View and Print the Procurement Budgetary Activity Report to Excel

In this topic you will learn how to View and Print the Procurement Budgetary Activity Report in Excel.

NOTE: This report will retrieve information on Purchase Orders for your department for a specified time period. You will be able to view any remaining encumbrance amounts for the PO lines in this report.

Click Search to retrieve an existing run control or click the Add a New Value tab to create a run control.

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

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

Enter the desired information into the Budget Date From field. Enter "070110".

NOTE: If this involves a Project/Grant, you can retrieve information since the inception of the Project/Grant (i.e. back to 2001 when PeopleSoft went live).

A warning message displays.

In this example, the parameters entered will retrieve only POs for the fiscal year 2011, department 1050100 with a Remaining Amount not equal to zero.

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

Click the PO Activity, Excel for POS8001 link.

NOTE: If the Status does not equal Posted click the refresh button until it does so. Once the Status = Posted, the Procurement Budgetary Activity in the Description column becomes a blue link.

Click the zzpo0032_6103051.csv link. This action opens a new window.

NOTE: The link always begins with zzpo0032_, followed by the Process Instance number, followed by .csv. The Process Instance number will be unique to the process run.

Run Control ID

A Run Control ID accesses the Process Scheduler and represents a set of parameters to determine how the system runs various transactions. You may save parameters related to a particular process or report to a Run Control ID to minimize data entry when running recurring processes or reports.

A Run Control ID is:

• Specific to the end-user’s Operator ID;

• Case sensitive;

• Must be one continuous string of alphanumeric characters;

• Cannot use special characters such as @, $, %;

• Cannot contain blank spaces; and

• Can use the underscore to link one or more words.

The first time you enter the Req-PO Budgetary Activity page you will select the report parameters. The selected parameters will be saved to the Run Control ID and will display in the page the next time you access it.

So that you do not retrieve all POs for all Business Units, the minimum required parameters will be entered: Business Unit, the Dept ID or Project/Grant.

If the Project/Grant is entered, there is no need to enter any other chartstring information since the Project/Grant is linked to only one chartstring.

Remaining Amount

Specify the Remaining Amount parameters using the following:

• If you wish to view all of your department’s POs generated during a specified period, regardless of the balance (i.e. those with a remaining balance if zero as well as those 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 (< >) with a Remaining Balance of zero so only PO lines with a Remaining Amount (including credits) will be retrieved.

ChartField Sort Options

You may enter single or multiple chartfields. Use the following to specify chartfield information:

• If you wish to specify a different ChartField value other than the one defaulted, click the Look up ChartField button and select the desired value (Account, Dept ID, Fund, Operating Unit, etc);

• If you wish to specify more than one ChartField, click the Add a new row at row 1 (+) button to insert rows and select the desired values;

• If you wish to run the report to view all Pos for your BU, click the Delete Row 1 (-) button to delete the defaulted ChartField value (most users will not run all Pos for their BUs).

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

A warning message displays.

Click the Yes button.

NOTE: This is an Oracle issue. The Support team is aware of it and it will be fixed in the next upgrade.

View and Print the Procurement Budgetary Activity Report to Excel

This completes View and Print the Procurement Budgetary Activity Report in Excel.

Enter the desired information into the Business Unit field. Enter a valid value e.g. "LSUNO".

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

Enter the desired information into the Budget Date From field. Enter a valid value e.g. "070110".

NOTE: If this involves a Project/Grant, you can retrieve information since the inception of the Project/Grant (i.e. back to 2001 when PeopleSoft went live).

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_ACT_RPT"

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.

"070110"

Enter the desired information into the To field. Enter

a valid value

e.g.

"063011"

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.

"1050100"

Click the Save button.

Click the Add a new row at row 1 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 button to the right of the Server Name field.

Click the PSNT list item.

Click the PO Activity, Excel for POS8001 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 PO Activity, Excel for POS8001 link.

Click the zzpo0032_6103051.csv link.

Click the Home link.

Click the Yes button.

Click the Close button.