Add Project Ledger Entry Page for Administrators

Use this page to add a new ledger account to the Project Ledger.

While you are adding a ledger account, you can use the Notes item on the ribbon bar to itemize the account's individual components or to enter notes.
Once added, a ledger account can be accessed and updated in the Project Budget Process - Requested 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 Entry center's Project section, and then click Add New

Adding Project Ledger records

Select Budget Preparation > Entry & Processing > Budget Preparation > Budget Administrator to display the Budget Administrator center.
Click Display Budget in the Project section.
In the Update Project 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

Fields	Description
*Task*	Code identifying the low-level Project Ledger record that applies to this account. Your entry is verified against Budget Preparation’s Project Ledger at the lowest level in your reporting structure. The field’s title is defined in the Budget Preparation Profile.
Account	Code of the Account List record that is being used in combination with the project code to identify the account.
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 Project Budget - Administrator page.
Prior Year Budget (3rd, 2nd, and Prior Year)	Budget amounts 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 amounts 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 or revenues 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 for this Project Ledger account in the current fiscal year. Decimal/12,2
Current Year YTD	Actual year-to-date amount for this Project Ledger account. Decimal/12,2
Current Year Estimate	Projected amount for the current fiscal year based on the Current Year YTD value and percentage of the year completed. The system calculates the estimate when you run the Apply Budget option at the Requested level. For information on calculating estimates, refer to Apply Budget Option.
Requested Base	Core amount budgeted for this ledger account in the upcoming year at the first standard approval level. Decimal/12,2 A base amount is any amount that was also included in last year’s budget. The requested level signifies the amount that a department is requesting for the new year. You can enter the amount or use the Apply Budget option to calculate it. For information, refer to Apply Budget Option.
Tip	You also can use Notes on the toolbar to update this field. For information on this option, refer to Notes Page.
Requested New Program	Budgeted amount your department is requesting for next year that were not included in last year’s budget. Decimal/12,2
Recommended Base	Core amount budgeted for this ledger account in the upcoming year at the second standard approval level. Decimal/12,2 A base amount is any amount that was also included in last year’s budget. The recommended level signifies the amounts that have gone the initial level of approval. You can enter the amount or use the Apply Budget option to calculate it. For information, refer to Apply Budget Option.
Recommended New Programs	Amount for this ledger account that was not included in last year’s budget and have gone through the initial level of approval. Decimal/12,2
Approved Base	Core amount budgeted for this ledger account in the upcoming year at the final standard approval level. Decimal/12,2 A base amount is any amount that was also included in last year’s budget. The approved level signifies amounts that have gone through final approval and are ready for posting to Fund Accounting. You can enter the amount or use the Apply/Move Budget option to move the value from the Recommended level to the Approved level. For information, refer to Move Budget Option.
Approved New Programs	Budgeted amount for this ledger account that was not included in last year’s budget and has 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.