Tips:

Viewing Budget Performance with Budget Details

Where can you find your expense, revenue, or grant budget in NUFinancials?

The Budget Details search is helpful for looking up the budget, pre-encumbrances, encumbrances, actual expenses, revenue estimate, and recognized revenue for any budgeted chart string. You may also search using this tool to troubleshoot budget errors.

Budget Inquiry security access and row level security are required to use the inquiry.

Contents

Navigate to the NUFinancials Budget Details Inquiry

Step 1: Enter criteria and search

This is an example of a expense budget search using the Department, Fund, and Budget Period.

Graphic: Budget Details, Find an Existing Value, with sample search criteria
Budget Details, Find an Existing Value, with sample search criteria

  1. Verify that NWUNV is populated in the Budget Unit field.
  2. Select a Ledger Group.
  3. Enter chart string values.
  4. Enter a budget year (only for non-grant chart strings).
    • Limit the search to the current year, especially if you do not specify an account code.
    • For specific historical research, enter a prior budget year.
    • For broad historical research, do not enter a year. History exists in NUFinancials back to 2009.
  5. Click Search. Result:
    • If you asked for one account code and specified the fiscal year, the Budget Details page appears.
    • If you left account code and/or Budget Period blank, a list of results appears (shown below).

Step 2: Review Search Results

Budget Details Search Results

Budget data cannot be exported from the Budget Details page. To export budget data to Excel, use the Budget Overview search.

Step 3: View Budget Details by Account Code

Graphic: Budget Details by account code
Budget Details by account code

Field Definitions

  1. The budget details shown are for this chart string specifically: 110-4023200-73010 in FY2009.
  2. Live running totals are drawn from the four ledgers per your selection of Ledger Group:
    •   Budget = Total budget including original expense budget plus all budget adjustments
    •   Expense = AP vouchers, expense reports, and journals that have been budget checked and approved
    •   Encumbrance = Purchase orders, compensation, and travel authorizations
    •   Pre-Encumbrance = Requisitions
  3. Click the Drill to Activity Log icon if you want to view (drill-down) to the detailed transactions that make up this total. Transactions are listed by accounting period according to the budget period you selected in your search criteria.
  4. Associated Revenue. If actual revenue is added to a designated chart string, the expense budget is automatically increased by the amount of the revenue. Designated funds may have revenue budgets, but if not, recognized revenue appears in this field.
  5. Available Budget. NU does not use tolerances for available budget. It is equal to the budget minus expense, encumbrance, and pre-encumbrance plus any associated revenue.

Step 4: View the Financial Activity Log

Purchase Order (PO) amounts in the Activity Log sum to the encumbrance amount shown on the Budget Details page. Some PO amounts are offset by matching negative amounts on the corresponding Vouchers. Vouchers "relieve" the encumbrance, reducing it to zero, and state the amount as an expense in the Expense Ledger.

Graphic:
Encumbrance Ledger Activity Log
  1. Click the Magnifying Glass icon next to the item in question to continue to the source transaction.

Step 5: Drill to a source transaction

Graphic: Source Transaction Line Drill Down screen
Source Transaction Line Drill Down screen, part of drilling to a source transaction from the Activity Log

  1. Click the View Related Links icon next to the Source Transaction ID. In the example, the transaction is a Purchase Order, and the transaction ID is PUR0008976.
  2. Click Go to Source Entry. Result: the original transaction appears in a new window.

Step 6: View the source transaction

Refer to transaction documentation for information about the transaction in question.

Graphic: Purchase Order Inquiry, example of a source transaction
Purchase order Inquiry, example of a source transaction

View Revenue Budget Details

Graphic: Budget Details, Find an Existing Value, is shown with sample revenue search criteria.
Budget Details, Find an Existing Value, sample revenue search criteria

  1. Ensure NWUNV is entered in the Business Unit field.
  2. Enter a Revenue Ledger Group. In this example, KK_REV_DT.
  3. Enter a combination of ChartFields. In this example, Fund and Department.
  4. Enter a Budget Period.
  5. Click Search. Search Results are a list of revenue account codes named in the budget or used historically.
  6. Click an account code to see the budget, actuals-to-date, and balance.
Revenue Budget Details Screen

Graphic: Budget Details, Revenue Chart String,
Budget Details, search results, sample revenue chart string

Field Definitions
  1. The budget details shown are for this revenue chart string.
  2. Live running totals are as follows:
    •   Revenue Estimate = original budget estimate plus any budget adjustments.
    •   Recognized Revenue = actual revenue that has been processed for this chart string.
  3. Click the Drill to Activity Log icon if you want to view (drill down to) the detailed transactions that make up this total. Transactions are listed by accounting period according to the budget period you selected in your search criteria.
  4. Available budget = Revenue estimate minus recognized revenue. This is the difference between the budget and actuals.

Summary

  1. Enter criteria and search
    • Select the appropriate Ledger Group
    • Name and save a frequently used search for convenience
  2. Review search result
  3. View Budget Details by account code
    • View budget performance (budget minus actuals)
    • View activity totals associated with the budget, expense, encumbrance, and pre-encumbrance ledgers
    • Find and view a log of financial activity for each ledger
  4. View the financial activity log
  5. Drill to a source transaction
  6. View source transactions