View and Print the Req and PO Budgetary Activity Report in HTML

In this topic you will learn how to View and Print the Req and PO Budgetary Activity Report in HTML.

If you have already created a Run Control ID, click the Search button to find it.

To view all documents for a specified fiscal year, enter 07-01-XX to 06-30-XX in the Budget Date From and To fields.

NOTE: If you are retrieving information on a Project/Grant, you can retrieve data from the inception of the Project/Grant (i.e. back to 2001 when PeopleSoft went live).

Click the DEPTID link from the Search Results table.

Click the Add a row at row 1 button to add another ChartField value.

Click the CLASS FLD link from the Search Results table.

Click the Delete row 2 button.

Click the Save button.

NOTE: In this example, the values entered on the Req-PO Budgetary Activity page will retrieve only those requisitions with a Remaining Amount not equal to zero.

Click the Requisition Budgetary Activity option from the Process List.

Click the Refresh button until the Run Status = Success and the Distribution Status = Posted.

Click the Requisition Budgetary Activity link. This action opens a new window.

You can print the report using the printer icon on the browser bar or by selecting File, Print from the menu.

NOTE: You may also Save the report using the File, Save As option from the menu.

You would select your print options and click OK.

For training purposes only, click the Cancel button.

A Run Control ID allows you to access the Process Scheduler and represents a set of parameters that determine how the system runs various transactions. A Run Control ID is:

• Specific to the user’s Operator ID;

• Case Sensitive;

• One continuous string of alphanumeric characters;

• Cannot contain any blank spaces between words; and

• Can utilize the Underscore to link characters or words together.

A Run Control must be added the first time a report is run. Thereafter, the same Run Control ID can be used when running subsequent reports. On the Find an Existing Value tab you will click the Search button to find existing Run Control IDs.

You will enter or select your report parameters using the fields contained in the Report Request Parameters section. The minimum entries required to retrieve information are Business Unit and Dept ID or Project/Grant. If a Project/Grant number is entered, there is no need to enter additional ChartString information.

NOTE: Parameters from the last time you ran the report will default if you use an existing Run Control ID.

The user must specify the Remaining Amount operand based on the following:

• If you wish to view all of your department’s requisitions generated during a specified period, regardless of the balance (i.e. those with a Remaining Balance equal or not equal to zero), do not specify an operand and accept the default entry of 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 zero; or

• For the purpose of managing encumbrances, the user will select “Not equal” (< >) to a Remaining Amount of zero so that only the requisition lines with a Remaining Amount (including credits) will be retrieved.

You may enter a single or multiple chartfield criteria.

• If you wish to specify a different ChartField other than what is defaulted, click the Look up ChartField button and select another value (Account, Dept ID, Fund, Class, Operating Unit, etc.;

• If you wish to specify more than one ChartField value, click the Add a new row at row 1 button to insert additional row(s); or

• If your wish to run the report to view all requisition for your BU, click the Delete row 1 button (most users will not run all requisitions for their BU).

NOTE: If a Project/grant is entered the remaining fields may be left blank since there is only one ChartString associated with the specified Project/Grant.

As specified on the Re Budgetary Activity page, only those requisitions with a Remaining Amount are retrieved and displayed in the report. This makes it easier for users to analyze the report when determining pre-encumbrances needing to be closed or adjusted.

TIP: If a user finds that a pre-encumbrance remains even after the PO has been built, he/she should contact Purchasing (i.e. the Buyer associated with the PO) for assistance rather than AP.

View and Print the Req and PO Budgetary Activity Report in HTML

This completes View and Print the Req and PO Budgetary Activity Report in HTML.

To view all documents for a specified fiscal year, enter 07-01-XX to 06-30-XX in the Budget Date From and To fields.

NOTE: If you are retrieving information on a Project/Grant, you can retrieve data from the inception of the Project/Grant (i.e. back to 2001 when PeopleSoft went live).

NOTE: Parameters from the last time you ran the report will default if you use an existing Run Control ID.

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 tab.

Enter the desired information into the Employee-facing registry content field. Enter

a valid value

e.g.

"REQ_ACTIVITY_REPORT"

Click the Add 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.

"070111"

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

a valid value

e.g.

"063012"

Click the button to the right of the Remaining Amount field.

Click the Not Equal (< >) 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.

"1053000"

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

a valid value

e.g.

"1053000"

Click the Save button.

Click the Add a row at row 1 button.

Click the Look up ChartField button.

Click the CLASS FLD link.

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

a valid value

e.g.

"10105"

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

a valid value

e.g.

"10105"

Click the Delete row 2 button.

Click the OK button.

Click the Save button.

Click the Run button.

Click the button to the right of the Server Name field.

Click the PSNT list item.

Click the Requisition Budgetary Activity 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 tab.

Click the Requisition Budgetary Activity link.

Click the Print button.

Click the Cancel button.

Click the Close button.

Click the Home link.