FMS Account Summary Inquiry View Budget Information

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1 FMS Account Summary Inquiry View Budget Information Account Summary Inquiry The Account Summary Inquiry (ASI) in our Financial Management System (FMS) displays budget, expenditure, encumbrance, and available balance information for a specified chartfield string (budget account numbers). 5. In Search Criteria, enter a name for your budget query, then click Add. You can view expense operating budget information (Fund 110 accounts). You can also view Year to Date information and the fund balance for project accounts. You cannot view Life to Date information for projects. Create a Budget Query To view your budget information, you must first provide FMS the information you want to view. You have to create a query with specific date and account information (a chart field string). 6. Enter your search criteria in the chartfield string. (Your budget account numbers are referred to as a chartfield string.) 1. Log into FMS using your MEID and password. 2. Click the NavBar icon in the upper-right corner, then click Navigator. 3. MCCCD Custom > Reporting > Account Summary Inquiry. 4. Click the Add a New Value tab. The chartfield string is composed of several separate chartfields. See the next page for more information. Technology Training Services October,

2 Business Unit: auto-fills with your login college credentials. This chartfield is required. Fiscal Year: auto-fills with current fiscal year. This chartfield can be changed to view past data. This chartfield is required. Accounting Period: auto-fills with the current (open) accounting month. Information will be inclusive of Period 1 up to the Period entered in this Accounting Period field. This chartfield is required. The first three chartfields with asterisks: Business Unit, Fiscal Year, and Accounting Period are required. These are auto-filled, but you can change them depending on the budget information you want to view. In addition, at least one other ChartField is required. (I usually enter as much information as I have. I include my Operating Unit, Fund Code, and Department numbers.) You can enter information directly into the fields or use the Look Up icon. Use a wildcard (%) to narrow your result set. o For example, use 8% in the Department chartfield to view all departments that begin with an 8. When using the Look Up feature, you can click the Advanced Lookup link to use other search options to find your criteria. o Periods display in numbers, not months. o Period 1 is July. Period 2 is August, etc. o The Look Up displays all accounting periods associated with the selected Fiscal Year. Operating Unit: enter the appropriate operating unit or use Look Up to find & enter it. Fund Code: enter the correct Fund Code. For projects, you can view Year to Date information, but not Life to Date information. You can also enter last year and see that detail. Department: enter appropriate department number, or use Look Up to find and enter it. Project: you can enter a project number and view Year to Date information. You can t view Life to Date information for a project. 7. After entering criteria, click Go. You cannot delete queries, so make sure you want to save this query before you actually save it. You can save this query at any time. 8. To save this query, click Save. Technology Training Services

3 View Results If you are viewing a budget that carries a balance from year to year, the Available Funds Balance amount will display above the criteria. Encumbrances Note Encumbrance amounts are as of today. You cannot view past encumbrance amounts. Summary Budget Information At the bottom of your results is a summary grid. This is your budget in a nutshell. This summary includes all of your budget information from your search criteria. Your detail results display in a grid below. Notice the column headings across the top. Most of them are self-explanatory. Here are descriptions of the budget columns: Operating Budget: your starting funds plus or minus any budget transfers. Period to Date: total expenses for the selected accounting period (month) - only. Drill Down Information Any time you see a blue number, it is a drill down link. Click on it for more information. Operating Budget The Operating Budget displays your available budget as of the selected Fiscal Year and Period. It is the Original budget plus or minus any budget journal entries. If there is a journal entry, click the blue number link to view the budget transfer journal entries. Year to Date: total expenses from period 1 to the selected accounting period - inclusive. Req Pre-Encumbrances: funds reserved for approved Requisitions. PO Encumbrances: funds reserved for approved Purchase Orders. TA Encumbrances: funds reserved for approved Travel Authorizations. Balance Available: the funds available for the account number after deducting Year to Date expenses and all Encumbrances from the Operating Budget. Technology Training Services

4 View Expenses Year to Date Expense activity is in the Year to Date column. You can view all the expense transactions for a particular account number from period 1 (July) up to the Accounting Period (the month) you entered in your search criteria. 1. In the Account column, click the account number for which you want to view expenses. This highlights the row in grey (slightly), making it a bit easier to view the entire row. Expenditure Information: First Related Document: the type of document: Voucher, Expense Report, or None (Journal Entry). First Related Document ID: the voucher, expense report, or journal number. 2. To the right, in the Year to Date column, click the Year to Date (expense) number link. Additional Information: the expense report description, the voucher invoice number, or nothing for a journal entry. o If this is a voucher, click on the voucher hyperlink to see the invoice pdf image. o If there is not a hyperlink, there is no image associated with the voucher. Second Related Document and ID: the Travel Authorization or Purchase Order (PO) associated with the First Related Document ID. o If this is a PO, click the PO number link, and the PO Document Status page displays. (This will be covered on the next page.) This displays the expenditure transactions. Third Related Document and ID: the requisition associated with the Purchase Order. The journals may originate from General Ledger (a journal entry), Accounts Payable (a voucher), or Expenses (an expense report). This information is shown in the module column (to the far right). Technology Training Services

5 Purchase Order Document Status - Vouchers Voucher Inquiry Invoice Information 1. If the Second Related Document ID is a PO number, click the PO number link. The PO Document Status page displays. 1. To view the Invoice, click the Actions menu, (on the left), then click View Attachments. 2. Note the Purchase Order number at the top. 2. In the File Name column, click the pdf link. 3. To view all the Vouchers (invoices) for this PO, click Vouchers in the status/progress track. The invoice image opens in a new tab. 3. When finished viewing it, close this tab. 4. Under the DOC ID column, click a Voucher ID. 4. Click Cancel to return to Voucher Inquiry. The Voucher Inquiry displays in a new tab. Technology Training Services

6 Voucher Inquiry Payment Information 4. Click the Payment Reference ID number link. 1. To view Payment information for this invoice, click the Actions menu (on the left), then click Payment Information. 2. Click the Payment Reference ID for details. The Payment information opens in a new tab. Lots of payment information displays including the Payment Clear Date. Note the Payment Cycle. ACH is Automated Clearing House (an electronic payment). This one Payment paid several Vouchers (invoices) for this one vendor. These Vouchers are from all over the District. The Payment Inquiry displays although you don t see much at first! 3. Scroll down to see Payment Details. 5. To view all the Vouchers, click View All (in the Details bar above the Vouchers). 6. Close this tab to return to Document Status. Note the Payment Method. Automated Clearing Hours (ACH) means electronic payment. Technology Training Services

7 Purchase Order Document Status - Payments 1. Note the Purchase Order number at the top. 2. To view all the Payments matched to this PO, click Payments in the status/progress track. The Payment information opens in a new tab. Lots of payment information displays including the Payment Clear Date. Note the Payment Cycle. ACH is Automated Clearing House (an electronic payment). This one Payment paid several Vouchers (invoices) for this one vendor. These Vouchers are from all over the District. 3. Under the DOC ID column, click a Payment ID. 5. To view all the Vouchers, click View All (in the Details bar above the Vouchers). 4. Click the Payment Reference ID for details. 6. Close this tab to return to Document Status. 7. Click the Close box in the upper-right corner, then click the close box in the remaining window to return to the budget. Technology Training Services

8 Encumbrances There are three encumbrance columns in the Account Summary Inquiry: Req Pre-Encumbrances: funds reserved for approved Requisitions. PO Encumbrances: funds reserved for approved Purchase Orders. TA Encumbrances: funds reserved for approved Travel Authorizations. Encumbrance amounts are as of today. You cannot view past encumbrance amounts. To view the details for these, simply click the blue number link in their respective columns. PO Encumbrances 1. To the right, in the PO Encumbrance column, click the number link for that account number. Req Pre-Encumbrances and TA Encumbrances Similar Requisition or Travel Authorization encumbrance information is displayed when the respective blue number link is clicked. Find and Run Budget Queries You can find and run any of your saved budget queries. When you select a saved query, you can keep or change the search criteria. Your personalized view is also saved. All of your queries will display with your personalized view. 1. Log into FMS using your MEID and password. 2. Click the NavBar icon in the upper-right corner, then click Navigator. 3. MCCCD Custom > Reporting > Account Summary Inquiry. 4. Click the Find an Existing Value tab, and click Search. If this number is zero, there are no reserved funds for purchase orders in this account. The vendor name, the PO #, and Balance, and the Description are shown. 5. In the Search Results, click the query to run. If you only have one query, it will automatically display without showing a list. You can change your criteria. If you save an edited query, you overwrite the original query. There is no Save As to save it as a different query. If you do not want to overwrite the current query, create a new query. (Page 1) 2. Click the close box to return to your budget. 6. Click Go. Technology Training Services

9 Personalize your Budget View When viewing your budget information in FMS, you can personalize your view by hiding columns and by changing the column order. 4. To move columns, select a column, then click the up or down arrow. Keep in mind you are only hiding your information, not deleting it. You can always unhide your information as well. Your personalized view is automatically saved. It is now the default view for all of your queries. 1. In the title bar, click Personalize. 2. To hide columns, under Column Order, select the column to hide, and click the Hidden checkbox. 5. Click Preview to see your new view. Your hidden column is now labeled (hidden). 3. To unhide a column, select it and click the Hidden checkbox to remove the checkmark. 6. Make any changes and preview again. 7. When finished, click OK. Your new view displays only the columns you want to view and in the order you want them. Your personalized view is saved automatically. It is now the default view for all of your budget queries current and future. Technology Training Services

10 Export Your Budget to Excel You can export your budget information to an Excel spreadsheet. Keep in mind that your Excel spreadsheet will not be linked to this FMS budget. Transactions that happen in FMS after you have downloaded your budget information will not display in your Excel spreadsheet. You can download budget information any time you see the grid Download icon in a title bar. Each download is a separate Excel spreadsheet. You may have to disable your pop-up blocker. F Note: The instructions for Personalizing Your Budget View and Exporting Your Budget to Excel pertain to all the grids in FMS, not just to the grids we ve reviewed for the Account Summary Inquiry. Support Please contact your College Fiscal Offices for help and support regarding your specific budget information. Contact Technology Training at ext ( ) for help and support in using the Account Summary Inquiry. Follow your computer prompts/instructions for the download. 1. In the title bar, click the Download icon. They may differ from our step 2 below. If you experience problems, please call us in Technology Training at At the bottom, click the Excel icon. The FMS information is now in Excel. 3. In Excel, click the Enable Editing button. 4. File > Save As. 5. Name your file and in Save as Type, be sure to select Excel Workbook, then click Save. Technology Training Services