Approved Project Budget

To work with project budget figures for ledger accounts at the final standard approval level, use the Approved option in the Budget Entry center's Project section. With this option, you can display and update approved budget figures in a worksheet page or access the complete budget record for a ledger account in a detail page.

The main page associated with the Approved option is the Project Budget Process - Approved page. The page has two sections: Search Criteria and Worksheet. The worksheet lets you view and update budget data at the Approved level for the records selected in a search.

Through this central page, you can also perform the following actions:

• Add new Project Ledger accounts or delete records that are not needed.

• Access and update existing records in the Detail page.

• Print the data in the worksheet.

Menu Path:  Budget Preparation > Entry & Processing > Budget Preparation > Budget Entry > click Approved in the Budget Entry center's Project section

Action Bar Item

After you display ledger records, the following item becomes available on the Action Bar:

Following are the procedures for updating, deleting, and printing ledger records in the worksheet. For information on adding ledger accounts, refer to Add Ledger Entry Page.

Updating Project Ledger records

1. Select Budget Preparation > Entry & Processing > Budget Preparation > Budget Entry to display the Budget Entry center.

2. Click Approved in the Project section to display the Project Budget Process - Approved page.

3. In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.

4. Update account data in the budget fields, changing amounts as needed. For information on individual fields, refer to the Fields section.

   • Click Detail on the Action Bar to display the Detail page, which accesses an account's full budget record.

   • Click Notes on the toolbar to display the Notes page, where you can itemize an account's individual amounts or enter notes.

5. Click OK to save the record.

Deleting Project Ledger records

1. Select Budget Preparation > Entry & Processing > Budget Preparation > Budget Entry to display the Budget Entry center.

2. Click Approved in the Project section to display the Project Budget Process - Approved page.

3. In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.

4. Select the record you want to delete.

5. Click Delete.

6. In the confirmation dialog, click Yes to delete the record.

Generating the Project Ledger report

1. Select Budget Preparation > Entry & Processing > Budget Preparation > Budget Entry to display the Budget Entry center.

2. Click Approved in the Project section to display the Project Budget Process - Approved page.
   Important
   Because the Project table stores both expenditures and revenues, you may want to be selective regarding the types of accounts you include in your reports. If you include both types, the report will not show a balance but a total of the accounts listed.

3. In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.

4. Click Print.

5. In the Print window, specify how to generate the report, and then click OK. The report's default file name is approved_list.rpt.

Fields

Following are descriptions of the fields associated with the worksheet. The first description is for the display-only field directly above the worksheet. This field only displays if there are records in Budget Preparation’s Budget Iterations and Phases tables.