Budgets Overview - Field Descriptions

Overview

Use the Budgets Overview to review your budget line(s) and budget totals. This inquiry allows you to inquire against different Leger Groups and types of budget calendars (e.g. Budget Periods, Accounting Period ranges, summary Accounting Periods). This document describes the Budgets Overview inquiry pages.

Important Information

You must enter an Inquiry Name. The Inquiry Name saves your parameters and reduces data entry for subsequent inquires. How many you create and use depends on the amount of data entry you want to do on the Budget Inquiry Criteria page. We recommend creating a specific Inquiry Name value for each Ledger Group you use. Reuse the Inquiry Name value each time you run a budget inquiry with that Ledger Group as criteria.

To create a new Inquiry Name value, use the following guidelines:

Use the Add a New Value page to create a new Inquiry Name value.
Use meaningful abbreviations to easily identify the Inquiry Name for reuse.
The maximum length is 10 characters.
Use an underscore to indicate a space (e.g., Proj_budget).
Do not use punctuation, spaces, or symbols.
Click Add to on the Add a New Value page complete the creation of the Inquiry Name.

To select an existing Inquiry Name value to rerun an inquiry or change the parameters, click Search on the Find an Existing Value page. Select the applicable Inquiry Name from the Search Results list.

Navigation

NavBar > Navigator > Commitment Control > Review Budget Activities > Budgets Overview

Budget Inquiry Criteria Page

Use the Budget Inquiry Criteria page to define your budget inquiry. The Inquiry Name saves the information entered on this page to reduce data entry for subsequent budget inquiries.

Add a New Value is under the Add a Commitment section.

Letter	Field/Button	Description
A	Inquiry	Displays the created/selected Inquiry Name.
B	Description	This optional field allows you to describe the budget inquiry (e.g., Dept Budget FY2012). The Description is saved with the Inquiry Name.
C	Ledger Group	Defines the budget ledger for the inquiry (e.g., ORG_GENRL identifies the General Fund Organization Budget ledger). Click Lookup to search for the applicable Ledger Group. Selecting a Ledger Group value: Populates the fields in the Time Span group box (e.g., Ledger Group, Calendar ID, From Budget Period, To Budget Period, etc.). Changes available fields in the ChartField Criteria group box to those applicable to the budget type.
D	Type of Calendar	Defines the type of budget inquiry for the selected Ledger Group. U-M standardly uses three of the options: Detail Budget Period provides the budget information for a Budget Period range (e.g., 2012). This is the default Calendar. Detail Accounting Period allows you view budget information for one or a range of Budget Periods/Accounting Periods. Summary Accounting Period allows you to view budget information for a Budget Year/Accounting Period range based on a particular Calendar ID (e.g., Quarterly Summary, Yearly Summary). This value is only used by specific organizations.
E	Time Span	The fields in this group box vary depending on the Type of Calendar value selected. Change or enter data in the fields as applicable for your inquiry. The From Budget Period and To Budget Period fields are active with the Detail Budget Period calendar type. The current Fiscal Year defaults into both fields. Selecting the Detail Accounting Period calendar type activates the From Year/From Period and To Year/To Period fields. The system defaults the current Fiscal Year and Accounting Period in the fields. Selecting the Summary Accounting Period calendar type activates the following fields: Calendar ID, From Year/From Period and To Year/To Period fields. Turn on the applicable checkbox to include budget information from the Adjustment and Closing Accounting Periods, if desired. These checkboxes are available for each Type of Calendar option.
F	ChartField Criteria	The fields in this group box allow you to enter the applicable ChartField From Value field(s) for the inquiry. You must specify one or more ChartField value to conduct a proper inquiry. Use the ChartField To field(s) to indicate a range of ChartField values, if desired.
G	Budget Status	Select one or more option to identify the status of the budget line(s) returned in your inquiry.
H	Search	Click to run the budget inquiry.
I	Delete	Click Delete to delete the budget inquiry. This also deletes the Inquiry Name from your existing list.

Inquiry Results Page

The Inquiry Results page displays the results of your budget inquiry. The top portion of the page shows the overall budget totals (Ledger Totals) and the bottom half lists the individual budget lines applicable to the inquiry criteria (Budget Overview Results).

Add a New Value is under the Add a Commitment section.

Note: General Fund budgets are usually:

$0.00 budgets, except for Flint Campus.
Budgeted for ALL Programs in the department.

Letter	Field/Button	Description
A	Ledger Totals	This group box shows the budget, transaction, and transfer totals for all budget line(s) relating to the criteria. This information is standard for any type of budget. Expense: the total of expenses recorded in the General Ledger. Encumbrance: the total amount of the active Purchase Orders for your criteria. Pre-encumbrance: the total amount of the active eProcurement Requisitions for your criteria (e.g., department).
B	Return to Criteria	Click this link to go to the Budget Inquiry Criteria page. This link appears at the top and bottom of the page.
C	Max Rows	The field defaults to display up to 100 budget lines in the Budget Overview Results group box. Change this value, if desired.
D	Display Options	Click this link to select which fields display in the Budget Overview Results group box and the order they display. Refer to Budget Display Options below for details. To apply changes, click Search to update the page.
E	Budget Overview Results	This group box displays each budget line that meets your criteria. The ChartField fields in the group box vary depending on the selected Ledger Group. If you have changed the default Budget Display Options, you may see a percent symbol (%) in the field instead of a specific value.
F	Show Budget Details	Click Show Budget Details to view budget, transaction, and transfer totals for a specific budget line. This is best used when your inquiry returns multiple budget lines.
G	Show Budget Transaction Types	Click Show Budget Transaction Types to see the breakdown of Budget amount by the type of budget transaction (e.g., original, adjustments, closing, etc.). This is best used for budget lines with an amount other the $0.00.
H	Drill-down links	Click a link to view a list of transactions that comprise the dollar amount shown in the field for the budget line and the time period of the inquiry. The Budget drill-down displays the posted budget journals. The Expense drill-down lists the posted transaction journals and vouchers. The Encumbrance drill-down displays the Purchase Orders. The Pre-Encumbrance drill-down shows the ePro Requisitions. Important Information The drill-downs take a significant time to complete. We recommend using the U-M Data Warehouse instead due to the current system performance.

Budget Display Options Page

Select the Sum By checkbox for the fields you want to display in the Budget Overview Results group box.

Budget Display Options Page.

Enter a number indicating the desired field placement in the group box.
Click OK.

Notes:

If you turn off a checkbox, the column still displays on the page, but the values are shown as a percent symbol (%).
If you select a Sum By checkbox, click Refresh to display that field’s Sort Num field.