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ONTRACK "MY BUDGETS" REPORTING

My Budgets thru OnTrack, established in the summer of 2007, became budget managers universal technological link to user-friendly budget management. Access to My Budgets is granted by contacting Andrea Edwards at edwardsa@elon.edu and cc: Lorraine Allen at allenl@elon.edu. "My Budgets" reports budget status, cumulative transaction activity, and available balances as well as drill-down capability for budget and transaction detail including purchase order and invoice detail. With a click of your mouse, already formatted reports can be downloaded to Excel and available thru email for saving to your hard drive.

How to browse My Budgets thru OnTrack:

Go to Elon's E-net! home page. In the top right corner in maroon, click on "Tools". Then choose OnTrack. Next click "OnTrack for Employees". Use your email login and password to "Please Log In to continue". Under Employee Profile choose "My Budgets." The Budget selection report inquiry will appear with instructions on how to query for budget and transaction detail. If you need further assistance contact Andrea Edwards at X-5262 or edwardsa@elon.edu.

Datatel Budget Manager Menu:

  1. GLMT (Account Maintenance) - Lookup capability of line items and descriptions for a specified department or division. For example: If you want to view all the line items in the department you manage, at the Budget Manager Menu (XINQ) type "GLMT" then enter. Enter the GL Account Lookup as follows: Fund (1 digit) no dash or space, Function (6 digits), and "..." (3 periods as the "lookup" prompt). Hit enter. All account items for that department specified should be listed. Use the scroll button to view complete list. When finished click the multiple disk "Save All" button to exit.
  2. GLDM (GL Account Descriptions) - Lookup capability by division, function or object. Use to see a list of all expense objects. At the Budget Manager Menu (XINQ) type "GLDM" then enter. Enter the Component Type Lookup as follows: "OBJECT" then enter. Enter the Selection value(s) as follows: for example to look up expense objects type, "5..." . Use the scroll button to view complete list. To perform another query such as to narrow the search to only objects in the supply range, click the single disk "Save" button and then "Update". Enter the Component Type Lookup as follows: "OBJECT" then enter. Enter the Selection value(s) as follows: "510..." since all supplies start with 510, or "555..." for travel objects. When finished click the multiple disk "Save All" button to exit.
  3. ENCI (GL Encumbrance Inquiry) - Lookup capability of outstanding encumbrances for a specified line item. For example: Your Department Budget Status Report shows an encumbrance total for supplies. To find out what invoices are contained in the encumbrance: at the Budget Manager Menu (XINQ) type "ENCI" then enter. Enter the Fiscal Year Lookup as follows: the Current FY or "2003" for example. Enter the Encumbered GL Account Lookup as follows: it must be the specific 12-digit account number where the encumbrance resides. Hit enter. A list of outstanding encumbrances will appear. To view details on a particular encumbrance listed, click the blue "detail" box beside the purchase order number. A blue "detail" box on any screen signifies the availability of additional details. To exit one screen at a time (if you need to review details again) click the single disk "Save" button and update. Repeat steps above if necessary to review more purchase orders. When finished click the finish button (if you exited one screen at a time) or click the mulitple disk "Save All" button to exit.
  4. XGLA (Account Transaction Detail) - Lookup transaction detail for a specified line item. At the Budget Manager Menu (XINQ) type "XGLA" then enter. The prompts are self-explanatory and you can view actual, budget or encumbrance activity. After entering in all prompts click "Update" to proceed with query. Click finish to view report. Use the scroll button to view complete page while using the left/right arrow buttons to move back/forth between pages. You can print by clicking the "Print Local" button or import to Excel by clicking the yellow folder "Import" button. Click the left red "X" box to exit the report. For assistance contact Andrea Edwards at X-5262 or edwardsa@elon.edu.
  5. XLOO (GL Lookup by Function Description) - Lookup account numbers by searching on alpha description. This is helpful when all that is known is the name or partial name of an account. At the Budget Manager Menu (XINQ) type "XLOO" then enter. Enter the Department Title Lookup as follows: Any word of the account, for example "sidewalk". Use the scroll button to view complete list. Click the single disk "Save" button and update to perform another query or click the multiple disk "Save All" button to exit.
  6. XDPT (Department Budget Status) - Lookup cumulative total, year-to-date budget status, including encumbrances, transactions and available balance. At the Budget Manager Menu (XINQ) type "XDPT" then enter. The prompts are self-explanatory. After entering in all prompts click "Update" to proceed with query. The print screen will default to "H" for hold as the output device. Click the multiple disk "Save All" button to review the report on screen. Click finish to view report. Use the scroll button to view complete page while using the left/right arrow buttons to move back/forth between pages. You can print by clicking the "Print Local" button or import to Excel by clicking the yellow folder "Import" button. Click the left red "X" box to exit the report. For assistance contact Andrea Edwards at X-5262 or edwardsa@elon.edu.
  7. XLBS (Department Transaction Detail) - Lookup transaction detail for a specified function (all line items included). At the Budget Manager Menu (XINQ) type "XLBS" then enter. The prompts are self-explanatory and you can view actual, budget or encumbrance activity. After entering in all prompts click "Update" to proceed with query. The print screen will default to "H" for hold as the output device. Click the multiple disk "Save All" button to review the report on screen. Click finish to view report. Use the scroll button to view complete page while using the left/right arrow buttons to move back/forth between pages. You can print by clicking the "Print Local" button or import to Excel by clicking the yellow folder "Import" button. Click the left red "X" box to exit the report. For assistance contact Andrea Edwards at X-5262 or edwardsa@elon.edu.
  8. XCOM (Comparative Dept Budget Report) - Lookup cumulative total budget for current year and previous year. At the Budget Manager Menu (XINQ) type "XCOM" then enter. This report is just like XDPT except encumbrances are not listed and it compares two years of budget, actual and available balance data. The prompts are self-explanatory. After entering in all prompts click "Update" to proceed with query. The print screen will default to "H" for hold as the output device. Click the multiple disk "Save All" button to review the report on screen. Click finish to view report. Use the scroll button to view complete page while using the left/right arrow buttons to move back/forth between pages. You can print by clicking the "Print Local" button or import to Excel by clicking the yellow folder "Import" button. Click the left red "X" box to exit the report. For assistance contact Andrea Edwards at X-5262 or edwardsa@elon.edu.