Instructions for Departmental Budget Reports

You can access your budget reports at Employee Resources or at the following address: www.lycoming.edu/webadvisor/. You will need to login into the system initially using your Datatel login ID and password. Then to see your reports, you will need to use your Novell login ID and password. After logging into the system, you will be asked to identify the fiscal year you wish to review. For example, if you wish to review the 2002-03 fiscal year, you would enter "2003". Next, you will be asked to enter the department of the accounts you wish to view. The "department" is the middle six digits of a Datatel account number. If you are responsible for more than one department, you can leave this field blank and all accounts to which you have access will be requested. After entering this information, you can submit your request or reset the form if changes need to be made.

If the correct information has been entered, another screen will appear asking you to select the account(s) you want to review. Simply highlight the account (or, if you want to select more than one account, highlight and hold the "CONTROL" button while you select the other accounts).

Your next option is to select the report.

  1. GLSA (Summary Funds Availability Report)
    This report shows budgeted amount, actual, encumbrances and budget amount remaining. This report is useful in determining unused budget. (Note: Since this report factors in the effect of encumbrances on your budget, you will need to be sure that all outstanding purchase orders have been properly handled.)
  2. GLTB (Detail Transaction Register)
    This report will show, for each account selected, every transaction posted to that account for the time period selected. You will see that each line item has a transaction code associated with it. Should you have a question about a specific transaction, please look at the code listed and contact the following person:

    EP - Encumbrance - Purchasing Coordinator Ext 4367

    PJ - Cash Disbursement - Beth Bickel Ext 40257

    CR - Cash Receipt - Ali Helminiak Ext 40327

    JE - Journal Entry - Nancy Hollick Ext 40307

    PR - Payroll Entry - Tara Miller Ext 40767

    Cash Disbursement (PJ) voucher numbers are in blue and highlighted. The web allows you to bring up the supporting detail related to this voucher. Before selecting this voucher to view, you must note the voucher number. After double clicking on the voucher number, you will be prompted to input the voucher number again. Once you've done this, select "Submit Request" and the Voucher Display screen will appear. This screen provides the detailed information supporting each line item including the vendor name and address and status and dates of both the purchase order and the voucher. If the voucher has been paid, the check number will also appear. Based upon the invoice, this screen will also show a description of the item(s), quantity, unit price, invoice number and the general ledger account number(s) charged. If more than one account number was charged, the system will show the allocation.

  3. XBUD (Annual Budget Report)
    This report is similar to GLSA however it differs in that XBUD doesn't take into consideration encumbrances. This report simply compares year-to-date actual figures with the annual budget. GLSA is a more accurate report except in those instances that involve blanket purchase orders.

Miscellaneous Budget Reporting Notes

  1. All of the reports described above can be run year-to-date or for specific periods within a fiscal year. The reports can also be run for prior fiscal years/periods.
  2. The information on the Web is updated daily.
  3. When requesting a report, at least one account and report must be selected.
  4. You can print any of these reports by selecting File, Print from the toolbar.

Should you have any questions regarding web access or the specific budget reports, please feel free to call Michelle Jones at ext 4031.