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Checking your budget or fund balance

Short, written description of how to look up your remaining fund type 100 (A1) budget or designated, gift, or endowment spending fund balance.  Word document with screen shots is here: Checking your balances

Just the words:

Checking your balances

  • Log into iO, choose Dashboards
  • Choose the Finance Dashboard

First tab Budget to Actuals

  • Enter your org. You can enter the number if you know it, or use the drop-down arrow to search based on the name.  You will need to enter your search terms, select your org, and hit apply on the right side of the screen.
  • Choose the period and use the drop-down box to change if necessary. It’s on the left under Rice.  Hit apply if you make a change.
  • The result will be a grid display with a lot of columns. Right click in the blue bar to Exclude columns you don’t want or Include columns you would like to see.
  • The Budget to Actuals tab is useful for
    • Comparing fund type 100 (formerly A1) budget to actuals
    • Seeing the YTD activity for other fund types
  • The Budget to Actuals tab is not useful for
    • Seeing your total fund balance in any fund type – go to the Fund Balance tab for that information.
  • In this screen a positive number in the lower right-hand corner indicates there is money left to spend after deducting open purchase orders and any remaining salary & fringe encumbrances.

Second tab Fund Balance Report

  • Filters work the same as the first tab.
  • If you enter filters on one tab they carry over to the other tabs.
  • Right-click to Exclude and Include columns works the same.
  • The Fund Balance Report tab is useful for
    • Seeing the total fund balance in all fund types
  • The Fund Balance Report tab is not useful for
    • Seeing the remaining budget in fund type 100 (formerly A1) or any sponsored projects, university awards, or faculty funds. Go to the Budget to Actuals tab for fund type 100 and the Sponsored Projects / Faculty Funds dashboard for projects.
  • The Period Net amount on this tab matches the Period Net on the Budget to Actuals tab. The sum of all Period Net amounts for the periods so far this year matches the Actual YTD End of Period column on the Budget to Actuals tab.
  • In this screen a negative number means credit, and credit is good.

Third tab Journal Detail

  • This tab shows the transaction level detail for your selected criteria.
  • If you click on any blue number in the first two tabs it takes you to the same information.
  • Clicking on a blue number on this tab takes you to Subledger Detail.

 

Fourth tab Accounts Receivable

  • Currently only used for certain sponsored project activity, not rolled out for campus use.

Tabs five through seven Other Information, Labor Distribution Detail, Fringe Distribution Detail

  • All of these are payroll related. If you have questions about this information, please plan to attend a payroll office hour any Thursday at 2 p.m.  The Zoom link is available at imagineone.rice.edu under Office Hours & Webinars (Events | ImagineOne | Rice University)

Tab eight Subledger Detail

  • This tab allows you to download more detailed information posted through the Payroll, Projects, or Payables subledger rather than clicking through one blue number at a time. However, I would say it is most useful for Payables information.

 

Other tips

  • For all tabs, use the export button at the bottom or the gear icon at the top to export data to Excel