appear. If you do not see all your budgets, enter a higher number in the Max Rows field and then click Update. At the bottom of the page, click Return to Criteria to go back to the search criteria page. Click any hyperlink to see what transactions make up that total.

"Why should I use this search instead of running a Cognos report?"

This search is useful because Cognos does not currently have a report that limits expenses by account code. You can also use this search to limit the data to a specific timeframe within a single grant activity period.

Search 2: Grant Project with a Custom Date Range

This search answers the question What were the expenditures for a specific period of time? Beginning on the Budget Inquiry Criteria page, complete the following steps.

#

Field / Function

Step

1

Description

Enter a description to help you recognize the search in the future.

2

Ledger Group

Type or select KK_PRJ_DT.

3

Type of Calendar

Select Detail Accounting Period.

4

From / To

Year / Period

Enter a date range corresponding to the Type of Calendar.

  • In the From Year and From Period fields, enter the start fiscal year and month. In the To Year and To Period fields, enter the end fiscal year and month. This is the stop date for the data results.

5

ChartFields

Enter chart string search criteria.

  • Delete the % sign in the Project fields, and then type your project number in both Project fields.
  • Only those budgets you have permission to view will appear.

6

Save

Click Save. NUFinancials validates the search criteria.

7

Search

Click Search. All budgets that meet your search criteria appear.

  • If you do not see all your budgets, enter a higher number in the Max Rows field and then click Update.
  • At the bottom of the page, click Return to Criteria to go back to the search criteria page.
  • Click any hyperlink to see what transactions make up that total.

"Why should I use this search instead of running a Cognos report?"

Search 3: Grant Project and Activity Period

This search answers the question What are the expenditures during an activity period of the grant? Beginning on the Budget Inquiry Criteria page, complete the following steps.

#

Field / Function

Step

1

Description

Enter a description to help you recognize the search in the future.

2

Ledger Group

Type or select KK_PRJ_DT.

3

Type of Calendar

Select Detail Budget Period.

4

Budget Period

Don t change anything in this area. The values are auto-populated.

5

ChartFields

Enter your chart string search criteria. Only those budgets you have permission to view appear.

  • If a project has only one activity period, then search results are inception-to-date. Delete the % sign in the Project fields, and then type your project number in both fields. Project is the only required ChartField.
  • If a project has more than one activity period, results include data for the activity period(s) you specify. Delete the % signs in the Project fields, and type the project number in both fields. Type the 2-digit activity code(s) in both Activity fields. You may enter the same activity code or a range of activity codes.

6

Save

Click Save. NUFinancials validates the search criteria.

7

Search

Click Search. All budgets that meet your search criteria appear.

  • If you do not see all your budgets, enter a higher number in the Max Rows field and then click Update.
  • Click Return to Criteria to go back to the search page.
  • Click any hyperlink for additional detail.

"What is the difference between this search and Cognos report GM045?"

Search 4: Designated Projects and Associated Revenue

Designated projects without revenue budgets may occasionally bring in revenue, which automatically increases spending authority. With this search, you can see Associated Revenue and check balances on designated project budgets. Beginning on the Budget Inquiry Criteria page, complete the following steps.

#

Field / Function

Step

1

Description

Enter a description to help you recognize the search in the future.

2

Ledger Group

Type or select KK_DPT_PR. Associated Revenue is only visible within the parent (PR) Ledger Group.

3

Type of Calendar

Select Detail Budget Period.

4

Budget Period

Don t change anything in this area. The values are auto-populated.

5

ChartFields

Enter your chart string search criteria. You can search for projects using Department IDs, Project IDs, or both. Only project budgets included in your row level security will appear.

  • Delete the % sign in the Fund, Dept, and Project fields.
  • Type 171 in both Fund fields.
  • Type one Department ID into both Dept fields, or type a range.
  • Or type one Project ID into both Project fields, or type a range.

6

Save

Click Save. NUFinancials validates the search criteria.

7

Search

Click Search. All budgets that meet your search criteria appear.

  • If you do not see all your budgets, enter a higher number in the Max Rows field and then click Update.
  • Click Return to Criteria to go back to the search page.
  • Click any hyperlink for additional detail.

For details about the revenue transactions that comprise Associated Revenue, complete a separate inquiry using the revenue ledger group, KK_REV_DT, and the same chart string(s).

Appendix A: Totaling Budget Categories in Excel

The Budget Overview enables you to export data to Excel and manipulate the data just as you would any spreadsheet.

In order to see totals by budget category, export the result of your search to Excel. Then sort the data by the Account column. Total the Budget, Expense, Encumbrance, Pre-Encumbrance, and Available Budget columns.

A sample is shown below.

Fund

Dept

Project

Activity

Account

Fiscal Year

Period

Budget

Expense

Encum

Pre-Encum

Available Budget*

%
Avail

610

8237100

60014626

1

60010

2008

12

0.00

165284.56

0.00

0.00

-165284.56

0

610

8237100

60014626

1

60010

2009

4

752591.00

95594.94

0.00

0.00

538938.68

71.61

610

8237100

60014626

1

60010

2009

5

0.00

0.00

0.00

0.00

0.00

0

752,591.00

260,879.5

0.00

0.00

373,654.12

610

8237100

60014626

1

60180

2008

7

0

3,426.36

0

0

-3,426.36

0

610

8237100

60014626

1

60180

2009

4

90,160.00

11,149.46

2,006.97

0

77,003.57

85.41

610

8237100

60014626

1

60180

2009

5

0

0

0

0

0

0

90,160

14,575.82

2,006.97

0

73,577.21

610

8237100

60014626

1

73000

2009

3

1,190,328.00

13,842.48

11,692.62

0

1,164,792.90

97.85

610

8237100

60014626

1

73000

2009

5

0

17,843.58

6,487.80

0

-24,331.38

0

1,190,328

31,686.06

18,180.42

0

1,140,461.52

610

8237100

60014626

1

75000

2008

7

0

3,542.40

0

0

-3,542.40

0

610

8237100

60014626

1

75000

2009

3

408,000.00

13,452.00

0

0

394,548.00

96.7

408,000

16,994.40

0

0

391,005.60