Expenditures Transactions Page

Use the Transactions page to search and display transactions associated with an expenditure budget record. The List section displays the following data on each transaction:

• Transaction Date

• Fiscal Period

• Transaction Code

• Purchase Order Number

• Description

• Budgeted Amount

• Expenses to Date

• Encumbrances to Date

Select a transaction to display the Transaction Detail page, where you can review complete information on the transaction. If the transaction is a purchase order, journal entry, or payroll record, you can access additional pages for more information on the transaction.

Menu Path

From the Fund Accounting menu, select Entry & Processing. From the Budget Ledgers menu, select Expenditure Ledger. Perform a search, then select an account item from the List section and click Accept. The Transactions page appears.

Transaction Codes

The Fund Accounting system processes and stores a wide range of transactions. The types of transactions are identified by the following codes:

11 - Original Expenditures Budget
12 - Original Revenue Budget
13 - Adjust Expenditures Budget
14 - Adjust Revenue Budget
15 - Original Project Budget
16 - Adjust Project Budget
17 - Add Encumbrance
18 - Change Encumbrance
19 - Journal Entry
20 - Manual/Void Check
21 - Accounts Payable Check
22 - Payroll Transaction
23 - Add/Change Receivable
24 - Post Receipts
25 - Expenditure Budget Transfer
26 - Revenue Budget Transfer
27 - Project Budget Transfer

Display Expenditure Transactions for a Selected Account

1. Open the Expenditure Budgets page.

2. In the Selection Criteria section, enter criteria to identify the records to list, and then click Search. To run an advanced search, click the Advanced Search button.

3. Select a record, and then click Accept. The Transactions page appears.

4. To list transactions associated with the record, enter criteria in the Search Criteria section, and then click Search.

5. To display the Transaction Detail page, select a transaction, and then click Accept.

   • Review complete information on the transaction. Click Back to close the page.

   • Click View Attachments to attach documents to the transaction and review existing attachments.

   • Click Notes to review notes related to the transaction.

   • Click More Info... to display additional information on the transaction. This action bar item only applies to transactions related to a journal entry, payroll charge, or purchase order, in which case one of the following pages displays:

     • Journal Entry Information Page - Displays the debits and credits associated with a journal entry.

     • Payroll Transactions Page - Displays basic information on a payroll transaction that includes the employee number and name, pay date, distribution, net pay amount, and check number.

     • Purchase Order Detail Listing Page - Displays a list section at the bottom of the page that shows a purchase order's line items. Two additional items display when you access this section: Consolidated and Change Orders.

   • Click Approval Status to display the Approval Status page. This Action Bar item only applies to transactions that have gone through the approval process in one of the following options: Batch Budget Adjustments, Batch Budget Transfers, Post Accounts Payable, Batch Accounts Payable, or Standard Payables. It does not apply to purchase orders and other types of transactions.

Export Expenditure Budget Transactions for a Selected Account to Excel

PowerSchool ERP 23.10 and later

You can export the transaction list to Excel. The file includes the information displayed in the header and list sections of the Transactions page, including the Budget Unit and Account (when not using full account structure) or Account Number (when using full account structure) and Budget Control information.

1. Open the Expenditure Budgets page.

2. In the Search Criteria section, enter criteria to identify the records to list, and then click Search. To run an advanced search, click the Advanced Search button.

3. Select the account, and then click Accept. The Transactions page appears.

4. In the Search Criteria section, enter criteria to identify the records to list, and then click Search.

5. Click Print. There is no Print dialog. an Excel report is generated. The default file name is ExpenditureList.xlsx.