If you are not using iterations to prepare your expenditure budget, the actual budgeting process is simply a matter of moving ledger account figures through the three standard approval levels in the expenditure budget worksheet. You can complete the entire process using just two options in the Budget Administrator center's Expenditure section:
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Display Budget |
Lets you use the expenditure ledger worksheet to view and work with individual ledger accounts. |
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Apply/Move Budget |
Lets you apply budget projection percentages to your ledger accounts or copy budget figures from one approval level to the next. |
The following steps provide a basic idea of when and how you use these options. This outline assumes you performed the preliminary data extraction, completed your reference tables, and set up iterations as described in Begin Budget Process, Reference Tables, and Budget Iterations.
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To move ledger account data into the expenditure budget worksheet's Requested fields, use the Apply/Move Budget option in the Budget Administrator center's Expenditure section. Select Apply Budget, and then select Requested Budget.
This step copies budget data from the Current Year Budget field to the Requested field. Also, it applies projected percentage increase/decrease information at the Requested level for ledger accounts that are not frozen. -
To revise budget data for individual Expenditure Ledger accounts at the Requested level, use the Display Budget option.
You can enter/revise the Requested Base and Requested New fields for the appropriate ledger accounts. You can also freeze ledger accounts to prevent them from being overwritten if projections are reapplied. -
When the budget amounts are complete at the Requested level, you are ready to copy ledger account data to the Recommended level. Use the Apply/Move Budget option. Then, use one of the following combinations of options:
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Move Budget and From Requested to Recommended: Copies data from the Requested fields to the Recommended fields for all accounts that are not frozen at the Recommended level.
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Apply Budget and Recommended Budget: Calculates Recommended fields by applying budget projection percentages from the Organization Chart and Account List to ledger accounts that are not frozen.
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To revise budget data for individual Expenditure Ledger accounts at the Recommended level, use the Display Budget option.
You can enter/revise the Recommended Base and Recommended New fields for the appropriate ledger accounts. You can also freeze ledger accounts to prevent them from being overwritten if projections are reapplied or from having their budget figures copied to the Approved level. -
When the budget is complete at the Recommended level, you are ready to copy ledger account data to the Approved level. Use the Apply/Move Budget option. Select Move Budget, and then select From Recommended to Approved.
This step copies budget data from the Recommended fields to the Approved fields for ledger accounts that are not frozen at the Approved level. -
To revise budget data for individual Expenditure Ledger accounts at the Approved level, use the Display Budget option.
You can enter/revise the Approved Base and Approved New fields for the appropriate ledger accounts. You can also freeze ledger accounts to prevent them from being overwritten. -
You can apply budget projection percentages at the Future Year level using the Apply/Move Budget option. Select Apply Budget, and then select Future Budget.
This step copies budget data from the Current Year Budget field to the 2nd Year field. It then applies projected percentage increase/decrease information to ledger accounts that are not frozen at the Future Level. -
To revise budget data for individual Expenditure Ledger accounts at the Future Year level, use the Display Budget option.
You can enter/revise the 2nd Year through 5th Year fields for the appropriate ledger accounts. You can also freeze ledger accounts to prevent them from being overwritten. -
When the budget is complete at the Approved level and you performed New Year procedures in Fund Accounting, you are ready to post your budget. Select the Post Budget option. In the Post Budget page, select the Create Expenditure Ledger field.
The system updates the Organization Chart and Account List for the new year and creates the Expenditure Ledger based on the records in Budget Preparation. -
Once tables and ledger accounts are established in Fund Accounting for the new year, you can post the expenditure budget. Again, select the Post Budget option. Then, select the Post Expenditure Ledger and Update Account Titles fields in the Post Budget page.
The system only allows you to post the expenditure budget once. The system updates Fund Accounting as follows:
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Expenditure Ledger period allocations are calculated based on Budget Preparation's Account List.
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On the General Ledger, the appropriate Budget Fund Balance accounts are debited.
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Also on the General Ledger, the appropriate Expenditure Budget Control accounts are credited.
Important
The system only allows you to post the budget once. For information on posting your budget, refer Post Budget.