Expenditure Notes Page for Employees

You can use this page in one of two ways:

You can itemize separate expenditures in an Expenditure Ledger account's budget by entering a description and dollar amount.
You can add notes regarding the account's budget without entering amounts.

You can display the Notes page using the Notes item on the toolbar in the following pages:

When using the Expenditure Budget Process - Requested page's worksheet, point to a ledger account's row, and then click Notes.
When adding a new record in the Add Ledger Entry page or when updating an existing record in the Details page, click Notes.
You can also display the Notes page from the Expenditure Budget Process pages used for the Recommended, Approved, and Future levels. The Notes item displays in these pages after you generate a list of accounts.

Adding Notes or itemizing accounts

Display the Notes page.
In the Notes field, enter text, either as a note or to itemize an amount.
If you are entering notes without amounts, press <Tab> to skip the Amount field and display a new row. In this case, proceed to Step 4.
In the Amount field, enter a dollar-and-cents amount to correspond with your entry in the Notes field.
The system keeps a running total of the amounts in the Total Budget field at the bottom of the page.
Repeat Steps 2-3 to add as many lines as needed.
Click OK.
If you are using the Requested option, proceed to Step 6. Otherwise, your notes are saved, and the Notes window closes.
In the Update Requested Base Total checkbox:
- Select the field to replace the account's Requested Base value with the total from the Total Budget field.
- Leave the checkbox blank if you do not want to change the expenditure account's Requested Base value.
  Important
  The checkbox is not available with the Recommended, Approved, and Future Years options, in which case Steps 6-7 do not apply.
Click OK to save your entries.

Fields

Fields	Description
*Budget Unit*	Code for the low-level Organization Chart record tied to this Expenditure Ledger account. The field name is defined in your Budget Preparation Profile. Display only.
Account	Code for the expenditure account tied to this Expenditure Ledger record. Display only.
Notes	Descriptive text you are adding to the ledger account’s budget record. Character/55, each row. Use this field as follows: • If you are describing a specific expense, enter the description, and then press <Tab> to access the Amount field. • If the text is not for a specific expense, enter your notes, and then tab past the Amount field to advance to the next row in the Text column.
Amount	Amount for a specific expenditure described in the associated Text field. Decimal/12,2 • The system keeps a running total of the amounts in the Total Budget field. • If you enter text that is not related to a specific expense, then leave the associated Amount field blank. In this case, the field defaults to zero (0.00) after you save and close the Notes page.
Total Budget	Total of all values entered in the Amount column. Display only. Using the Update Requested Base Total field, you can have the system load this total into the account’s Requested Base field when you save your notes.
Update Requested Base Total	Checkbox that enables you to load the Notes page’s Total Budget amount into the ledger account’s Requested Base field. • Select the field to update the Requested Base. • Leave the checkbox blank if you do not want to update the Requested Base.
Note	This field only appears if you display the Notes page while using the Requested option. It is not available with the Recommended, Approved, and Future Years options.