View Budget Lines

**View Budget Lines**
Date Created	October 15, 2018
Process Name	View Budget Lines
Version Number	C
Procedure Number	0003
Process Owner	Questica Users
Date of Last Update	April 21, 2023

**Introduction**
Purpose	Run a report to view a unit’s budget lines. This report will include all salary and OE budget for a unit but does not have position specific detail.
Scope	Scope of this document pertains to Sonoma State University's version of Questica Budgeting software.
Document Management	University Budget and Resource Planning retains all copies of Business Process Guides and handles distributions
Roles and Responsibilities	University Budget and Resource Planning retains responsibility for the accuracy of the information within Questica Budgeting software.

Process

STEP

SCREENSHOT

1.To view a budget for a specific unit(s), open the Budgeting Module.

2.Select Budgeting from the menu at the top of the screen (1), then select Budget Lines (2).

3.The default screen will show no data.

4.Select the Advanced Search icon at the top of the screen.

5. If you have any previously saved reports, you can select those from the drop down shown in square (2).

Advanced Search selection with previously saved searches (if they exist)

6. If you have no saved reports or would like to create a new one, select Advanced Search from the top of the dropdown (2).

Create new Advanced Search selection with no previously saved searches

7. Click on the first search box. A field picker box will appear.

8. In the search bar, type in “college/area” (1). This will allow you to narrow down your search to your unit. Select the top option (2), and click choose in the bottom right corner (3).

College/Area Field (Useful to narrow down to only show departments that are pertinent)

9.In the second search box, select equals from the dropdown.

College/Area Field (Operator allows for multiple filtering processes)

10. In the third search box, select your unit.

College/Area Field (Value being used for search))

11.Add another search line by selecting the plus button.

Add more search criteria to tailor your search

12. Select the first search box on the second line.

Budget Scenario (Useful to narrow down to only show specific types of transactions)

13. In the search bar, type in “budget scenario” (1). Select the top option (2), and click choose in the bottom right corner (3).

Budget Scenario from Budget Lines (Narrows down the Budget Scenarios that are related to a Budget Line)

14.In the second search box, select “Is One Of”.

Operator Selection (Using "Is One Of" allows you to select a group of values to look for)

15.In the third search box, select choose.

16.The various budget scenarios we use will appear. You can select the scenarios to just view the base budget for your unit, or the scenarios to view the base and revised budgets (see following steps).

17. Select “Adjust” and “Base” to view base budget only.

18.Select “Adjust”, “Alloc”, “Base”, “Onetime”, “PYBAL”, and “PYENC” to view base and revised budgets.

Once you have selected the appropriate scenarios, select OK.

19.To save this search, select the three dots at the top right, and select Save As.

20. Name the report (1), and then select save (2).

21. Once saved, select search to apply the search filters.

22.Your budgets should appear on the screen.

23.To change the layout of the information, select layout from the top right corner.

24.To view saved layouts, select the top dropdown (1). You should have a saved layout that the Budget Office has shared with you titled “View by Fund-Dept-Acct”(2).

To view saved layouts, select the top dropdown (1). You should have a saved layout that the Budget Office has shared with you titled “View by Fund-Dept-Acct”(2).

25. If you wish to add or delete any columns, you can do so under the column section.

To change the order of information, you can add, delete, or move around categories in the Group By section.

If you wish to add or delete any columns, you can do so under the column section. To change the order of information, you can add, delete, or move around categories in the Group By section.

**Change History**
Version	C
Date of Revision	April 21, 2023
Description of Change Implemented	Process and screenshots updated for new version.
Completed by	University Budget and Resource Planning