Approved Expenditure Budget

To work with expenditure budget figures for ledger accounts at the final standard approval level, use the Approved option in the Budget Entry center's Expenditure 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 Expenditure 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 ledger accounts selected in a search.

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

Add new Expenditure Ledger accounts or delete records that are not needed.
Access and update existing records in the Details 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 Expenditure section

Action Bar Item

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

Details

Displays the Details page, which lists the full budget record for a selected Expenditure Ledger account. This page includes all the fields available in the worksheet, plus the account's other budget fields. For information, refer to Details Page.

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

Select Budget Preparation > Entry & Processing > Budget Preparation > Budget Entry to display the Budget Entry center.
Click Approved in the Expenditure section to display the Expenditure Budget Process - Approved page.
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.
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 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.
Click OK to save the record.

Deleting Expenditure Ledger records

Select Budget Preparation > Entry & Processing > Budget Preparation > Budget Entry to display the Budget Entry center.
Click Approved in the Expenditure section to display the Expenditure Budget Process - Approved page.
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.
Select the record you want to delete.
Click Delete.
In the confirmation dialog, click Yes to delete the record.

Generating the Expenditure Ledger report

Select Budget Preparation > Entry & Processing > Budget Preparation > Budget Entry to display the Budget Entry center.
Click Approved in the Expenditure section to display the Expenditure Budget Process - Approved page.
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.
Click Print.
In the Print window, specify how to generate the report, and then click OK. The report's default file name is approved_list.rpt.

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.

Fields

Fields	Description
Active Iteration/Phase	Codes identifying the iterations and phases of the account currently accessed for each of the three standard approval levels: Requested, Recommended, and Approved. If no iteration is loaded for a level, then NONE displays.
*Budget Unit*	Code identifying the low-level Organization Chart record tied to the Expenditure Ledger account. The field name is defined in the Budget Preparation Profile. Display only.
Account	Code for the Account List record tied to the Expenditure Ledger account. Display only.
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 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	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 values when the budget is posted to Fund Accounting.
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 budget approval.
Recommended New	Expenditures for this ledger account that were not included in last year’s budget and have gone through the initial level of approval. Decimal/12,2
Freeze	Selection determining the approval level where the ledger account’s 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 pages for the Requested, Recommended, Approved, and Future Year levels.
Budget Unit Title	Full description of the low-level Organization Chart record tied to the ledger account. The description also appears below the worksheet. Display only.
Account Title	Full description of the Account List record being used in combination with the budget unit to identify the ledger account. The description also appears below the worksheet. Display only.