Budget Maintenance

Use Budget Maintenance to maintain the various budget amounts during the budgeting process.  For example, you can enter the Department Requested fields and then the Manager Requested or Approved fields.  In addition, you can create new accounts and edit the accounts that were transferred during the Budget Update/Clear routine of the budgeting process.

Notes:  

• Because the fields Department Requested and Manager Requested are user-defined, the field names in the software may not match the documentation.  You can globally change the field names during Budget Request Table Maintenance.

• If you create new Budget Masters during this maintenance, you must also create the account during Appropriation Master Maintenance before you run Update Appropriation Masters Instructions.

• For more information about working with data in fields, see the Data Entry Guidelines.

Directions:

To see directions for...

• Opening Budget Maintenance, click More.

   

  1.  Click Fund Accounting from the Menu Bar.

  2.  Click Budgeting.

  3.  Click Budget Maintenance.
  
  Tip:  Or, use the keyboard shortcut:  [ALT] [u] [b] [m].

   

  Budget Maintenance Window Example:

  

   

• Creating a New Budget Master, click More.

   

  To create a new record choose one of these methods:

  • Enter the new Account Number and click Retrieve , or press [ENTER].
    Keyboard shortcut:  [ALT + t]

  • Or, enter the new Account Number and click File from the Menu Bar; next click New.
    Keyboard shortcut:  [ALT] [f] [n]

  Tip:  To indicate that you are building a new Budget Master, New  displays near the Account Number.  Default entries display and the first field is highlighted to let you know you can begin entering information.

   

  Budget Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Account Number	Enter the appropriation master account number for the Budget Master. (8.0 numeric)
  	To update the new or changed information, click Save or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save new or changed records.
  	To view all of the existing Budget Masters, click Search.  From the Search list you can select the record to change or delete. Keyboard shortcut: [ALT + r]
  	To display an existing Budget Master, enter the Budget Master Account Number and click Retrieve, or press [ENTER]. Keyboard shortcut: [ALT + t]
  Department	To accept the department displayed, press [TAB].  Or, enter another department description. (up to 30 characters)
  Subaccount	To accept the subaccount displayed, press [TAB].  Or, enter another subaccount description. (up to 30 characters)
  Detail Area
  Budget Last Year	Enter the budget last year amount. (-8.2 numeric)
  Expended Last Year	Enter the expended last year amount. (-8.2 numeric)
  Appropriations Amount	Enter the appropriations amount. (-8.2 numeric)
  Appropriation Adjustments	Enter the appropriation adjustments amount. (-8.2 numeric)
  Balance	Enter the budget balance, if applicable. (-8.2 numeric)
  Expended Current Yr	Enter the expended current year amount. (-8.2 numeric)
  Department Requested	Enter the department requested amount. (-8.2 numeric) Tip:  Because this field is user-defined, the field name in the software may not match the documentation.  You can globally change the field name during Budget Request Table Maintenance.
  Manager Requested	Enter the manager requested amount. (-8.2 numeric) Tip:  Because this field is user-defined, the field name in the software may not match the documentation.  You can globally change the field name during Budget Request Table Maintenance.
  Approved	Enter the approved amount that will be used to update the appropriation master account during the Update Appropriation Masters routine. (8.2 numeric)
  Handbook II Codes Note:  The following fields are Handbook II codes used primarily by school departments.  These codes provide further breakdown of budget standings.  Titles for these codes are maintained in the Handbook II Description Table Maintenance.
  Categories Area
  Project	Enter the appropriate project, if applicable. (4.0 numeric)
  Program	Enter the appropriate program, if applicable. (3.0 numeric)
  Course	Enter the appropriate course, if applicable. (6.0 numeric)
  Function	Enter the appropriate function, if applicable. (4.0 numeric)
  Object	Enter the appropriate object, if applicable. (3.0 numeric)
  Cost Center	Enter the appropriate cost center, if applicable. (2.0 numeric)
  Job Class	Enter the appropriate job class, if applicable. (2.0 numeric)
  Revenue Category	Enter the appropriate revenue category, if applicable. (3.0 numeric)
  Comment 1 -3	Enter any applicable comments about the budget master information. (up to 40 characters per line, 1-3 lines)

   

• Updating the Budget Amounts, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  1.  To display the record to be changed, enter the Budget Master Account Number and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  
  Tip:  If you do not know the Budget Master Account Number, you can click Search  to see a list of budget masters.

  2.  To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3.  Enter the data changes.

  4.  To complete the edit process, click Save , or press [ENTER].
  Keyboard shortcut:  [ALT + s]

   

• Deleting an Existing New Budget Master, click More.

   

  1.  To display the record to be deleted, enter the Budget Master Account Number and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  Tip:  If you do not know the Budget Master Account Number, you can click Search  to see a list of budget masters.

  2.  Click File from the Menu Bar, and next click Delete.
  Keyboard shortcut:  [ALT] [f] [d]

  3.  At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.

  Example:

  

   

  Note: After you click Proceed, you will see the following message on the Status Bar.