This article contains the tasks you must perform to create a budget query. Each section outlines the query you want to perform, such as a budget quick query, encumbrance query, multi-year query, and budget by status query. Note: Refer to the My Finance Budget Query Module: Getting Started article before creating a query.

Budget Quick Query

In the My Finance Query module, you can create a quick budget query to view your budget by account, details, status, and encumbrance. In this article, you will find how to create a quick budget query. To find out how to create a budget quick query, follow the steps below:

1. Select the Finance Dashboard module link.
   
   
2. Select New Query from the My Finance Query menu.
   
   
3. Under Select Query Type, select Budget Quick Query.
   • The *Red Asterisk notes what fields are required before you submit.
     
4. Under Chart enter R Rowan University. Note: For RGI use G for Chart
5. Enter Fund, Organization, and Account (if desired). Note: To remove an account select the X in the dropdown.
    
6. Choose "All" for Commitment Type.
7. Scroll down.
8. Uncheck Include Revenue. Note: Only select Include Revenue Accounts for special program accounts; otherwise, leave it unchecked.
   

Note: If you check Include Revenue Accounts, your available balance will be displayed incorrectly in the negative. 

9. Enter Fiscal Year.
 

10. Select the Submit button.

You should now see a  quick review of your budget and available balance for each account. Note: Select the save icon in the right corner above the report to save your query. Review the Create a Saved Budget Query article to learn how to save a query. 

To create a budget status by account query and multi year query - grants only view the following sections listed below. Note: To create an encumbrance query view the article.

View the Fund Number - Budget Quick Query
You may notice that the Fund number does not appear at the top in the My Finance Query module, but the Org number does appear.

1. To view the Fund number and the other values of the query, select the i symbol (view Query Parameter) in the top right corner.
   
2. You should now see the full query details.
   
   

Budget Status by Account Query

1. Select New Query.
   
   
2. Under Select Query Type select Budget Status by Account.
   
   
   • The *Red Asterisk notes what fields are required before you submit.
3. Under Chart enter R Rowan University. Note: For RGI use G for Chart
4. Enter your Fund and Org.  Under the Account dropdown enter 7% to display budget details of non salary accounts to get an accurate balance that does not include your department's salary accounts.
   
   
   • Otherwise; leave the account field blank to view all of the accounts.  Note: To remove an item select the X in the right corner of the drop down.
5. Enter Program (optional).
   
   
6. Scroll down until you see Commitment Type. Select all.
7. Uncheck Include Revenue Account. Note: Only select Include Revenue Accounts if your department receives revenue.
   
   
8. Enter the Fiscal Year and Fiscal Period "14" (to show YTD).
   
9. Scroll down until you see Operating Ledger.
10. Check each checkbox, noting what columns to display on the report. Note: Uncheck Temporary and Accounted Budget. For a description of the budget report columns, view this article's budget report columns section or hover over the i symbol to view the description.
    

11. Select Submit.

You should now see your budget status by account. Note: Select the save icon in the right corner above the report to save your query. Review the Create a Saved Budget Query article to learn how to save a query.

View the Fund Number - Budget Status By Account Query

1. You may notice that the Fund number does not appear at the top in the My Finance Query module, but the Org number does appear. 
   
   
2. To view the Fund number and the other values of the query, select the i symbol (view Query Parameter) in the top right corner.
   
   
3. You should now see the full query details.
4. Select Ok.
   
   

View Account Information - Budget Status By Account Query

1. You can drill down to view the account information by selecting the blue hyperlink.
   
   
2. You will see a detailed transaction history. To view the document in a pdf form select the blue hyperlink under the document code.
   
   
3. To view the document history select the i tool next to the document code. 
   
   
4. You can view the history of the document such as the requisition number, and if payment was received. Select Ok when done.
   
   

Multi Year Query - Grants and Capital Project Only

The Multi-Year Query is new in the My Finance Query Module! 

Important Note:  During the transition, you can also double check your grant for accuracy in Banner 9 Administrative Pages using FRIGITD.

To look up your grant, you must use the Multi-Year Query. The Multi-Year Query is not a specific year, but this crosses all fiscal years. Therefore, you are given the grant's year-to-date information and what is happening within the budget. Note: If you have additional questions regarding your grant budget, reach out to your grant analyst in the Office of Sponsored Programs. 

1. Select New Query. 
   
   
   • The *Red Asterisk notes what fields are required before you submit.
2. Under Select Query Type, select Multi Year Query
   
   
3. Under Chart enter R for Rowan University.
   
4. Under Grant enter your G number. For example, if your grant number is 57199, enter G57199.
    
   Note: If you have a Grant number with more than one fund number, enter your Grant number under Grant and then the Fund number under Fund to view the Grant number for that Fund. The Org and Program automatically populate.
   
   
5. Scroll down.
6. Leave the Include all revenue accounts checkbox unchecked.
   
   
7. Review the month and year the grant was created. Note: The dates should auto-populate.
8. Enter the Date To if desired. Optional.
   
   
9. Scroll down until you see Grant Ledger.
10. Check each checkbox, noting what columns to display on the report. Note: Uncheck Temporary and Accounted Budget.  For a description of the budget report columns, view this article's budget report columns section or hover over the i symbol to view the description.
    
    
    
11. Select Submit.

You should now see your budget status by account for your grant.

Note: Select the save icon in the right corner above the report to save your query. Review the Create a Saved Budget Query article to learn how to save a query.

View Account Information - Multi Year Query - Grants and Capital Projects Only

1. You can drill down to view the account information by selecting the hyperlink.
   
   
2. You will see a detailed transaction history. To view the document in a pdf form select the blue hyperlink under the document code.
   
   
3. To view the document history select the i tool next to the document code.
   
   
4. You can view the history of the document such as the requisition number, and if payment was received.
5. Select Ok when done.
   
   

Capital Project Example

To look up your inception to date capital project, you can now use the Multi-Year Query. The Multi-Year Query is not a specific year, but this crosses all fiscal years. Therefore, you are given the project's inception-to-date information and what is happening within the budget. Note: If you have additional questions regarding your capital project budget, email AccountingService@rowan.edu.

1. Select New Query.
   
   
   • The *Red Asterisk notes what fields are required before you submit.
2. Under Select Query Type, select Multi Year Query
   
   
3. Under Chart enter R for Rowan University.
4. Under Grant enter your C number. For example, if your capital project number is 70505, enter C70505).
   
   
5.  Scroll down.
6. Leave the Include all revenue accounts checkbox unchecked.
   
   
7. Review the month and year the capital project was created. Note: The dates should auto-populate.
8. Enter the Date To if desired. Optional.
   
   
9. Scroll down until you see Grant Ledger.
10. Check each checkbox, noting what columns to display on the report. Note: Uncheck Temporary and Accounted Budget.  For a description of the budget report columns, view this article's budget report columns section or hover over the i symbol to view the description.
    
    
    
11. Select Submit.

You should now see your budget status by account for your capital project. Note: Select the save icon in the right corner above the report to save your query. Review the Create a Saved Budget Query article to learn how to save a query.

To learn how to view account information, view the account information section.

Budgets - Pooled Accounts

In Banner 9 Administrative Pages, the funds for most non-salary accounts will be pooled in the 7Z Non Salary Pooled Expense. This means that if you buy $100 of Educational Supplies using the account 7010, the funds will be taken from the pooled funds. As you spend money from accounts like Catering, Office Supplies, and Mileage, it depletes the total net amount in the 7Z Non Salary Pooled Expense.

Most expenses, like Office Supplies, Catering and Travel, will be included in the 7Z Non- Salary Pooled Expense account. Any accounts that will not be pooled will show as separate accounts in your budget. Some exceptions to pooled expenses included Rental, Tuition and Fees and Equipment over $5,000. The full list is on the budget website.

To see the balance of your net total go to FGIBAVL in Banner 9 Administrative Pages. FGIBAVL you can see pooled accounts under account code 7Z.

If you see a negative in the available balance column, you will still be able to place a requisition, if the net total in 7Z Non Salary Expense is not negative (you can check the 7Z account in Banner 9 Administrative Forms, FGIBAVL).

If you place a requisition for an account that is pooled in 7Z (like office supplies or catering), and there are not enough total funds in 7Z, then you will receive an error and will not be able to proceed with the requisition.

Budget Queries: Column Descriptions

Here is a description of each budget report column. Note: You can also find the description of each column if you hover over the i symbol to view the description. 

• Adopted Budget - Original budget entered by the budget department.
• Budget Adjustment - Adjustments to original budget. Includes transfers and adjustments made by the budget department and BDZ1 entries posted by the department end user.
• Adjusted budget - Current budget. Adopted Budget plus or minus Budget Adjustment.
• Year to Date - Total payments/transactions completed to date. Includes items invoiced regardless of whether a check is sent.
• Encumbrances - Purchase Orders.
• Reservations - Requisitions.
• Commitments - Total of both requisitions (Reservations) and open purchase orders (Encumbrances).
• Available Balance - Current amount available to spend.
• Accounted Budget - Same as Adjusted Budget.
• Temporary Budget - Not used at Rowan.
  
  
  
  

Banner Finance Training Resources

• Req to Check Process
• Budget Pooling Knowledge Base Article
• Rule Codes
• My Finance Query Training Videos
  • Create a Budget Query Training Video
  • Navigating the My Finance Query Module Training Video
• Encumbrance Queries
• Budget Details
• Download Budget to Excel
• Calculated Columns
• Create a Favorite or Saved Query
• Edit or Delete a Query