Self Service Banner Advanced Budget Queries

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Self Service Banner Self Service Banner Advanced Budget QueriesAdvanced Budget Queries

MTSU Business OfficeMTSU Business Office

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Overview and ObjectivesOverview and Objectives

Review how to download a budget query from Review how to download a budget query from Self Service Banner (SSB) into ExcelSelf Service Banner (SSB) into Excel

Review how to determine if an invoice has been Review how to determine if an invoice has been paidpaid

Learn how to download transactions for a Learn how to download transactions for a particular account code into Excel and filter by particular account code into Excel and filter by vendor/transaction descriptionvendor/transaction description

Learn how to refine a budget query by account Learn how to refine a budget query by account codecode

Learn how to use an Encumbrance queryLearn how to use an Encumbrance query

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Download a SSB Budget Query Download a SSB Budget Query into Excelinto Excel

Begin with a standard budget query using Begin with a standard budget query using your department’s index codeyour department’s index code

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Download a SSB Budget Query Download a SSB Budget Query into Excel (cont’d)into Excel (cont’d)

Select the “Download Selected Ledger Select the “Download Selected Ledger Columns” button at the bottom of the gridColumns” button at the bottom of the grid

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Select the “Save” optionSelect the “Save” option

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(1) Choose a location to save your query (Desktop in (1) Choose a location to save your query (Desktop in example), (2) give your query a meaningful name, then example), (2) give your query a meaningful name, then (3) click “Save” (remember where you save the file)(3) click “Save” (remember where you save the file)

(1)

(2) (3)

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You should receive a “Download Complete” window; at this point, you can You should receive a “Download Complete” window; at this point, you can click “Open” (if you do not receive this window, you have the “Close this click “Open” (if you do not receive this window, you have the “Close this dialog box when download completes” checkbox selected; in this case, dialog box when download completes” checkbox selected; in this case, navigate to where you saved the file and open it)navigate to where you saved the file and open it)

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Once the query is open in Excel, you can begin by Once the query is open in Excel, you can begin by deleting the header information in the first few rowsdeleting the header information in the first few rows

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Now you can begin to delete unnecessary columnsNow you can begin to delete unnecessary columns In general, you should only keep columns you see in In general, you should only keep columns you see in

your SSB Budget query gridyour SSB Budget query grid Such columns includeSuch columns include

AccountAccount Account TitleAccount Title Budget AdjustmentBudget Adjustment Adjusted BudgetAdjusted Budget Year to DateYear to Date EncumbrancesEncumbrances ReservationsReservations CommitmentsCommitments Available BalanceAvailable Balance

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Once you’re done deleting unnecessary columns, your Once you’re done deleting unnecessary columns, your spreadsheet should look exactly like SSB (only now you spreadsheet should look exactly like SSB (only now you have all account codes and not just 15 at a time)have all account codes and not just 15 at a time)

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Determine If an Invoice Has Been PaidDetermine If an Invoice Has Been Paid For the sake of example, find the supplies account code For the sake of example, find the supplies account code

(74510) for your department; then click on the “Year to (74510) for your department; then click on the “Year to Date” column for the supplies account codeDate” column for the supplies account code

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Determine If an Invoice Has Been Paid Determine If an Invoice Has Been Paid (cont’d)(cont’d)

Find an invoice (document codes starting Find an invoice (document codes starting with “with “I0I0”) and click on it”) and click on it

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On the first level of invoice detail, you will notice a “Related Documents” section; On the first level of invoice detail, you will notice a “Related Documents” section; make note of any Document Codes with a Document Type of “Check Disbursement” make note of any Document Codes with a Document Type of “Check Disbursement” (if a check/direct deposit has been disbursed, the invoice has been paid; also, the (if a check/direct deposit has been disbursed, the invoice has been paid; also, the transaction date in this section is the date the invoice was paid)transaction date in this section is the date the invoice was paid)

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Click on the invoice # again to get to the Click on the invoice # again to get to the deepest level of detaildeepest level of detail

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On this screen, you should make note of the dates at the top, the On this screen, you should make note of the dates at the top, the “Open Paid” indicator, the “Vendor Inv” #, any document text (none “Open Paid” indicator, the “Vendor Inv” #, any document text (none in the screenshot below), and the FOAPAL at the bottomin the screenshot below), and the FOAPAL at the bottom

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Download Transactions into Excel; Filter by Download Transactions into Excel; Filter by Vendor/Transaction DescriptionVendor/Transaction Description

Find the supplies account code in your budget query Find the supplies account code in your budget query again and click on the “Year to Date” columnagain and click on the “Year to Date” column

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Download Transactions into Excel; Filter by Download Transactions into Excel; Filter by Vendor/Transaction Description (cont’d)Vendor/Transaction Description (cont’d)

On this screen, you will notice a long listing of document On this screen, you will notice a long listing of document codes; click on the “Download” button at the bottomcodes; click on the “Download” button at the bottom

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Select the “Save” optionSelect the “Save” option

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(1) Choose a location to save the listing (Desktop in (1) Choose a location to save the listing (Desktop in example), (2) give the listing a meaningful name, then example), (2) give the listing a meaningful name, then (3) click “Save” (remember where you save the file)(3) click “Save” (remember where you save the file)

(1)

(2) (3)

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You should receive a “Download Complete” window; at this point, you can You should receive a “Download Complete” window; at this point, you can click “Open” (if you do not receive this window, you have the “Close this click “Open” (if you do not receive this window, you have the “Close this dialog box when download completes” checkbox selected; in this case, dialog box when download completes” checkbox selected; in this case, navigate to where you saved the file and open it)navigate to where you saved the file and open it)

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Once the listing is open in Excel, you should begin by Once the listing is open in Excel, you should begin by deleting the header information in the first few rows (this deleting the header information in the first few rows (this will interfere with the filter you will apply later)will interfere with the filter you will apply later)

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After deleting the header information, you can resize the After deleting the header information, you can resize the columns for legibility; next, you need to apply an columns for legibility; next, you need to apply an AutoFilter, so select Data->Filter->AutoFilter at the topAutoFilter, so select Data->Filter->AutoFilter at the top

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Once the AutoFilter is applied, you should see arrows Once the AutoFilter is applied, you should see arrows appear on the first row; these are your filtersappear on the first row; these are your filters

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Select the arrow next to the “Vendor/Transaction Description” Select the arrow next to the “Vendor/Transaction Description” column; you should see a listing of all vendors for account code column; you should see a listing of all vendors for account code 74510; select a vendor to view transactions for that vendor only74510; select a vendor to view transactions for that vendor only

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In the example below, you will notice some rows showing an amount of 0.00 In the example below, you will notice some rows showing an amount of 0.00 and a rule class code of “DNNI”; you may further filter by rule class code and a rule class code of “DNNI”; you may further filter by rule class code (INNI in this example) so that you only see invoice transactions(INNI in this example) so that you only see invoice transactions

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After applying the second filter, you should see only After applying the second filter, you should see only invoice transactions for your selected vendorinvoice transactions for your selected vendor

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The previous example demonstrated filtering by particular rule class The previous example demonstrated filtering by particular rule class codes; the following is a listing of the most common rule class codes codes; the following is a listing of the most common rule class codes that you will encounter:that you will encounter:

INNI: Invoice without encumbranceINNI: Invoice without encumbrance ICNI: Cancel invoice without encumbranceICNI: Cancel invoice without encumbrance DNNI: Check – invoice without encumbranceDNNI: Check – invoice without encumbrance CNNI: Cancel check – invoice without encumbranceCNNI: Cancel check – invoice without encumbrance INEI: Invoice with encumbranceINEI: Invoice with encumbrance ICEI: Cancel invoice with encumbranceICEI: Cancel invoice with encumbrance DNEI: Check – invoice with encumbranceDNEI: Check – invoice with encumbrance CNEI: Cancel check – invoice with encumbranceCNEI: Cancel check – invoice with encumbrance INNC: Credit memo without encumbranceINNC: Credit memo without encumbrance ICNC: Cancel credit memo without encumbranceICNC: Cancel credit memo without encumbrance DNNC: Check – credit memo without encumbranceDNNC: Check – credit memo without encumbrance CNNC: Cancel check – credit memo without encumbranceCNNC: Cancel check – credit memo without encumbrance PORD: Establish purchase orderPORD: Establish purchase order REQP: Requisition – reservationREQP: Requisition – reservation

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To remove the AutoFilter, select Data->Filter->AutoFilter To remove the AutoFilter, select Data->Filter->AutoFilter again at the top or select “All” for every filteragain at the top or select “All” for every filter

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Refine a Budget Query by Account CodeRefine a Budget Query by Account Code

Navigate to the SSB budget query Navigate to the SSB budget query parameter screenparameter screen

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Refine a Budget Query by Account Code Refine a Budget Query by Account Code (cont’d)(cont’d)

After entering your index code and clicking “Submit Query” once, you can After entering your index code and clicking “Submit Query” once, you can specify a certain account code (i.e. 74510) or you can use the wild card (%) specify a certain account code (i.e. 74510) or you can use the wild card (%) to specify certain account codes; for example, (1) type “74%” in the to specify certain account codes; for example, (1) type “74%” in the “Account” text box; (2) click “Submit Query” to continue“Account” text box; (2) click “Submit Query” to continue

(1)

(2)

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Refine a Budget Query by Account Code Refine a Budget Query by Account Code (cont’d)(cont’d)

The resulting budget query only shows operating expense account codes The resulting budget query only shows operating expense account codes (all operating expense account codes start with 74); note that the “Report (all operating expense account codes start with 74); note that the “Report Total” at the bottom of the “Available Balance” column is the available Total” at the bottom of the “Available Balance” column is the available balance for all operating expenses (since you specified account code 74%)balance for all operating expenses (since you specified account code 74%)

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Encumbrance QueryEncumbrance Query

Encumbrance queries are useful for Encumbrance queries are useful for viewing purchase orders and associated viewing purchase orders and associated encumbrancesencumbrances

They allow you to verify purchases made They allow you to verify purchases made on PO’s and the remaining balances on on PO’s and the remaining balances on PO’sPO’s

Like budget queries, you may also refine Like budget queries, you may also refine encumbrance queries by account codeencumbrance queries by account code

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Encumbrance Query (cont’d)Encumbrance Query (cont’d)

Navigate to the main Finance menu in SSB; Navigate to the main Finance menu in SSB; select the “Encumbrance Query” optionselect the “Encumbrance Query” option

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On the encumbrance query parameter screen, enter the appropriate On the encumbrance query parameter screen, enter the appropriate parameters (i.e. fiscal year and period, Chart of Accounts, and parameters (i.e. fiscal year and period, Chart of Accounts, and Index); click submit query once to validate your indexIndex); click submit query once to validate your index

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After validating your index, (1) select the appropriate “Encumbrance Status” After validating your index, (1) select the appropriate “Encumbrance Status” (you usually want to select “Open”); (2) at this time, you may refine your (you usually want to select “Open”); (2) at this time, you may refine your query by account code (you usually want to see only account codes starting query by account code (you usually want to see only account codes starting with 7, so type 7%); (3) click “Submit Query” againwith 7, so type 7%); (3) click “Submit Query” again

(1)

(3)

(2)

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The resulting screen shows PO #’s in the “Document Code” column, The resulting screen shows PO #’s in the “Document Code” column, corresponding original commitments, encumbrance adjustments, corresponding original commitments, encumbrance adjustments, encumbrance liquidations, current commitments, and the % used; just like a encumbrance liquidations, current commitments, and the % used; just like a budget query, you can click on a PO # to get more detailed informationbudget query, you can click on a PO # to get more detailed information