In this topic you will learn how to View and Print the Procurement Budgetary Activity Report to HTML. 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.
See the Create/Find a Run Control topic in the Appendix for additional information on Run Controls.
Enter the desired information into the Run Control ID field. Enter "PO_ACTIVITY_RPT".
The Req and Po Budgetary Activity page displays. The user will enter or select the report parameters needed from the options provided.
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.
Enter the desired information into the *Business Unit field. Enter "LSUSH".
Enter the desired information into the Budget Date From field. Enter "010116".
For all documents for a specific fiscal year, enter 07-01-XX to 06-30-XX in the From and To fields.
Enter the desired information into the To field. Enter "043016".
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 Sort 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. 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.
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.
NOTE: You may save the report by clicking Save As... or email the report by clicking Send, Page By E-mail...
NOTE: You must Save any changes made to the first row before additional row(s) can be inserted. Failure to Save before adding the additional row will change the first row data back to the default setting.
User will select to appropriate print options and click the OK button to print.
For training purposes only, click the Cancel button.
View the Procurement Budgetary Activity Report.
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.
Click the Add a new row at row 1 button.
This completes View and Print the Procurement Budgetary Activity Report to HTML.
Enter the desired information into the Run Control ID field. Enter "PO_ACTIVITY_RPT".
Enter the desired information into the *Business Unit field. Enter "LSUSH".
Enter the desired information into the Budget Date From field. Enter a valid value e.g. "010116".
Enter the desired information into the To field. Enter a valid value e.g. "043016".
Click Not Equal from the list.