Inquiring on Budget Balances

Distribution

Account Inquiry Users

Finance Apps Users

Related Procedures

Inquiring on Account Balances

Inquiring on Available Funds

Inquiring on Encumbrance Balances

Performing a Budget Transfer

Ownership

The Functional Lead is responsible for ensuring that this document is necessary and that it reflects actual practice.

Account Inquiry or Finance Apps
Account Inquiry > Account
Account Inquiry

1. Choose the date range for the periods you wish to view in the Accounting Periods section.

The easiest way to enter a date in Parnassus is to type the first four characters in the field (for example, 6/03) and tab. The system will fill in the rest of the date and you do not have to choose the correct month from a list.

Enter a beginning period in the From field.

Enter an ending period in the To field.

The larger the date range entered, the more balances will be returned.

2. Select “Budget” in the Primary Balance Type section.

The default choice is "Actual".

Balances using this procedure are updated every night. Consequently balances may not be real-time.

Refer to Inquiring on Account Balances

Refer to Inquiring on Encumbrance Balances

3. Use the list-of-values in the Budget field to choose a budget to inquire on.

The Original Budget is the budget that was entered to begin the current fiscal year. The Adjusted Budget will include any adjustments that have been made to the budget since the fiscal year began. Usually, it is most helpful to inquire on the Adjusted Budget.

4. Click in the Accounts field, and the Find Accounts form appears.

5. Enter an account range you wish to view using the Low and High fields.

Entering a range of accounts allows you to narrow down which accounts you will be viewing. Since the viewing space does not provide room for viewing large lists of accounts, it is recommended to try to narrow the account list as much as you can.

If you wish to view only one account, enter the same value for both Low and High fields.

Generally Fund, Function and Division are the same for your department and it is not necessary to fill in those fields.

Click the OK button.

The accounts will display in the Accounts fields of the Account Inquiry form.

6. View the accounts that were queried using the criteria above.

7. Select an account by clicking on it.

8. Click on the Show Balances button.

If this is the first time you are using the Detail Balances form, goto task #9. Otherwise, goto task #10.

9. Open the folder entitled "Account Inquiry" owned by VBROWN and save it as the default folder.

Refer to Saving a Folder View in Parnassus

10. View activity by month for the account you selected.

The above screenshot shows that this account began the fiscal year with a balance of $1070. It also shows an adjustment to the account in September for -$500, indicating that $500 was transferred out of this account.

11. Select a month you wish to see additional detail on.

Click the Journal Details button.

If this is the first time you are using the Journals form, goto task #12. Otherwise, goto task #13.

12. Open the folder entitled "Journal Drill Down" owned by VBROWN and save it as the default folder.

Refer to Saving a Folder View in Parnassus

13. View the items that make up the budget adjustment to this account.

14. Click on an item that you wish to view more detail on.

Click the Show Full Journal button.

Drilldown is not an option here because budget transfers are entered as journals.

15. View this screen for more detailed information about the transaction.

The screenshot above indicates that $500 was transferred from this account to the 01.06.50.802.8130.000.00000 account.

Effective: 9/9/03

Revision: 1