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Perform a basic budget query

Self Service Budget Development

Performing a basic Budget Query using Employee Self Service:

Introduction - This document is designed to help walk you through the process of performing a basic budget query using Go West Employee Self Service. It does not detail every available function, but will take you through the process we think most people will use the most often. If you need help with different or more advanced features, please contact Randy Nehls (x6729)

First, you will need to log into your Go West Employee Self Service account (for instructions logging in, please see: http://www.coloradocollege.edu/helpdesk/gowest/gettingstarted.htm).

Once logged in, select the "Finance" category:

Select the first option in the list, "Budget Queries":

In the "Type" section, select "Budget Status by Organizational Hierarchy":

Click "Create Query":

Check the boxes corresponding to which columns you would like the query to display. Most budget queries will probably be done using the boxes checked as shown below:

Next, you will want to select the Fiscal year on which you'd like to view information (2005 is the '04-'05 Fiscal Year, 2006 is the '05-'06 Fiscal Year, etc.), and which Fiscal period ("01" is July, "02" is August, "03" is September, etc.) Then enter the appropriate information for "Chart of Accounts," (it should always be "T") "Fund," and "Organization." (Look the "Go West Information" Outlook Public Folder for a listing of these codes). When finished, click "Submit Query" to view the results (all the fields circled below are required):

*TIP* If this is a query you will use often, you can save it by typing a name in the "Save Query as:" field for quicker access in the future. This is recommended but not required.

The Query will then list all applicable information. Click on the appropriate Organization code on the left side to drill down to more specific information:

Click on the Account Type Category for which you'd like to view more specific information:

Click on the more specific Account Type to drill down even further:

Now that we're at the most specific account types, click on the "Year to Date" to view the specific PO 's and Invoices:

In this most specific view, you can see the date, name of the vendor and exact charge for each transaction:

We recommend that you save your query, and then select "Another Query" to return to the main menu so that you can exit safely.

*TIP* To view a saved Query, select it from the list of Saved Queries instead of creating a new one:

How to query in self service:

Click on the organizational tab to query for an organization number

Type in name or organization and click on Execute Query tab. This query is case sensitive. You can use the “Wildcard “ function by using the % sign. For example: %Business%.

Click on Exit without Value tab and enter the number into the organization box in the query build

If you have any questions about performing a budget query, please contact Randy Nehls at x6729.

For general questions about Go WEST Employee Self Service (or if you cannot log in), please see our help page at: http://www.coloradocollege.edu/helpdesk/gowest/ or contact the Help Desk at x6449

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