Steps
to Complete Batch Options for BudgetsFrom the General Ledger screen, select the Data Entry menu and then Budgets.
If a batch already exists, the Budget Batch Search screen will appear. To continue adding budget entries to an existing batch, select the desired batch by double-clicking on the batch description; otherwise, to enter a new batch, click the New Record button and then complete the batch options. If a batch does not exist, the batch options screen will appear immediately in order to create a new batch.
Steps
to Complete Batch Options for Budgets
The Budgets screen will appear for the selected budget batch. The description for the selected batch will appear in the title bar, and if the Recurring Entries field is selected for the batch, Recurring Batch will appear after the batch description.
Select the Options menu and then Budget Transfer Options.
On the Budget Transfer Options screen, enter the ending date of the desired fiscal year for which amounts to post into the budget batch in the Fiscal Year End Date field, if applicable. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. The ending date of the previous fiscal year as based on the Processing Month for the batch will appear here as the default, but can be changed.
Note: The Fiscal Year End Date field is disabled if Batch or Zero is selected in the Amount to Use field (below).
Enter the type of amounts (Actual, Batch, Budget, Budget Balance, or Zero) to transfer into the budget batch in the Amount to Use field, or click the down-arrow button to select the correct one. To post the actual year-to-date amounts for the specified fiscal year into the budget batch, enter Actual. To post the budget figures for the specified fiscal year into the budget batch, enter Budget. To post only the remaining budget balance amounts (if applicable) for the specified fiscal year into the budget batch, enter Budget Balance. To post only the account numbers into the budget batch without any amounts, enter Zero. To increase or decrease the account numbers already entered into the batch by a certain percentage, enter Batch.
Complete the Transfer Options List as follows:
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
In the blank line (indicated with an asterisk), enter the description for the account type (Expenditure or Revenue) of the account numbers to bring into the batch in the Structure Type Description field, or click the down-arrow button to select the correct one.
The account structure as defined within your database for the specified account type will appear in the Account Type Mask field with Xs as placeholders for each reference piece of the account number. To only bring in ranges of account numbers into the batch, such as only the revenues in a certain fund, edit the mask in the Account Type Mask field as desired. When entering a mask, be sure to follow the account structure defined for your organization, key spaces between the account dimensions, and use Xs for placeholders.
Note: If using masks to transfer ranges of account numbers, be sure the last line for each account type (revenues and expenditures) contains all Xs so the remainder of the accounts will be brought into the budget batch if needed.
If desired, to only bring in the account numbers of the specified account type and with the designated mask from a particular account group, enter the ID for the account group in the Account Group ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If applicable, enter the percentage to change the amounts by when bringing them into the budget batch in the Percent field. For example, to increase the amounts by 2%, enter 102 in the Percent field. To decrease the amounts by 1.5%, enter 98.5. To post the exact amounts without any change, enter 100.
Note: The Percent field is disabled if Budget Balance or Zero is selected in the Amount to Use field.
If desired, enter a description to use for the entries brought into the batch in the Transaction Description field. The description can be up to 40 characters long. Leave the field blank to use the default description of "Budget Entry".
Note: The Transaction Description field is disabled if Batch is selected in the Amount to Use field.
If applicable, repeat these steps until all the selections for the transfer options have been entered.
Click the Execute button.
When prompted, click Yes to continue the process.
A message will appear when the process is completed; click OK.
Make any changes if desired.
Note: If entries had been made in the budget batch before the Budget Transfer Options option was completed, those existing entries were not added to the ones made by the transfer and are listed separately on the screen (and report).
Steps
to Correct a Budget Entry
If desired, multiple budget entries can be made to the same account number in order to specify multiple descriptions and amounts by utilizing the Add Another Entry For This Account option.
Steps
to Add Another Entry For This Account
If desired, the budget entries within the batch can be rounded up to the next whole dollar by completing the Round Up Budget option.
Once all the budget entries have been entered, print a listing and post the batch.
Note: The total of all the budget entries for revenues and expenditures for each fund and a total of all funds are displayed on the screen.