How to use the Budget Overview to view Expense details. The Budget Overview screen can be used to:

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1 Definition: How to use the Budget Overview to view Expense details. Description: The Budget Overview screen will be utilized to give Administrative staff the ability to view budget balances and expenses. The Budget Overview screen can be used to: Find total budgets and Remaining Spending Authority (RSA) Identify expenses, encumbrances, and pre-encumbrances View the transaction details that make up the budget and expense totals. Reconcile Budgets and Actual expenses for a specific time period. Audience: Administrative Staff that performs department reconcilation for the Monthly Financial Reports (MFR). Converted Activites: PeopleSoft/UTShare contains converted expenses from 2011 April 2014 at the Summary Level. Note: If there were no budget transfers for that month, the RSA (Available Budget) amount will show a negative balance. Terminology: Budgetary Accounts Used to record budgets to various high level categories. Chartfield: An individual component or field in the Chart of Accounts accounting structure. Chartfield String: A group of Chartfields that make up the accounting structure. Commitment Control (KK): the module that records the total budgeted amount for a control budget. Source transactions, such as actual expenses, feed into Commitment Control. Encumbrance: Funds that have been reserved for a purpose. Pre-Encumbrance: Defining the amount and allocation of funds to be encumbered. Remaining Spending Authority (RSA): Amount remining to spend. The RSA is calculated by the Budget (Including Revenue) Encumbrance Pre-Encumberance Expense. Page 1 of 6

2 1. Access the myutsa Website. Click the UTShare/PeopleSoft link under either the myutsa dropdown menu or the link adjacent next to faculty/staff resources. 2. Log In to UTShare/PeopleSoft. Type In UTSA, then click the Continue button. (A) Enter your myutsa ID. (B) Enter your Passphrase. (C) Then click the Log In button. Page 2 of 6

3 3. Navigate to the Budget Overview page. Follow this navigation: Main Menu>>Commitment Control>>Review Budget Activities>>Budget Overview. 4. Add the Inquiry Name. (A) Select the tab Add a New Value, (B) Insert an Inquiry Name, (C) Click the Add Button. 5. Enter a description in the Description field. Under the section Budget Type: (A) Business Unit will default to UTSA1. (B) Under Ledger Group/Set dropdown, use default list item Ledger Inquiry Set. (C) In the Ledger Inquiry Set field enter OPE_OPR or select from Lookup search. 6. Choose a calendar under TimeSpan. Page 3 of 6

4 From the *Type of Calendar dropdown, (A) Choose Detail Accounting Period from the *Type of Calendar dropdown list (B) Enter the From Year, From Period, To Year and To Period for both the OPE and OPR ledger group. 7. Enter the chartfield criteria, under the column ChartField From Value. In the Cost Center field enter your Cost Center. The % [percent sign] is a wildcard. This wildcard is used to match one or more unknown character(s). 8. Return to the top of the page, and then click the Search button. 9. View the Inquiry Results. Inquiry Results Heading: Business Unit, Type of Calendar, and Amounts in Base Currency. Ledger Totals: Budget Total, Expense Total, Encumbrance Total, Pre-Encumbrance Total, Budget Balance, Associated Revenue, and Available Budget. Page 4 of 6

5 The example below shows one row of the Budget Overview Results page. A. Budget Transaction Type Icon: Shows transaction types for Budget B. Ledger Group: Name of the Ledger. C. Account Budgetary Account. D. Chartfield String: Fund, Department ID, Cost Center, and Function (PC Business Unit, Project ID, and Activity ID will be used for Grants & Contracts related inquiries). E. Fiscal Year: Fiscal Year F. Budget Period: Budget Period G. Budget: Amount budgeted for that Chartfield String links to the transaction activity log and transaction detail. H. Expense: Amount of total expenses for that Chartfield string links to the expense activity log and transaction detail(s). I. Encumbrance: Encumbrance amount for the Chartfield string links to the activity log and transaction detail(s). J. Pre-Encumbrance: Pre-Encumbrance amount for that Chartfield string links to the activity log and transaction detail(s). K. Available Budget: Amount available in the budget (Remaining Spending Authority). L. Revenue Estimate: Total revenue you expect to generate in a budget period M. Recognized Revenue/Uncollected Revenue: Recorded Revenue N. Collected Revenue: N/A O. Available Budget: Remaining funds left to spend P. Percent Available: The percentage of the original budget remaining. This Completes the Process How to View Deposit Details Access Requirements: Access to Query Access Purpose: The view the deposit details shown in the Budget Overivew. 1 Navigate to Query Viewer Main Menu >> FMS Reporting Tools >> Query >> Query Viewer 2. In the *Search By field enter the Query name UTS_BANNER_DD_JRNL_CC_PROJ Then select the Search button 3. Select Run in Excel NOTE: A new window or tab may open Page 5 of 6

6 4. Enter the Query criteria: A. Add the Journal ID listed in the Budget Overview B. Enter the Cost Center C. Enter the % (standard wildcard) 5. Select the View Results button 6. When prompted, save the file by choosing Save, Save As or Save and Open 7. Open the file and view the results: This Completes the Process Page 6 of 6