Add Expenditure Ledger Entry Page for Administrators

Use this page to add new ledger accounts to the Expenditure Ledger in Budget Preparation.

While you are adding a ledger account, you can use Notes on the toolbar to itemize the account's individual components or enter notes.
Once added, a ledger account can be accessed and updated in the Update Expenditure Budget - Administrators page's worksheet.

Ledger accounts created in Budget Preparation are posted back to the Fund Accounting System when you complete the budget process.

Menu Path: Budget Preparation > Entry & Processing > Budget Preparation > Budget Administrator > click Display Budget in the Budget Administrator center's Expenditure section, and then click Add New

Adding Expenditure Ledger records

Select Budget Preparation > Entry & Processing > Budget Preparation > Budget Administrator to display the Budget Administrator center.
Click Display Budget in the Expenditure section.
In the Update Expenditure Budget - Administrator page, click Add New.
In the Add Ledger Entry page, complete the fields.
For information on individual fields, refer to the Fields section.
Click OK to save the record.

Fields

Field	Description
*Budget Unit*	Code for the low-level Organization Chart record to use for this Expenditure Ledger account. This field is verified against Budget Preparation’s Organization Chart at the lowest level in your reporting structure. The field name is defined in your Budget Preparation Profile.
Account	Code for the expenditure account to use for this Expenditure Ledger record. Enter an account from the Expenditure range defined in your Budget Preparation Profile. This field is verified against Budget Preparation’s Account List.
(Budget) Budget Unit	Key organization tied to the budget control Expenditure Ledger account for the record you are entering. This only applies if you use parent-child accounting. Otherwise, you may use the default organization from the Budget Unit field. Parent-child accounting refers to a system where you use “parent” (or control) Expenditure Ledger records to track the expenditures for groups of “child” ledger accounts. Each parent provides a total of all expenditures recorded in its associated child ledger accounts.
Budget Account	Code for the expenditure account tied to the budget control Expenditure Ledger account for the record you are entering. The budget unit and account combination must exist in Budget Preparation’s Expenditure Ledger. If you are not using a budget control account for this Expenditure Ledger record, keep the default values, which are the same as the budget unit and account codes you entered in the first two fields.
Freeze	Selection determining the approval level where the ledger account’s budget figures are frozen. Select: N - Not Frozen D - Requested Level R - Recommended Level A - Approved Level F - Future Level When data is frozen, it cannot be overwritten with the Apply/Move Budget option. If needed, you can update frozen ledger accounts in the Update Expenditure Budget - Administrator page.
Prior Year Budget (3rd, 2nd, and Prior Year)	Budget amounts, if any, for this ledger account in each of the past three fiscal years. Decimal/12,2 The system updates these fields based on history records in Fund Accounting and Budget Preparation. The update occurs when you run the New Budget Year extraction. The system updates these fields as follows: Prior Year Budget equals the budget in Fund Accounting for this ledger account in the previous fiscal year. 2nd Prior Year Budget and 3rd Prior Year Budget are updated based on the ledger account’s Budget Preparation record for the current fiscal year. The Prior Year and 2nd Prior Year Budget in the current year’s Budget Preparation record become the 2nd and 3rd Prior Year Budget for the record generated from the extraction.
Prior Year Actual (3rd, 2nd, and Prior Year)	Actual expenditure amounts, if any, for this ledger account in each of the past three fiscal years. Decimal/12,2 The system updates these fields based on history records in Fund Accounting and Budget Preparation. The update occurs when you run the New Budget Year extraction. The system updates these fields as follows: Prior Year Actual equals the total expenditures in Fund Accounting for this ledger account in the previous fiscal year. 2nd Prior Year Actual and 3rd Prior Year Actual are updated based on the ledger account’s Budget Preparation record for the current fiscal year. The Prior Year and 2nd Prior Year Budget in the current year’s Budget Preparation record become the 2nd and 3rd Prior Year Budget for the record generated from the extraction.
Current Year Budget	Budget amount, if any, for this Expenditure Ledger account in the current fiscal year. Decimal/12,2
Current Year YTD	Actual year-to-date expenditure amount, if any, for this Expenditure Ledger account. Decimal/12,2
Current Year Estimate	Projected expenditures for the current fiscal year based on the Current Year YTD value and percentage of the year completed. Decimal/12,2 The system calculates the estimate when you run the Apply Budget option at the Requested level. For details on the calculation, refer to Apply Budget Option.
Requested Base	Core expenditures budgeted for this ledger account in the upcoming year at the first standard approval level. Decimal/12,2 A base expenditure would be any amount that was also included in last year’s budget. The requested level signifies the expenditures that a department is requesting for the new year. You can enter the amount or use the Apply/Move Budget option to calculate it. For information, refer to Apply Budget Option.
Note	You also can use Notes on the toolbar to update this field. For information, refer to Notes Page.
Requested New Program	Expenditures your department is requesting for next year that were not included in last year’s budget. Decimal/12,2
Recommended Base	Core expenditures budgeted for this ledger account in the upcoming year at the second standard approval level. Decimal/12,2 A base expenditure would be any amount that was also included in last year’s budget. The recommended level signifies the expenditures that have gone through the initial level of approval. You can enter the amount or use the Apply/Move Budget option to calculate it. For information, refer to Apply Budget Option.
Recommended New Programs	Expenditures for this ledger account that were not included in last year’s budget and have gone through the initial level of approval. Decimal/12,2
Approved Base	Core expenditures budgeted for this ledger account in the upcoming year at the final standard approval level. Decimal/12,2 A base expenditure would be any amount that was also included in last year’s budget. The approved level signifies the expenditures that have gone through final approval and are ready for posting to Fund Accounting.
Approved New Programs	Expenditures for this ledger account that were not included in last year’s budget and have gone through the final level of approval. Decimal/12,2
Important	The system combines the Approved Base and Approved New Programs values when the budget is posted to Fund Accounting.
2nd Year - 5th Year Estimate	Projected budget amounts for each of the four years following the budget year. Decimal/12,2 You can use the Apply/Move Budget option to calculate the estimates based on Future Year percentages in Budget Preparation’s Organization Chart and Account List. For information on calculating estimates, refer to Apply Budget Option.