Add Expenditure Ledger Entry Page for Employees

Use this page to add a new ledger account to the Expenditure Ledger in Budget Preparation.

While you are adding a ledger account, you can use the Notes item to itemize the account's individual components or to enter notes.
Once added, a ledger account can be accessed and updated in the Expenditure 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

From the Budget Preparation menu, select Entry and Processing. From the Budget Preparation menu, select Budget Entry. In the Expenditure section, select Requested, then Add New.

Add Expenditure Ledger Account Records

From the Budget Preparation menu, select Entry and Processing.
From the Budget Preparation menu, select Budget Entry.
Click Requested in the Expenditure section to display the Expenditure Budget Process - Requested page.
Click Add New.
Complete the page's fields.
- Click Notes on the toolbar to itemize the account's expenses or to enter notes. For information, refer to Notes Page.
Leave the Continuous checkbox selected if you are adding two or more accounts. Clear the field if you only want to add one account.
Click OK to save the record.

If the Continuous checkbox is selected, the Add Ledger Entry page refreshes so you can add the next record. Otherwise, you return to the Expenditure Budget Process page.

Fields

Fields	Description
*Budget Unit*	Code for the low-level Organization Chart record to use for this Expenditure Ledger account. This field is verified against Budget Preparation Organization Chart at the lowest level in your reporting structure. The field name is defined in your Budget Preparation Profile. This field is not displayed if the Full Account Format option is enabled in the Budget Preparation profile. The Full Account Format option is available in versions 22.4 and later.
Account	Code for the expenditure account to use for this ledger record. Enter an account from the Expenditure range defined in your Budget Preparation Profile. This field is verified against Budget Preparation Account List. This field is not displayed if the Full Account Format option is enabled in the Budget Preparation profile.
Account Number	22.4 and later. If the Full Account Format option is enabled in the Budget Preparation profile, enter the full account number based on the format defined in the Budget Preparation Profile Translation page.
(Ledger) Title	22.4 and later. The Ledger Title may be comprised of the Budget Unit and Account titles but can be edited by a user.
Budget Budget Unit	Key organization tied to the budget control Expenditure Ledger account for the record you are entering. This only applies if you use parent-child accounting. Otherwise, you may use the organization that defaults from the Budget Unit field. Parent-child accounting refers to a system where you use parent (or control) Expenditure Ledger records to track the expenditures for groups of child ledger accounts. Each parent provides a total of all expenditures recorded in its associated child ledger accounts. This field is not displayed if the Full Account Format option is enabled in the Budget Preparation profile.
Budget Account	Code for the expenditure account tied to the budget control Expenditure Ledger account for the record you are entering. The budget unit and account combination must exist in Budget Preparation Expenditure Ledger. If you are not using a budget control account for this Expenditure Ledger record, keep the default values, which are the same as the budget unit and account codes entered in the first two fields. This field is not displayed if the Full Account Format option is enabled in the Budget Preparation profile.
Budget Account Number	22.4 and later. If the Full Account Format option is enabled in the Budget Preparation profile, enter the full account number based on the format defined in the Budget Preparation Profile Translation page.
Budget Control (Ledger) Title	22.4 and later. The Budget Control Ledger Title may be comprised of the Budget Control Budget Unit and Account titles but can be edited by a user.
Freeze	Selection determining the approval level where the ledger account 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. However, you can still update frozen ledger accounts in the Expenditure Budget Process windows for the Requested, Recommended, Approved, and Future Year levels.
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 following updates occur when you run the New Budget Year extraction, based on history records in Fund Accounting and Budget Preparation: 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 Budget Preparation record for the current fiscal year. The Prior Year and 2nd Prior Year Budget in the current year 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 expenditure amounts, if any, for this ledger account in each of the past three fiscal years. Decimal/12,2 The following updates occur when you run the New Budget Year extraction, based on history records in Fund Accounting and Budget Preparation: Prior Year Actual equals the total expenditures 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 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, if any, for this Expenditure Ledger account in the current fiscal year. Decimal/12,2
Current Year YTD	Actual year-to-date expenditure amount, if any, for this Expenditure Ledger account. Decimal/12,2
Current Year Estimate	Projected expenditures for the current fiscal year based on the Current Year YTD figure and percentage of the year completed. Decimal/12,2 The system calculates this when the Apply Budget option is run at the Requested Level. For information, refer to Apply Budget Option.
Requested Base	Core expenditures budgeted for this ledger account in the upcoming year at the first standard approval level. Decimal/12,2 A base expenditure is any amount that was also included in last year's budget. The requested level signifies the expenditures requested for the new year. You can enter the amount, or it can be system-calculated with the Apply/Move Budget option. For information, refer to Apply Budget Option.
Tip	You also can use Notes on the toolbar to update this field. For information, refer to Notes Page.
Requested New Program	Expenditures your department is requesting for next year that were not included in last year's budget. Decimal/12,2
Recommended Base	Core expenditures budgeted for this ledger account in the upcoming year at the second standard approval level. Decimal/12,2 A base expenditure is any amount that was also included in last year's budget. The recommended level signifies the expenditures that have gone through the first standard level of approval.
Recommended New Programs	Expenditures for this ledger account that were not included in last year's budget and have gone through the first standard level of approval. Decimal/12,2
Approved Base	Core expenditures budgeted for this ledger account in the upcoming year at the final standard approval level. Decimal/12,2 A base expenditure is any amount that was also included in last year's budget. The approved level signifies the expenditures that have gone through final approval and are ready for posting to Fund Accounting.
Approved New Programs	Expenditures for this ledger account that were not included in last year's budget and have 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 enter the amounts, or they can be system-generated using the Budget Administrator Apply/Move Budget option. For information, refer to Apply Budget Option.