FMS View Expense Budget Information - Human … – View Expense Budget Information ... To view your...

FMS – View Expense Budget Information

Technology Training Services May, 2017 www.maricopa.edu/training

480-731-8287

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.

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.

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.

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.

5. In Inquiry Name, enter a short name for your

budget query. For example, Budget Inq.

You are limited to 10 characters.

This name cannot be changed later.

You can enter a better description in just a bit.

6. Click Add.

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The Budget Overview window displays.

7. In Description, enter a description of your

budget inquiry. (40 character limit)

8. Verify that your Business Unit is correct.

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.

10. In the Search Results, select CC_UPE_PR

group Expense.

11. In the ChartField Criteria section, towards the

bottom, enter your search criteria.

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!



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Run the Query and View Results

1. In the top left corner, click Search.

2. In Max Rows, enter 99999, then click Search.

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.

3. Scroll down to view specific results.

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.

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.



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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.

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.

Your hidden column is now labeled (hidden).

2. To “unhide” a column, select it and click the

Hidden checkbox to remove the checkmark.

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.

5. When finished with your columns, click OK.

Your new view displays only the columns you

want to view – not your hidden columns.

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.



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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.

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.

Your budget view may look different than the

one shown here – depending on how you

personalized your budget view.

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.

Notice the Document Label and Document ID.

Document Labels

A Voucher ID is a unique system-generated

number. Each invoice has its own unique

Voucher ID.

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.

Employee ID signifies a Pro Card purchase.

The Employee ID is of the Pro Card holder.

Research Transactions

To research the expense transactions, click the

Drill Down icon (magnifying glass with + sign)

to the left of that particular transaction.



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View Invoices

You find invoice and payment information by

tracking the Voucher ID.

1. In the Expense Activity Log, click the Drill

Down icon of the Voucher ID to view.

The Payables Voucher information displays.

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.

2. In the upper-right corner, next to the Voucher

ID, click the View Related Link.

3. Click the Go to Source Inquiry link.

A new tab opens in your browser.

The Voucher Inquiry screen 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.

7. Click back to the Voucher Details tab.



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View the PDF Invoice

1. In the Actions column, click the Actions link,

then click View Attachments.

2. In the File Name column, click the pdf link.

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.

3. When finished viewing the invoice image,

close that tab.

4. Click Cancel to return to Voucher Inquiry.

Find the Invoice Purchase Order Number


then click Voucher Details.

The voucher details display.

The Purchase Order # is in Invoice Lines.

2. Click Cancel to return to Voucher Inquiry.



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View Payment Information


then click Payment Information.

Payment information displays including the

Payment Reference ID – the check number.

2. Click the Payment Reference ID for details.

The Payment Inquiry displays – though you

don’t see much at first!

3. Scroll down to see Payment Details.

4. Click the Payment Reference ID number link.

Lots of information displays including the

Payment Clear Date.

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.



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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.

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.

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.

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.

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.



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2. In the upper-right corner, next to the PO

number, click the View Related Link.

3. Click the Go to Source Inquiry link.


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.

Find the Requisition Number of this PO

1. In the Header section, click Document Status.


2. Check the Document Type for Requisition,

then the Doc ID for the Requisition Number.

Notice the other activity: Payments and

Vouchers (Invoices) that are listed.

You can click on any of these links for

information regarding that transaction.

3. Close tab to return to Purchase Order Inquiry.



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Find Invoices for this Purchase Order

1. In the Header section, click Activity Summary.


2. Click the Matched tab.

3. To the far right, click the Matching puzzle piece.

Voucher ID’s and Voucher Amounts display.

4. Click the Voucher Number for more details.

The Voucher Inquiry results display.

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.

6. Click OK to return to the Activity Log.

7. Continue to view more Purchase Orders, or

click OK to return to your budget.

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.





4. In Budgets Overview, click Search.

5. In the Search Results, click the query to run.

6. In Budget Overview window, click Search.

7. In Max Rows, enter 99999, then click Search.

8. View your budget activity.



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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.







5. In the Search Results, click the query to edit.

6. Edit your search criteria.

7. Click Save at the bottom.

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.







5. In Search Results, click the query to delete.

6. In the upper-right corner of the Budget

Overview, click the Trash can.

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.


https://hr.maricopa.edu/professional-development/training-learning/programs/technology-training-materials

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