[Budget Inquiry Via Manager Self Service]

Transcription

1 Commitment Control (KK) is an accounting methodology that identifies and reserves (or commits ) funds for future payment obligations. It is designed to answer What is my available spending authority? Available spending authority in PeopleSoft is divided into five categories or ledger groups. Each ledger group is related to a different source of funds each with different rules associated with spending. PeopleSoft s budget inquiry functionality via Manager Self Service provides information associated with each category: State Appropriation (APPROP), Auxiliaries Revenue (AUX REV), Auxiliaries Expense (AUX EXP), Cash-Based (CASH BASED), Grants, and Construction. Log into the system via the myufl portal, using your GatorLink user id and password ( Go to Budget Search by navigating through the menu: Manager Self Service Budgets Budget Search At the Budget Search screen, click Search Choose the appropriate ledger group (for example, Appropriations) To limit the number of accounts displayed, click on filter options. At the next screen, enter information to filter the information displayed. For example, enter the first four digits of your department ID. Enter information before the % wildcard Click OK A narrower list of accounts will then be provided. In this case, the two accounts for a state appropriation budget are displayed ( Personnel and Other Expenses). One account shows a budget inquiry with no exceptions; the other account shows an error, or exception. Click the Budget Detail link for more information. Let s start with the first Budget Detail link 1

2 Upon clicking Budget Detail, this screen will be provided, already populated with all applicable information Press Search at bottom REMEMBER: Business Unit: Ledger Group: Account: UFLOR Required: Use for all General Ledger Activities APPROP (in our example) For APPROP, your two choices are: (Personnel) or (Other Expenses) 2

3 Department: Fund Code: Your Department ID For APPROP, your choices are: 101 E&G General Revenue Main Campus or 102 E&G General Revenue HSC or 103 E&G General Revenue IFAS Fund Code answers the question, From where does the money come? Budget Reference: Budget Reference answers the question When is the activity happening? Available choices: Current (CRRNT), Prior Year (PYENC), Carry Forward (CYFWD) This screen will be displayed: Information about your department will be displayed here Click on the Used Budget Detail link for more information 3

4 At the next displayed screen, continue to drill down for more information about this General Ledger Journal Entry by clicking on the line amount displayed At the next screen displayed, specific information about the transaction will be provided (including more specific department and account numbers at which the transaction actually occurred) 4

5 Follow the same steps for the account listing an error, or exception Upon clicking Budget Detail, a budget details screen will be provided, already populated with all applicable information Press Search at bottom As before, a Budget Items screen will be provided with department information. Rather than clicking the Used Budget Detail link, you will click Budget Error Exceptions Detail instead at bottom of displayed screen: A Budget Exceptions search will be displayed, populated with all applicable information. Click Search to retrieve exceptions The screen displayed next will show the transaction in error. For additional information, continue to drill down by clicking on the amount listed 5