How to export a budget status report from Banner Self Service into Excel:
1. Click on the Finance tab in Self Service
2. Click on Budget Queries
3. Leave the drop down to “Budget Status by Account”
4. Click on “Create Query”
5. Check all of the boxes for the information you want to see. Tip: “Encumbrances” are usually POs, travel on a TA, etc., “Reservations” are usually requisitions, and “Commitments” are both “Encumbrances” and “Reservations” together.
6. Click on “Continue”
7. Enter the FY you want to see
8. Enter the Fiscal period you want to see (period 14 will catch all expenses for the year even for the FY close)
9. Leave Commitment Type to “All”
10. Enter the Chart of Accounts as “J” for Jonesboro
11. Enter the Fund. Tip: putting a 1% will catch all fund types. Putting 11% will catch all operating accounts and 13% all carry forward and 14% will catch all designated fees accounts.
12. Enter the Org. Tip: putting the first three numbers of your accounts with a percent will catch all of your orgs. Example: 251% will catch all Agriculture and Technology accounts. Enter more digits the further you want to go into the org hierarchy. Example 2512%.
13. Leave all other fields blank unless you want to see just revenue (enter 55% in account), salaries (enter 61% in account), fringes (enter 62%), supplies (enter 71%), travel (enter 72%), capital (enter 73%), and transfers (81%).
14. Leave the program blank if you want to see everything. Note: If you put a program in for your FOAP as 1% as above, it will not show revenue because the program for all revenue is 0000.
15. If you want to see revenue put a checkmark in the “Include Revenue Accounts” box. If not, leave it blank.
16. Click on the “Submit Query” button.
17. You will see a list of your account criteria and information.
18. Scroll down to the bottom.
19. Click on the “Download All Ledger Columns”.
20. Click on the “Open file” button that appears in the top right hand corner of your computer.
21. You will need to delete any rows or columns you do not want on your report.
22. You will need to save your file from a csv file to an xls file by click on the save button, renaming the “File Name” and changing the save as file to “Excel Workbook (*.xlsx).
23. You can use excel to create Subtotals under the Data tab. Tip: create the first subtotal by fund (or fund title) leaving the replace current subtotals checked and create the second subtotal by organization (or organization title) leaving the replace current subtotals unchecked and create the third subtotal by account type 2 (or account type 2 title) leaving the replace current subtotals unchecked. You can collapse the subtotals to make summary sheets by clicking on the numbers (1234567) under the row cell identifier on the left side beside the column letters.