View and Print the Procurement Budgetary Activity Report to HTML

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

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

Click the Search button to view existing run controls.

Click the Add a New Value link to add a new 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 a Project/Grant, you may retrieve information since the inception of the Project/Grant (i.e. back to 2001 when PeopleSoft went live).

Click the button to the right of the Remaining Amount field to select an operand.

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 Procurement Budgetary Activity option in the Process List section.

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

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

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 Printer button to print the report or select File, Print on the toolbar.

You can Save the report by clicking Save As or e-mail the report by clicking Send, Page by E-mail.

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.

As specified in the Procurement Budgetary Activity parameters 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 if the Voucher versus Cancellation of the PO Lines:

PO lines having 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 line(s) by Purchasing rather than Finalization of the Voucher (PO) by Accounts Payable.

• Change/Reduce PO Encumbrance:

If you wish 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 rather than to AP.

The number of pages included in the report is displayed on the toolbar. You can also enlarge/reduce the picture size by clicking the - or + sign or changing the percentage.

The Procurement Budgetary Activity Report is comprised of the following columns viewed from left to right:

PO ID - PeopleSoft auto-generated PO number and/or Confirmation Purchase Order. Any other value would denote a converted PO that was created prior to PeopleSoft.

Line/Sched/Dist:

Line - Line ID # on the PO (should be the same on the Requisition);

Schedule - Number of the scheduled deliveries; and

Dist - ChartString of the department paying for the item

Dept - Department number from Chart of Accounts

Class - Class number from Chart if Accounts

Project/Grant - Project number from Chart of Account if applicable

Procurement Budgetary Activity Report (continued)

Vendor - ID number of the Vendor on the PO

Vendor Name - Name of the Vendor associated with Vendor ID

Req ID - Source of the PO if it exists. The Requisition ID may not appear on this report if one of the following occurred:

• If a change was made to the PO, usually the ChartString of the PO, the PO and Requisition may become disconnected; or

• If the Requisition was hand-written (i.e. the Requisition was entered into the PeopleSoft system by Purchasing as a Purchase Order rather than by the Requester as a Requisition)

Procurement Budgetary Activity Report (continued)

Original PO Amount - The total dollar amount of the PO line. PeopleSoft calculates the amount based on the total of the item quantity and the item price

Liquidated Amount - The dollar amount of the PO line that has been paid (i.e. the reversal of the encumbrance)

Remaining Amount - Amount not spent from the PO) (Original Amount - Liquidated Amount = Remaining Amount)

Vouchered Amount - The dollar amount of the PO line that has been invoiced and paid to the vendor.

View and Print the Procurement Budgetary Activity Report to HTML

This completes View and Print the Procurement Budgetary Activity Report to HTML.

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 a Project/Grant, you may 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_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.

"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 Procurement 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 link.

Click the Procurement Budgetary Activity link.

Click the Home link.

Click the Printer button.

Click the Close button.