How to enter budget amendment for GL account

Owned by Knowledge Assistant
Last updated: Jul 18, 2023 by Moriah Yorkey
2 min read
Description of Issue

How can I enter a Budget Amendment?

Context

  • Budget Transfer and Amendments (BUA)

  • Accounting Entries

  • Transaction Type 5

Cause

Need to transfer in or out budget amounts for an account

Resolution

  1. Browse to Financials > Budget Processing > Budget Transfer and Amendments

  2. Add

  3. Complete required fields

    • Use help screen Field Description table as needed

  4. Accept

  5. Complete the account information for detail lines

  6. Accept

  7. Back to return to the main screen

  8. Release

    • To submit into BGA/BGT workflow, approve or reject as needed

  9. Once status is in Approved status Output Post can be selected

Additional Information

  • Amendment Types:

    • Types 1,4 = All Exp/Exp or all Rev/Rev balanced

    • Types 2,5 = Mix Exp/Rev balanced

    • Types 3,6 = one sided, anything and everything goes as long as user has Budget Role Permission to not disallow once sided journals enabled.

    • Type 7 = Exp/Rev inter-fund

    • Type 8 = Exp/Exp inter-fund (Rev/Rev is not an option for inter-fund just use type 3

  • Budget Transfer and Amendments for amendment types (1,2 and 3) require users to enter "I" Increase or "D" Decrease.  

  • Amendment types (4,5 and 6) do not use increase/decrease they just ask for an amount.  

    • Enter revised budget amount needed system will auto calculate adjustments to accomplish this amount

      • Revenue Increase (credit) transfer In / Decrease (debit) transfer out

      • Expense Increase (debit) transfer In / Decrease (credit) transfer out.

        • This means for balanced journals of Revenue/Revenue you would have balanced Increase/Decrease and the same for Expense/Expense.

        • If you have Revenue/Expense mix you could have all Increase or all Decrease but when journal posts it would be balanced debit/credit.

  • Budget Year Field:  Budget Year 1 is current year while Budget Year 2 is carry forward.

  • Whoever hits Release button is considered the Originator for workflow step 100 notification once approval process runs it course to Approved or Rejected

    • This is not the same as Entry Clerk