FMS View Expense Budget Information Budget Information Queries To view your operating expense budget (Fund 110) in the Financial Management System (FMS), you create a budget query with specific criteria; save the query; then click Search to run the query. Your budget information displays, based on the criteria you entered, then you can personalize your view. You can create and save as many budget queries, with specific criteria, as you need. Create, Save, and Run a Budget Query 1. Log into FMS using your MEID and password. 2. Click the NavBar icon in the upper-right corner, then click Navigator. 3. Commitment Control > Review Budget Activities > Budgets Overview. 4. Click on the Add a New Value tab. For example, you can create a budget query for your entire department budget and you can create another query just for the office supplies account number in your department budget. In addition, if you are responsible for multiple budgets, you can create multiple queries for each of your budgets. You can easily keep track of all of your budget queries because you must give each one of your queries a unique name. 5. In Inquiry Name, enter a short name for your budget query. For example, Budget Inq. You are limited to 10 characters. All of your budget queries are saved and you can run them any time. Every time you run a query, it is run with your latest transactions and information. Your budget queries are always up-to-date. To create your budget queries, you need your department budget numbers. To view your entire operating expense budget (your Fund 110 budget), all you need is your Department number. This name cannot be changed later. You can enter a better description in just a bit. 6. Click Add. Technology Training Services May, 2017
The Budget Overview window displays. 10. In the Search Results, select CC_UPE_PR group Expense. 7. In Description, enter a description of your budget inquiry. (40 character limit) 8. Verify that your Business Unit is correct. 11. In the ChartField Criteria section, towards the bottom, enter your search criteria. If not correct, use the Look Up icon and select your correct Business Unit. 9. In the second Ledger Group field, to the far right, click the Look Up icon. Start in the first From column. You can leave the second To column as is with the % wild card, or you can enter closing range criteria. To see an entire department budget, you only have to enter the Dept number and the Fund. o For example, my department number is 801920 and my fund type is 110. To see just one account number of your budget, for example just office supplies, enter the account number, your department number, and the fund type. You do not have to remove the % sign from the fields you are not using. 12. At the bottom click Save. You have just created a budget query! Technology Training Services 2
Run the Query and View Results 1. In the top left corner, click Search. 3. Scroll down to view specific results. 2. In Max Rows, enter 99999, then click Search. You have a scroll bar on the right for moving up and down. Notice the scroll bar at the bottom for moving right to left. This ensures you are viewing all of your lines. Ledger Totals displays a budget summary. Budget: your starting funds. Expense: the amount used to pay invoices, Pro Card purchases, and any journal transfers out of this account. Encumbrance: the funds reserved for purchase orders and salaries (if applicable). Pre-Encumbrance: the funds reserved for submitted requisitions. Budget Balance and Available Budget: the funds still available after deducting expenses, encumbrances, and pre-encumbrances. The next section contains instructions to personalize your view by hiding unnecessary columns to get rid of the scroll bar. 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 tied to this FMS budget. Transactions that happen in FMS after you have downloaded your budget information will not display in your Excel spreadsheet. 1. In the title bar, click the Download icon. 2. At the bottom, click the Excel icon. 3. If you get a warning, click Yes. The FMS information is now in an Excel spreadsheet. Technology Training Services 3
Personalize your Budget View When viewing your budget information in FMS, You can personalize your FMS budget view by hiding columns you don t want or need to see. Hiding information eliminates columns from view. This may help eliminate the bottom scroll bar so you won t have to move back and forth to view important information. 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. You can sort your columns, but the sorted view is only for viewing at this time. When you leave this screen, the sort order returns to the default order. However, the sort order is saved in your Personalized screen and you can re-sort your budget by clicking OK. 3. To sort your columns, under Sort Order, select the column to sort, and use the Up and Down arrows to the right to move it. 4. Click Preview to see your new view. 1. At the top of your Budget Overview Results, click Personalize. 2. To hide unnecessary columns, under Column Order, select a column to hide, and click the Hidden checkbox. 5. When finished with your columns, click OK. Your new view displays only the columns you want to view not your hidden columns. Your hidden column is now labeled (hidden). 2. To unhide a column, select it and click the Hidden checkbox to remove the checkmark. Your Budget Overview Results section is now personalized. If you hid enough columns, you no longer have a scroll bar at the bottom, and you are able to see all of your relevant data. Technology Training Services 4
View Expense Activity Log All of your expense activity is in your Expense column. You can view all the expense transactions in the Activity Log. Document Labels A Voucher ID is a unique system-generated number. Each invoice has its own unique Voucher ID. 1. First, run your Budget Query. 2. In Budget Overview Results, in the Account column, click the account number for which you want to view invoices. This highlights the row making it easier to see. A Journal ID is a record of financial transactions. They post in a double entry system where debits equal credits. One Journal ID can consist of several individual transactions. Your budget view may look different than the one shown here depending on how you personalized your budget view. Employee ID signifies a Pro Card purchase. The Employee ID is of the Pro Card holder. 3. To the right, in the Expense column, click the expense number link for that account number. This opens the Activity Log for this account. Research Transactions To research the expense transactions, click the Drill Down icon (magnifying glass with + sign) to the left of that particular transaction. Notice the Document Label and Document ID. Technology Training Services 5
View Invoices You find invoice and payment information by tracking the Voucher ID. 3. Click the Go to Source Inquiry link. 1. In the Expense Activity Log, click the Drill Down icon of the Voucher ID to view. A new tab opens in your browser. The Voucher Inquiry screen displays. The Payables Voucher information displays. The first tab, Voucher Details, shows some helpful information such as: Invoice Number, Invoice Date, Match Status (Matched means the invoice was Paid), and the Supplier Name. 6. Click the Amounts tab to view voucher total. Budget Information is in the Transaction Line Details. The Line Amount shows the line amount of this particular purchase order line, not the total amount of the Voucher. 7. Click back to the Voucher Details tab. 2. In the upper-right corner, next to the Voucher ID, click the View Related Link. Technology Training Services 6
View the PDF Invoice 1. In the Actions column, click the Actions link, then click View Attachments. Find the Invoice Purchase Order Number 1. In the Actions column, click the Actions link, then click Voucher Details. 2. In the File Name column, click the pdf link. The voucher details display. A new tab opens displaying the invoice. The Purchase Order number should be on the invoice. If it s not, we can find it in Voucher Details. That will be covered next. The Purchase Order # is in Invoice Lines. 3. When finished viewing the invoice image, close that tab. 4. Click Cancel to return to Voucher Inquiry. 2. Click Cancel to return to Voucher Inquiry. Technology Training Services 7
View Payment Information 1. In the Actions column, click the Actions link, then click Payment Information. 3. Scroll down to see Payment Details. 4. Click the Payment Reference ID number link. Payment information displays including the Payment Reference ID the check number. Lots of information displays including the Payment Clear Date. 2. Click the Payment Reference ID for details. The Payment Inquiry displays though you don t see much at first! There may be more than one Voucher ID listed because a payment can include multiple Voucher Ids. This means one check can pay multiple invoices for the same vendor. For example, we get lots of Office Max invoices. One payment to Office Max will pay multiple invoices. 5. Close this tab to return to Payables Voucher. 6. Click OK to return to your invoice Activity Log. 7. View another Voucher ID or click OK to return to your Budget information. Technology Training Services 8
View Encumbrance Activity Log All of your Purchase Order (PO) encumbrances are in your Encumbrance column. You can see all of your PO s in the Encumbrance Activity Log. 1. First run your Budget Query. 2. In Budget Overview Results, in the Account column, click the account number for which you want to view purchase orders. View Purchase Orders You find Purchase Order information by tracking the Purchase Order. 1. In the Encumbrance Activity Log, click the Drill Down icon of the Purchase Order you want to view. 3. To the right, in the Encumbrance column, click the number link for that account number. If this number is zero, there are no reserved funds for purchase orders in this account. However, you can still click the zero amount and view the past activity. Budget Information is in the Transaction Line Details. The Line Amount shows the line amount of this particular purchase order line, not the total amount of the Purchase Order. Notice that the Encumbrance Activity Log also displays Voucher ID s, but you cannot access them from here. You must access Vouchers from the Expense Activity Log. Optional: To display only open purchase orders, click the checkbox for Display open encumbrances only at the top of the screen. Technology Training Services 9
2. In the upper-right corner, next to the PO number, click the View Related Link. Find the Requisition Number of this PO 1. In the Header section, click Document Status. A new tab opens in your browser. 2. Check the Document Type for Requisition, then the Doc ID for the Requisition Number. 3. Click the Go to Source Inquiry link. Notice the other activity: Payments and Vouchers (Invoices) that are listed. A new tab opens in your browser. Lots of Purchase Order information displays including the PO#, Supplier information, line items, and the balance left on your PO. PO Balance The Encumbrance Balance the money left on this Purchase Order is found in the Account Summary section. You can click on any of these links for information regarding that transaction. 3. Close tab to return to Purchase Order Inquiry. Technology Training Services 10
Find Invoices for this Purchase Order 1. In the Header section, click Activity Summary. A new tab opens in your browser. 2. Click the Matched tab. 3. To the far right, click the Matching puzzle piece. Find and Run Budget Queries All of your budget queries are saved and available for you to run at any time. When you run a budget query, the query is run with all of your search criteria and the latest information. 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. Commitment Control > Review Budget Activities > Budgets Overview. 4. In Budgets Overview, click Search. Voucher ID s and Voucher Amounts display. 4. Click the Voucher Number for more details. 5. In the Search Results, click the query to run. The Voucher Inquiry results display. 6. In Budget Overview window, click Search. Refer to the previous View Invoices section for more information regarding this screen. 5. Close all the tabs to return to the Purchase Order Line Drill Down screen. 7. In Max Rows, enter 99999, then click Search. 6. Click OK to return to the Activity Log. 7. Continue to view more Purchase Orders, or click OK to return to your budget. Technology Training Services 11 8. View your budget activity.
Edit a Budget Query You can always edit any of your Budget Queries. Keep in mind that when you save an edited query, you overwrite your original query. There is no Save As to save it as a different query. If you want both queries, create and save a new query rather than editing a current query. 1. Log into FMS using your MEID and password. 2. Click the NavBar icon in the upper-right corner, then click Navigator. 3. Commitment Control > Review Budget Activities > Budgets Overview. Delete a Budget Query You can always delete any of your budget queries. You will only be deleting that query, not any of the FMS budget information. 1. Log into FMS using your MEID and password. 2. Click the NavBar icon in the upper-right corner, then click Navigator. 3. Commitment Control > Review Budget Activities > Budgets Overview. 4. In Budgets Overview, click Search. 4. In Budgets Overview, click Search. 5. In Search Results, click the query to delete. 5. In the Search Results, click the query to edit. 6. In the upper-right corner of the Budget Overview, click the Trash can. 6. Edit your search criteria. 7. Click Save at the bottom. Your query is deleted. No warning prompts! 7. Click Sign Out in the upper-right corner Help and Support If you need any assistance, please contact Technology Training Services at ext. 18287. Visit our training materials website for more training resources and video tutorials. Technology Training Services 12