Budget Query

The WEB based budget query forms provide a simplified budget query of live data from Banner Finance. This product contains the same programmed departmental security as Banner Finance.

We welcome your comments and/or suggestions, suzanne.superka@villanova.edu.

Let's Get Started

To begin input:

  1. Log on to WEB for Finance, or select Novasis from Villanova's home page
  2. Select 'Login to secure area'
  3. Type in your Login information provided in the Introduction PIN letter and click on 'log in'
  4. Re-enter your PIN number for verification
  5. From the main menu, select 'Financial Information"
  6. Select 'Budget Queries'
  7. Click on the down arrow to the right of the Retrieve Query Box.

The following three budget query templates are available:

Budget Quick Query
This is a basic budget query form to view your Unrestricted and Restricted departmental budget.

Budget Status by Account
This budget query form allows you view your Unrestricted and Restricted departmental budgets and the additional feature of drilling down to the detail.

Budget Status by Organizational Hierarchy
Vice Presidents, Deans, Directors, Department Heads can view your area of responsibility by summary. This information will include restricted and unrestricted data. The Controller's Office has the Organizational Hierarchy built by levels with each area is grouped with a leading ORG code.

PLEASE CLICK YOUR QUERY SELECTION AND CLICK ON RETRIEVE QUERY

Budget Quick Query

  • Select the fiscal year and enter the INDEX number or ORG code
  • Click on Submit Query
  • If the Index number was entered, the next screen will display the corresponding Fund, ORG, and if applicable, the Program or Activity code. Click on Submit Query to proceed.

Budget Status by Account and Budget Status by Organizational Hierarchy

No changes to the template selection should be made. The following is a listing of the fields that are included in the Budget Templates: 

  • Adjusted Budget = Board Approved Budget +/- any budget adjustments 
  • 'Commitments' in the Banner Finance query form includes the total of Encumbrances plus Reservations. Encumbrances and Reservations are listed separately to enable access to drill down for detail. Encumbrances include funds committed by a Purchase Order. Reservations include funds committed by a Requisition. 
  • Year to Date = Fiscal year to date expenses 
  • Available Balance = Adopted Budget -Year to Date Expenses - Commitments

Parameter Selections: 

Fiscal Year
Please keep in mind Fiscal Year 1998 is the first year with Banner Finance Information; therefore, prior years will not retrieve any data 

Fiscal Period
Villanova University's Financial Reporting runs on a fiscal year period from June 1 to May 31. For example, Fiscal year 2000/2001 runs from June 1, 2000 to May 31, 2001. Therefore, the first month of our Fiscal Period is June and continuous through May as follows:

Fiscal Period
Month
Fiscal Period
Month
01
June
08
January
02 July 09 February
03 August 10 March
04 September 11 April
05 October 12 May
06 November 12 Do Not Use
07 December 14 Fiscal Year to Date

Please note Fiscal Period 14 should be used to capture the entire Fiscal Year to Date Expenses as it includes any adjustments made after the fiscal period ends on May 31. If viewing a previous fiscal year, please use Period 14 to ensure all the data is retrieved.

The fiscal period selected reflects fiscal year to date information not monthly totals. Therefore, if you select Period 09, the information in your query includes year to date expenses from June 1 through February.

Comparison Fiscal Year

The Comparison field allows you to select a second Fiscal Year and Fiscal Period you can use to compare to the Fiscal Year/Period selected. For example, if selected, Fiscal Year 2000 and Period 09(February) and want to compare the status of your budget at the same time last fiscal year, you would select Comparison Fiscal Year 1999 and Comparison Fiscal Period 09(February). If you do not want to do a comparison, leave the Comparison Fiscal Year and Comparison Period blank.

INDEX

Key in the department six(6) digit Index you would like to view.

ORG

Due to the complexity to query by the ORG field, we highly suggest that you use the INDEX field for your department parameter selection.
However, if you prefer,
You may key in the three(3) digit Organization code of the budget status you would like to view. If using the ORG field, and the Organization has both restricted and unrestricted funds, please remember to also provide the Organizations corresponding three(3) digit Fund Code.

For example, when using the Budget Query Template and looking up an Unrestricted budget, key in the Organizations corresponding Unrestricted Fund Code. Unrestricted Fund Codes range between 101 and 119.
or,
When using the Restricted Budget Query Template, key in the corresponding six digit Fund Code.

An exception to this rule is when using the ORG Hierarchy Budget Query, the leading ORG is keyed into this field to pull up the grouped area summary and the Fund should not be included.

Account
Leave blank if you would like to display all accounts associated with the Index query.

You can key in a four(4) digit account code if you would like to only view a particular account. To look up a particular account, in the first Parameter screen key in the six(6) digit INDEX and leave the account field blank, the parameter screen will appear again with the Fund, ORG, Program, and if applicable, Activity and Location codes populated, at this time key in the account code and click on submit query.

You may also use the % sign as a wildcard to view a particular string of accounts. For example, all revenue accounts begin with a six(6); therefore, to view only revenue accounts, make sure the Include Revenue Accounts box is checked and type in 6% in the Account box. Only the department revenue accounts will be displayed.

More quick wildcard account references:

72% Salary
73% Operating
75% Capital Equipment
71% Cost of Goods Sold

Include Revenue Accounts

To include the departmental revenue accounts point and click to check the Include Revenue Accounts box

CLICK ON SUBMIT QUERY WHEN ALL YOUR PARAMETERS HAVE BEEN SELECTED

If you keyed in the department by using the INDEX field:

The parameter screen will be displayed again with the corresponding Fund, ORG, Program code. If applicable, the Activity and Location fields will also be populated.

CLICK ON SUBMIT QUERYY

You can now view your Organization Budget Status Report

If the department has more than 15 accounts with detail, the Screen, Running, and Report Totals will not equal. To view next page, select 'Next 15'. The three total fields represent the following:

Screen Total

Running Total - subtotal of all screens, for example if you are on the second screen, the Running Total represents the first and second screen totals

Report Total - grand total of all the departmental accounts

If your query results include:

Expenses only, the expenses are represented as a debit(+) in the account detail

Revenue and Expenses, the totals(Screen, Running and Report totals) represent Revenues as a Debit(+) and Expenses as a Credit(-). Therefore if your Revenues are greater than your Expenses, the total will be a Debit(+) balance. If your Expenses exceed your Revenues, the total will be a Credit(-) balance.

Please note if your departmental budget includes a combination of both revenue and expenses, there will not be a grand total displayed for the the Available Balance column under the Screen total, Running total and Report total.

Navigating through the data fields:

 To view total details, you can point and click on all underlined data. From the Organization Budget Status Report the next level of detail is the Summary Year to Date Transaction report, here you are able to view the Account code description. With the initial WEB for Finance roll out it only displayed the summary totals of the transactions, please note the Summary Year to Date Transaction report has been modified to include the detail lines in a transaction. This is now identical to the Banner Finance Detail Transaction Report.

Also, the description for the Transactions has been modified to reflect the actual description of the entry which corresponds to the data format in the Banner Finance Detail Transaction History.

To view the detail for the budget, Year to Date Expenses, Encumbrance, or Reservation for a particular account, just point and click on the corresponding column/amount. This will display the Summary Year to Date Transaction Report and display the account description.

When drilling down on the budget field, please note if no budget transfers were made, the Budget detail will only include one line which reflects the Board Approved Budget.

For Invoices, Encumbrances and Requisitions, which are Document Codes Beginning with an I(Invoice), P(Purchase Order) or R(Requisition), respectively, you can drill down further(from the Transaction report) to view the original document.

Document Codes (most frequently used):  
Fxxxxxxx Feeds from Banner Student, HR, or Alumni modules
Ixxxxxxx Invoice
Jxxxxxxx Journal Entry
Pxxxxxxx Purchase Order
Rxxxxxxx Requisition
Rule Class Codes (most frequently used)  
Budgets  
BD01 Original Board of Trustees approved budget
BD02 Restricted Budget Adjustment
BD03 Unrestricted mid-year budget adjustment
UBD3 User keyed Unrestricted mid-year budget adjustment
Invoices  
CHS1 Transactions through Bursar's Office or Banner Student Charges
Exxxx Encumbrances
INNI Invoice without Encumbrance
INEI Invoice with Encumbrance
Jxxx Journal Entry
JGNL Payroll Payment
Encumbrances  
PORD Purchase Order
Reservation  
REQP Requisition

Save a Frequently Used Query:

When frequently viewing the same department budget query status, you can save the departmental information and rename the query to eliminate typing in the INDEX/ORG. For example, you view only one departmental budget, follow steps 1 through 8 above, when you reach the parameter selection, type in the INDEX number and tab to Save Query as box, here you can rename your query to include the department name, such as "Budget Department Budget Query". Proceed with the remaining steps.

To retrieve the query you saved, in Step 7, instead of retrieving one of the Budget Query Templates, select the query you named and click on retrieve query. The Fund, ORG, Program and if applicable, Activity and Location fields will be populated. Please note the Fiscal Year and Fiscal Period information you was also saved; therefore, to look up another Fiscal Year and/or period, just make the change before clicking on 'submit query'.

Download Budget Query to a Spreadsheet Format

This feature allows you the capability to download your budget information - Fund, ORG, ORG Title, Account, Account Title, Program, Fiscal Year, Adjusted Budget, Year to Date Expenses/Revenue, Commitments, and Available Balance to an excel spreadsheet format.

  1. Follow Budget Query directions through to the Organization Budget Status Report by Account.
  2. Click on the "Download All Ledger Columns" icon
  3. A message box titled Unknow File Type will appear, click on "Save File"
  4. At this point you can choose the drive and folder(if applicablel) where you want to save the information. You can also change the file name.

To open up the budget information in the spreadsheet format:

  1. Click on the My Computer icon on your desktop
  2. Select the drive where you saved the file
  3. Select the folder where you saved the file
  4. Double click on the file name to open up your file

OR

  1. Open up the Microsoft Excel application
  2. Select the drive and folder(if applicable) where you saved your file
  3. Select the file name to open up your file

If you experience any problems, please do not hesitate to contact: Suzanne Superka, extension 97184, suzanne.superka@villanova.edu or
Kathy McGinley, extension 94530, kathleen.mcginley@villanova.edu

Warning

Do not share your PIN number as it will allow access to your personal and salary information in the WEB for Employees. For security measures, the system will automatically log you off after 60 minutes. Please remember to log off if you leave your desk to secure your account access.