WebAdvisor 3 Budget Reporting
To access MY BUDGET:
Log in to WebAdvisor and click on the Employees or Faculty link to navigate to the appropriate page. Once there you will see the Budgeting section.
You may select either one to access your budget. For a quick reference choose Budget Summary.
Help for the Budget SUMMARY Form
Use the Budget Summary web form to view information about your selected GL account numbers. The Budget Summary web form displays a list of GL account numbers and amounts based on selection criteria from the Budget Selection web form and your GL security (RSGL) record.
Each GL account number has budgeted, requisitioned, encumbered, and actual amounts associated with it. The dollar amounts in the Budgeted, Requisitioned, Encumbered, and Actual fields on the Budget Summary form appear as hyperlinks. Click the hyperlinked amount to view (on a separate web form) a summary list of the transactions that make up that amount.
(The exception to this is if a GL account is a budget pool umbrella account - in that case, the Requisitioned, Encumbered, and Actual amounts reflect activity totals for the pool, and these amounts are not hyperlinks.)
The Budget Summary web form displays your selected GL accounts, sorted and subtotaled as specified on the Budget Selection web form. Budget pool accounts are displayed together as a unit, with the umbrella account listed first, and the poolee accounts listed directly beneath their umbrella account.
Note: The Budget Summary web form will not display any inactive accounts, even if an inactive account has any budgeted, requisitioned, encumbered, or actual activity for the selected fiscal year.
See the glossary at the end of this document for further content explanation.
Help for the Budget SELECTION Form
Enter your GL number vertically by each component of the number.
Use the Budget Selection web form to define the selection criteria you want to use to display GL account numbers in WebAdvisor Budget.
You can select GL components and subcomponents for any open fiscal year. You can also select the GL components and subcomponents that you want WebAdvisor to use to sort and subtotal the selected account data.
When you click Submit, WebAdvisor opens the Budget Summary web form, which displays financial information for the accounts you selected.
You can change the selection criteria on the Budget Selection web form at any time to change your GL account selection. However, you cannot view any GL accounts in WebAdvisor Budget that are outside the scope of your GL security (RSGL) record in Colleague.
Saving Your Selection Criteria
Each time you access the Budget Selection web form, WebAdvisor remembers and displays the selection criteria you last entered except for the GL components. Check the Save GL Component Selection field to have WebAdvisor remember and display your previously entered GL components.
If you bypass the Budget Selection web form and access the Budget Summary web form directly, WebAdvisor uses your saved GL component selection criteria to display your selected list of GL accounts. If you do not save your GL component selection criteria, WebAdvisor clears these fields each time you access the Budget Selection web form.
If you do not specify any selection criteria, WebAdvisor automatically selects all of the GL accounts for the current fiscal year to which you have RSGL access, and uses the Fund and Unit components defined in your account structure to sort and subtotal the displayed accounts.
Defining an ActualsDateRange
You can define a timeframe within the selected fiscal year for which you want to view actuals activity for your selected GL accounts. Use the ActualsDateRangefields on the Budget Selection web form to define this timeframe.
When you submit your budget selection criteria, WebAdvisor opens the Budget Summary web form. The dollar amounts in the Actual field reflect the total actuals activity for each GL account number for the entire selected fiscal year. However, when you click on an Actual amount to view the detail, WebAdvisor opens the Actuals web form, which displays the actuals activity only for the timeframe you defined on the Budget Selection web form. If you did not define an ActualsDateRange, then the Actuals web form displays actuals activity for the entire selected fiscal year.
You can return to the Budget Selection web form to define another Actuals timeframe. Each time you access the Budget Selection web form, WebAdvisor displays the last Actuals Begin Date and Actuals End Date you entered.
Glossary
Umbrella or Poolee - If the account is not part of a budget pool, this field is blank. If the account is designated as the umbrella account for a budget pool, this field displays a "U." If the account is designated as a poolee account for a budget pool, this field displays a "P."
Budgeted - Displays the total amount budgeted for this GL account number for the selected fiscal year. This amount comes from generated budget entries and manual budget entries.
Requisitioned - Displays the total amount currently memo-encumbered for this GL account number for the selected fiscal year. This amount comes from requisitions and memo-encumbrance journal entries.
Encumbered - Displays the total amount currently encumbered for this GL account number for the selected fiscal year. This amount comes from purchase orders, blanket purchase orders, recurring vouchers, and encumbrance journal entries.
Actual - Displays the total amount of current actuals activity for this GL account number for the selected fiscal year. This amount comes from actuals transactions, such as vouchers, journal entries, inventory chargebacks, payroll, etc.
Funds Available - Displays the available funds remaining for each unpooled GL account number and each budget pool. For unpooled accounts, this amount is calculated by subtracting requisition, encumbrance, and actual activity from the budget amount. For budget pools, this amount is calculated by subtracting requisition, encumbrance, and actual activity in the poolee accounts from the budget amount in the umbrella account.
My Budget (public)
