Budget Lists provide an overview of multiple budgets, at a glance, including the budget name and number, budgeted amount and remaining amount for budgets that you have ASTRA authorization for.  Users can create customized budget lists, as needed.  Some users may have a default budget list called "My Designee List" that is not editable.  Budget List reports are always as of the current date.  Note: Budget Lists only display information for budgets that you have been granted ASTRA authorization for and is not subject to open access like the Budget Summary/Transaction Summary Reports.

Creating and Editing Budget Lists

There are two types of lists that can be created or edited by users: static, or dynamic.

  • Static lists allow users to manually enter individual budgets, or select budgets based on broader criteria. Static lists will not change unless the user changes them; static lists display an “as of” label that indicates the date last modified
  • Dynamic lists are created based on criteria such as organization code or PI and will be automatically updated, by the system, as necessary; dynamic lists display a “dynamic” label

*Note users will only see budgets displayed on their budget list that they have access to.

To Create a Static Budget List

  1. Click on the setup button in the top right corner of the screen
  2. Expand the Create/Edit my Budget Lists section
  3. Click on the Create Static List tab
  4. Select the list criteria in step 1
    (Note: When using organization code, using less than ten digits will display more budgets than using all ten digits of an organization code. For instance, 304 will display more budgets than 3040000000)
  5. Click on add & review
  6. Verify that the budgets appearing are correct
  7. Name & Save the list in steps 2 and 3

To Create a Dynamic Budget List

  1. Click on the setup button in the top right corner of the screen
  2. Expand the Create/Edit my Budget Lists section
  3. Click on the Create Dynamic List tab.
  4. Select the list criteria in step 1
    (Note: When using organization code, using less than ten digits will display more budgets than using all ten digits of an organization code. For instance, 304 will display more budgets than 3040000000)
  5. Name & Save the list in steps 2 and 3.

To Edit a Budget List

  1. Click on the setup button in the top right corner of the screen
  2. Expand the Create/Edit my Budget Lists section
  3. Click on the Edit Existing List tab.
  4. Select a list to edit from the dropdown menu
  5. Edit, Rename, or Delete the list by clicking on the appropriate button

To View the Budget List Report:

  1. Select Budget List from the Reports dropdown menu
  2. Select a list from the View List field and click go.

Reading the Budget List Report

Read the budget list from left to right.  Click the profile link to see the complete Budget Profile report.

For each budget included on the Budget List report, the Budget Number and Budget Name are displayed; click on the budget number or name to see the Budget Summary report for that budget.

Start Date and End Date are included for each budget.

The Budgeted Amount column displays the amount originally budgeted; for some budgets, there may not be an originally budgeted amount and so this column will be blank.

The Total Transactions displays the amount of total expenditures since the budget start date.

Encumbrances and Open Balances displays the remaining encumbered amount and the remaining amount of open balances from Ariba.

Remaining Budgeted Amount shows the budget balance for State and Grant budgets.

Finally, the % Spend and % Period indicate the percentage of budgeted amount that has been spent, and the percentage of the budget period (based on start and end dates) that has passed.

The Total line is a sum of each column.

 

Need more information? Check out the Creating a Dynamic Budget List eLearning.