Load Expenditure Iteration

Use this option to copy iteration data into the expenditure budget worksheet at any of the three standard approval levels. You select which ledger accounts are updated. The system updates the Base and New amounts for the standard approval level you pick.

• After you load iteration data, you can view the updated ledger accounts using the Display Budget option.

• When you load iteration data, the system overwrites the current budget amounts in the expenditure worksheet for the selected ledger accounts at the approval level you chose. This happens even if the ledger account is frozen at the specified level.

• If you want to work with iteration data without loading into the live expenditure budget worksheet, you can use the Edit Iteration.

• If you need to load iteration data for ledger accounts that have not been saved in the live expenditure worksheet, use the Clear Iteration item on the ribbon bar as described in this section.

Menu Path:  Budget Preparation > Entry & Processing > Budget Preparation > Budget Administrator > click Load Iteration in the Budget Administrator center's Expenditure section

After you select the ledger accounts and the standard approval level where the iteration data will load, the system checks the selected records to see if they have been saved since data was last loaded. This feature prevents you from unintentionally overwriting someone else's work.

If the selected records have not been saved to an iteration, the system stops the load procedure. At this point, you can either use the Save Iteration option to save the affected ledger accounts to an iteration or you can use the Load Expenditure Iterations page's Clear Iteration item on the ribbon bar to allow overwriting the unsaved information.

This section provides procedures for loading iteration data into the expenditure budget worksheet and for clearing ledger accounts that have unsaved data.

Loading ledger data from an expenditure iteration

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

2. Click Load Iteration in the Expenditure section to display the Load Expenditure Iterations page.

3. In the Load Criteria section, enter criteria identifying the ledger accounts to include. To perform an advanced search, use the Advanced button.

4. Click OK.

5. In the Iteration Information section's Iteration field, select the iteration you want to use to store the data.

6. In the Standard Phase field, select the approval level of the data being loaded:
   D - Requested
   R - Recommended
   A - Approved

7. Click OK to load the iteration at the level specified.

Clearing an iteration for loading into the expenditure worksheet

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

2. Click Load Iteration in the Expenditure section to display the Load Expenditure Iterations page.

3. In the Load Criteria section, enter criteria identifying the ledger accounts to include. To perform an advanced search, use the Advanced button.

4. Click OK.

5. On the page's Action Bar, click Clear Iteration.

6. In the Allow to Clear page's Standard Phase Destination field, select the approval level being cleared:
   D - Requested
   R - Recommended
   A - Approved

7. Click OK.

8. In the confirmation dialog, click Yes clear the data.

9. Click OK to return to the Load Expenditure Iterations page.
   At this point, you can load iteration data for the cleared ledger accounts at the approval level specified by completing Steps 5-7 of the load procedure.