Expenditure Budget Process - Requested Page

This is the main page associated with the Requested option in the Budget Entry center's Expenditure section. The page has two sections: Search Criteria and Worksheet. The worksheet lets you view and update budget data at the Requested 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.
Add notes or itemize an account in the Notes page.
Print the data in the worksheet.

Important

Wait until your budget administrators finish importing data from Fund Accounting before deleting Expenditure Ledger accounts. This way, you can avoid re-extracting data you do not want

Menu Path: Budget Preparation > Entry & Processing > Budget Preparation > Budget Entry > click Requested 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 expenditure budget worksheet. For information on adding 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 Requested in the Expenditure section to display the Expenditure Budget Process - Requested 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 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.
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 Requested in the Expenditure section to display the Expenditure Budget Process - Requested 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 Requested in the Expenditure section to display the Expenditure Budget Process - Requested 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 OK.
In the Print window, specify how to generate the report, and then click OK. The report's default file name is request_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 displays if there are records in Budget Preparation’s Budget Iterations and Phases tables.

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 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. The FY fields that follow indicate the applicable fiscal year in the field's label:
FY Actual**	Actual expenditure amount, if any, for the previous year for this Expenditure Ledger account. Decimal/12,2
FY Budget**	Budget amount, if any, for this Expenditure Ledger account in the current fiscal year. Decimal/12,2
FY YTD Actual**	Actual year-to-date expenditure amount, if any, for this Expenditure Ledger account. Decimal/12,2
FY Est to Complete**	Estimated expenditures for the current fiscal year based on the Current Year YTD value and percentage of the year completed. Decimal/12,2 The system calculates the estimate when the Apply Budget option is run for the Requested level. For information, refer to Apply Budget Option.
FY 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 on this option, refer to Notes Page. The Upload Budget option can also update this field. For details, refer to Uploading Excel Spreadsheet Data.
FY Requested New**	Expenditures being requested for next year that were not included in last year’s budget. Decimal/12,2
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 on this option, refer to Notes Page.
Requested New	Expenditures being requested for next year that were not included in last year’s budget. Decimal/12,2
Current Year YTD Actual	Actual year-to-date expenditure amount, if any, for this Expenditure Ledger account. Decimal/12,2
Current Year Estimate	Estimated expenditures for the current fiscal year based on the Current Year YTD value and percentage of the year completed. Decimal/12,2 The system calculates the estimate when the Apply Budget option is run for the Requested level. For information, refer to Apply Budget Option.
Current Year Budget	Budget amount, if any, for this Expenditure Ledger account in the current fiscal year. 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.