View & Print the Procurement Budgetary Activity Report to HTML

In this topic you will learn how to view and print the Procurement Budgetary Activity Report. This report will retrieve information on Purchase Orders for your Department, for a specified period of time. You will be able to view any remaining encumbrance amounts for the PO Lines in this report.

The first time you use this method, you will need to create a Run Control ID in order to access the Process Scheduler. Click on the Add a New Value tab or hyperlink to create the Run Control ID.

The system defaults you into the Find an Existing Value tab. On all subsequent prints, you will use the Find an Existing Value tab to search for existing Run Control IDs.

Enter the desired information into the Run Control ID field. Enter "PO_ACTIVITY_RPT".

The Report Request Parameters page displays. The user will enter or select the Report Request Parameters.

NOTE: If you had selected an existing Run Control ID, the above page would contain the parameters from the last time you ran the report.

To eliminate retrieving all Purchase Orders for all 11 Business Units, the minimum entries required are the following:

• Business Unit

• The DeptID or Project/Grant, if applicable. If Project/Grant is entered, there is no need to enter any other parts of the ChartString since a Project/Grant number is tied to only one ChartString.

Enter the desired information into the *Business Unit field. Enter "LSUNO".

NOTE: LSUSH encumbers travel. Therefore, travel vouchers will be viewed in this report, as well.

Enter the desired information into the *Budget Date From field. Enter "100110".

NOTE: If this involves a Project/Grant, you may retrieve information since the inception of the Project/Grant.

For all documents for a specific fiscal year, enter 07-01-XX to 06-30-XX in the From and To fields.

Remaining Amount

The user will specify the Remaining Amount fields as follows:

• If you wish to view all of your Department’s POs, generated during a specific period, regardless of the balance (i.e. those with a Remaining Balance of Zero, as well as those not equal to a Remaining Balance of Zero), do not specify an operand and accept the default entry of 0 (Zero) in the Remaining Balance field;

• You may specify an operand and enter the dollar amount in the adjacent field or accept the default entry of 0 (Zero); or

• For the purposes of managing encumbrances, the user will select “Not Equal” (< >) to a Remaining Amount of 0 (Zero) so that only the PO Lines with a Remaining Amount (including credits) will be retrieved.

Click the Remaining Amount list to select one of the operands.

Click Not Equal from the list.

Enter ChartField Options

The user may enter a single or multiple ChartFields.

• If the user wishes to specify a different ChartField value than what is displayed in the ChartField field, he/she should click the ChartField lookup button and select another value (Account, Dept ID, Fund, Program, Class Project ID, etc.);

• If the user wishes to specify more than one ChartField value, he/she will need to click the Add a New Row (+) button to insert an additional row(s) and select the appropriate values.

• If the user wishes to run the report to view all POs for his/her Business Unit – click the Delete a Row (-) button to delete the row indicating the ChartField value.

NOTE: Most users will not run all POs for their Business Unit.

NOTE: When a specific Project/Grant value is entered, the remaining fields may be left blank since there would only be one ChartString for the specific Project/Grant.

Click DEPTID from the Search Results table.

NOTE: Before adding an additional row, click the Save button to save the changes made on the first row. Failure to Save before adding the additional row will change the first row data back to the default setting.

Click the Add a new row at row 1 button.

Click FUND_CODE from the Search Results table.

Click the Delete row 1 button, if you wish to delete a row.

Click the Save button.

NOTE: The values entered in the Procurement Budgetary Activity Parameter page, in this example, will retrieve only those Purchase Orders for the Department and Budget Dates specified with a Remaining Amount not equal to 0 (Zero).

Click the Procurement Budgetary Activity option in the Process List.

Click the Refresh button until the process is complete (i.e. Run Status = Success and Distribution Status = Posted).

Click the Go back to Req and PO Budgetary Activity link.

Click the Procurement Budgetary Activity link.

This action opens a new window.

As specified in the Procurement Budgetary Activity Parameter page, only the PO line(s) with a Remaining Amount are retrieved. This will make it easier for the user to analyze the report when determining the encumbrances that need to be closed or adjusted.

TIPS:

• Finalization of the Voucher versus Cancellation of the PO (Lines):

PO lines that have no AP activity (i.e. the Vouchered Amount column is Zero dollars, hence no Voucher ID exists for the PO Line) during the current Budget Period, the action required would be Cancellation of the PO (Lines) by Purchasing (i.e. the Buyer) rather than Finalization of the Voucher (PO) by Accounts Payable.

• Change/Reduce PO Encumbrance:

If the user wishes to change/reduce the encumbered balance of the PO (i.e. not finalize or liquidate the entire encumbered balance), the request must be directed to Purchasing (i.e. the Buyer) rather than to AP.

If needed - Click the Arrow to view additional pages of the report.

View the fields on the Procurement Budgetary Activity Report.

Click the Print icon on the toolbar or Click the File menu to print the report.

Click the Print... menu.

NOTE: You may save the report by clicking Save As... or email the report by clicking Send, Page By E-mail...

NOTE: Select print options and click OK.

A Run Control ID is used as a means to access the Process Scheduler. You may save parameters related to a particular process or report to a Run Control ID to minimize data entry when running recurring process and/or reports.

A Run Control ID is:

1. Specific to the end-user's Operator (User) ID;

2. Can be entered in upper case, lower case, or mixed case;

3. Can be up to 30 characters long;

4. Characters can be either number or letters, but CANNOT include any special characters (e.g. $, &, #, commas, apostrophes, etc.);

5. CANNOT contain blank spaces; and

6. Must be one continuous string of characters. If using more than one word the words must be linked by an underscore.

Run Control ID (continued)

Examples of Run Control IDs that meet the requirements:

1. print_request can be used since an underscore links the two words together; or

2. printrequest can be used because it is one string of characters.

Run Control ID (continued)

Examples of Run Control Ids that do not meet the requirements:

1. print request because there is a blank space between the two words; or

2. print_request's because a special character is used. In this example an apostrophe is used.

Run Control ID (continued)

Creating a new Run Control each time you print requires you to re-enter your print parameters each time as well. By selecting the Find an Existing Value tab and use an existing Run Control ID, the Requisition Print page will display print parameters from your most recent print request. Entering the new Requisition ID would be the only piece of information needed.

View & Print the Procurement Budgetary Activity Report to HTML

This completes View & Print the Procurement Budgetary Activity Report.

Enter the desired information into the Run Control ID field. Enter "PO_ACTIVITY_RPT".

Enter the desired information into the *Business Unit field. Enter "LSUNO".

NOTE: LSUSH encumbers travel. Therefore, travel vouchers will be viewed in this report, as well.

Enter the desired information into the *Budget Date From field. Enter "100110".

Click Not Equal from the list.

Click the Purchasing link.

Click the Purchase Orders link.

Click the Reports link.

Click the Req and PO Budgetary Activity link.

Click the Add a New Value link.

Enter the desired information into the Run Control ID field. Enter

a valid value

e.g.

"PO_ACTIVITY_RPT"

Click the Add button.

Click the Collapse Menu button.

Enter the desired information into the Business Unit field. Enter

a valid value

e.g.

"LSUNO"

Enter the desired information into the Budget Date From field. Enter

a valid value

e.g.

"10/01/10"

Click the Choose a date button.

Click the <> list item.

Click the Look up ChartField button.

Click the DEPTID link.

Enter the desired information into the From ChartField Value field. Enter

a valid value

e.g.

"1050100"

Click the Add a new row at row 1 (Alt+7) button.

Click the Look up ChartField button.

Click the FUND_CODE link.

Enter the desired information into the From ChartField Value field. Enter

a valid value

e.g.

"111"

Click the Delete row 2 button.

Click the OK button.

Click the Save button.

Click the Run button.

Click the Server Name list.

Click the PSNT list item.

Click the Select option.

Click the OK button.

Click the Process Monitor link.

Click the Refresh button.

Click the Go back to Req and PO Budgetary Activity link.

Click the Report Manager link.

Click the Administration link.

Click the Procurement Budgetary Acitivity link.

Click the Maximize/Restore button.

Click the AVPageView object.

Point to the File menu.

Point to the toolbar.