Support Services Knowledge Base

Self Service Financial Management

Updated

Sign into the Portal and find Student Self Service. Click on the Student Self Services link.

Use the same credentials as the Portal to log in:

Once you are logged in you will see the Financial Management tab:

Once in Financial Management, you will see the Budget to Actuals and Finance Query tabs:

“Budget to Actuals” is to be used to access revenue and expense (Actual and Budget) general ledger accounts.

“Finance Query” is to be used to access Balance Sheet account activities. Very few people outside the Finance Department have access to Balance Sheet accounts. The Finance Query process is generally the same as the Budget to Actuals process that is detailed below.

Click on each drop down window and type in the boxes  Example:

Fund: 10

Fnd.src: 1

Dept: 14002

Account: 55290

Click on Apply Filter

This screen will appear:

“Finance Query” is to be used to access Balance Sheet account activities. Very few people outside the Finance Department have access to Balance Sheet accounts. The Finance Query process is generally the same as the Budget to Actuals process that is detailed below.

Click on each drop down window and type in the boxes  Example:

Fund: 10

Fnd.src: 1

Dept: 14002

Account: 55290

Click on “Apply Filter”

This screen will appear click on the Cost Center:

This screen will appear:

When clicking on V044522 (in the Actuals section), the screen is as follows:

The Voucher screen reflects, the voucher number, invoice number, invoice $ amount, vendor number, check number (if paid), check date (if paid), invoice description, and AP type, etc.

Journal entries (JEs) are reflected by either a J (manual JE) or an X (uploaded JE). There are no JE details listed when clicking on that JE number.

Other Actuals include other General Ledger (GL) postings such as: cash receipts, sales billings/invoicing, and student refunds, etc.

Budget postings to the GL are reflected in the Budget section.

Purchase Orders are reflected in the Encumbrance section (not shown above, as it wasn’t applicable).

Each user can access Actual and Budget information for the current year (i.e. FY2022) or prior fiscal years (FY)  back to FY17. Each year is separate  click on the drop down window and select the desired FY. Each report can be exported/downloaded to a CSV file by clicking on Export arrow. Then, it can be converted to an Excel file that lists all of the transactions that are shown in the Self Service screen.

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