Budget Reports: Operating Budgets and Grant Budgets

To view reports, you will need to go to the BI Publisher Query Report Viewer. This can be accessed via the following path: Reporting Tools > BI Publisher > Query Report Viewer

 

For Operating Reports, you will need to use “BFS_KK_B2AOP”, the Commitment Control Budget to Actual Operating Department report.

Jump to Operating Report section

 

For Grant Reports, you will need to use “BFS_KK_B2AGN”, the Commitment Control Budget to Actual Grant Department report.

Jump to Grant Report section

 

Step by Step Instructions

1. Access the Finance Pillar from the ctcLink Gateway by clicking on “Financials Self-Service”.

 

 

2. Open the NavBar by clicking on the compass icon in the upper right corner of your Finance Dashboard. The NavBar will open as a sidebar.

 

 

3. Click on the Navigator icon to open the Navigator Menu. Note: You may have more or less menu items than what is shown in the screenshots.

 

 

4. Scroll through the Navigator Menu until you reach “Reporting Tools”, and then click on that menu item.

 

 

5. Click on the menu item “BI Publisher”.

 

 

6. Click on the menu item “Query Report Viewer”. If your report is too large to run in the Query Report Viewer, then you can use the Query Report Scheduler instead. Instructions on using Query Report Scheduler can be found on the ctcLink Reference Center. https://ctclinkreferencecenter.ctclink.us/m/56086/l/526575-running-large-results-queries-schedule-query

 

 

7. Enter the name of your desired report into the textbox on the Query Report Viewer page.

Operating Report: BFS_KK_B2AOP

Grant Report: BFS_KK_B2AGN

 

 

8. After you have searched for your desired report it will appear in a list (usually with only one list item). If you have no results, then you may not have the required access to run the report and will need to follow our procedures for requesting access.

 

9. Some reports allow you to choose a format for your report. The Operating Budget Report and Grants Budget Report only have one format available (XLS – Microsoft Excel).

 

10. Click on the “View Report” link at the far right of the report list item. Note: Although the following screenshot shows the Operating Budget Report, the process is the same up to this point.

 

 

11. At this point you will need to enter in some information about the report you want to receive. The information required depends on which of the reports you want to run.

 

Operating Budget Report

 

12. For the Operating Budget Report, you will need the following information:
    1. Business Unit. For CBC, this will always be WA190.
    2. Department. This field allows you to use % as a wildcard, or you can enter in a specific Department ID.
    3. Year. This is the Fiscal Year.

 

 

13. Click OK, and then save the Excel Worksheet. Note: By default, the report name will always be BFS_KK_B2AOP. If you have other Operating Budget Reports downloaded then you will need to make sure that you change the name to prevent overwriting your other reports.

 

14. You’ve successfully downloaded the Budget Operating Report!

 

Grants Budget Report

 

12. For the Grants Budget Report you will need the following information:
    1. Business Unit. At CBC, this will always be WA190.
    2. Operating Unit. This is optional, and the only valid input for CBC is 7190.
    3. Department ID. This is optional.
    4. Project ID. This is optional.

 

 

13. Click OK, and then save the Excel Worksheet. Note: By default, the report name will always be BFS_KK_B2AGN. If you have other Grant Budget Reports downloaded then you will need to make sure that you change the name to prevent overwriting your other reports.

 

Note: If you receive an error message that says “Query Engine returns error. (228, 118)” then you may not have access to view these reports. However, sometimes ctcLink gives this error several times before allowing you to proceed. If you make several attempts and still receive this error, please submit a ticket through tshelp@columbiabasin.edu.