Update Expenditure Budget - Administrator Page

This is the main page associated with the Display Budget option in the Budget Administrator center's Expenditure section. The page has two sections: Search Criteria and Worksheet. The worksheet lets you view and update budget data for the ledger accounts selected in a search.

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

• Add Expenditure Ledger accounts.

• Delete accounts that are not needed.

• Access and update existing records in the Details page.

• Add notes or itemize accounts in the Notes page.

• Print the data from the worksheet.

Important

Finish importing your data before deleting any Expenditure Ledger accounts. This way, you can avoid re-extracting data that is not needed.

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

Action Bar Item

After you search for and list records in the Update Expenditure Budget - Administrator page's worksheet, the following items display on the Action Bar:

Navigating the Worksheet

Use the following keystrokes to move within the worksheet:

• Up or Down Arrow: Moves you up or down by one row within a column.

• <Tab>: Moves you to the next column in a row, then to the next row.

• <Shift + Tab>: Moves you to the previous column in a row.

• Page Up or Page Down: Displays the next or previous page of accounts.

Using the Worksheet

The Update Expenditure Budget - Administrator page's worksheet is designed so you can quickly move from one ledger account to the next, updating the budget figures along the way. The worksheet displays the following data for each ledger account:

• Budget amounts saved at the Requested, Recommended, Approved, and Future Year levels.

• Codes and descriptions for the ledger account's Organization Chart and Account List records.

• Approval level where the ledger account's budget figures are frozen.

Applying Budget Projections

You can apply budget projection percentages to your Expenditure Ledger accounts if these percentages are established in the Organization Chart and Account List. To do so, use the Apply/Move Budget option in the Budget Administrator center's Expenditure section.

This option lets you apply budget increases and decreases to selected ledger accounts at the Requested, Recommended, or Future Year level. You also use this option to move budget figures from the Current Year field in the expenditure budget worksheet to the Requested field.

For information, refer to Apply Budget Option.

Moving Budget Figures

You also use the Apply/Move Budget option to copy ledger account data from one set of approval level fields to the next in the expenditure budget worksheet. For example, you can copy data for selected ledger accounts from the Requested level to the Recommended level or from the Recommended level to the Approved level.

For information, refer to Move Budget Option.

Displaying Iteration Data

Above the worksheet, the system displays the current iteration and phase loaded at each standard approval level for the account currently being accessed. The iteration information only appears if records are set up in Budget Preparation's Iterations and Phases tables.

Note the iteration data can change from account to account if there are different iterations loaded for different accounts.

Saving, Loading, and Editing Iterations

The Budget Administrator center includes the following options for working with iterations at the Requested, Recommended, and Approved levels:

• Save Iteration - Enables you to save selected accounts to an iteration.

• Load Iteration - Enables you to load selected accounts from an iteration.

• Edit Iteration - Enables you to change selected accounts within an iteration.

For information, refer to Iteration Options.

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 Expenditure Ledger records

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

2. Click Display Budget in the Expenditure section to display the Update Expenditure Budget - Administrator 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 Details on the Action Bar to display the Details 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 Expenditure Ledger records

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

2. Click Display Budget in the Expenditure section to display the Update Expenditure Budget - Administrator 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 Expenditure Budget List report

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

2. Click Display Budget in the Expenditure section to display the Update Expenditure Budget - Administrator 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. Click OK.

5. Click Print on the toolbar.

6. In the Print window, specify how to generate the report, and then click OK. The report's default file name is budget_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 appears if there are records in Budget Preparation’s Budget Iterations and Phases tables.