New Year Fund Rollover Table

Budget Preparation's New Year Fund Rollover table lets you identify Level 1 Organization Chart records (funds) whose numbers will be changing in the new year. The table enables you to define the new numbers to assign to the funds in your Budget Preparation database for the upcoming budget year.

Important
If your fund numbers are not expected to change in the new fiscal year, you do not need to use this table. If you do use the table to change funds for the new fiscal year, keep in mind that you cannot roll two Current Funds to the same New Year Fund.

Menu Path:  Budget Preparation > Reference Tables > Reference Tables > New Year Fund Rollover

System Processing

The following is an explanation of how the system updates fund numbers. This section also includes information on how the fund rollover affects codes for your low-level Organization Chart records.

Fund Records

The system updates fund records when you run the New Budget Year extract type in the Extract Information Option page. For each fund identified in the New Year Fund Rollover table, the system creates a record in Budget Preparation's Organization Chart.

• The Current field in the New Year Fund Rollover page identifies the existing fund in Fund Accounting's Organization Chart being updated.

• The New Year field assigns a new number to the fund in the next fiscal year. You can only enter a number that is not in use.

When you run an extraction, Organization Chart records are copied from the current year funds in Fund Accounting to the funds created for the new budget year in Budget Preparation.

Important

The rollover is intended to replace funds in the current year with funds for the new fiscal year. For example, Current funds 10, 20, and 30 would be replaced with the New Year funds 11, 21, and 31.

Low Level Organization Chart Records

The system uses the Key Organ Sum of Parts field in the Fund Accounting Profile to determine whether to change the Key Organization field for records at the lowest level of your reporting structure in the Organization Chart.

• If the Profile field is selected, then the system updates the Key Organization field for each record tied to a fund number that changed. In this case, fund numbers are included in the codes for low-level Organization Chart records.

• If the Profile field is not selected, then the system does not change codes for low-level records, even if they are tied to fund numbers that changed.

Example: If the Profile field is selected, an Organization Chart record could have the following codes assigned for Levels 1-6:

As shown, the numbers assigned to the levels combine to identify the low level record (Level 6).

To prepare for the next fiscal year, you could change fund 10 to fund 11 by entering 10 in the New Year Fund Rollover page's Current field and 11 in the New Year field. Note that 11 is not already being used to identify another fund.

When you run the Extract Information page's New Budget Year extract type, the system will create the following records for the budget year in Budget Preparation's Organization Chart:

Updating fund numbers for a new budget year

1. Select Budget Preparation > Reference Tables > Reference Tables > New Year Fund Rollover.
   The New Year Fund Rollover page displays, showing all earlier entries, if any.

2. In the Current field, select the appropriate fund from the current year's Organization Chart in Fund Accounting.

   • The field's drop-down list includes Level 1 Organization records (funds) from Fund Accounting for the current year.

   • If the list does not display any funds, then the year in the Budget Preparation Profile does not match the year in the Fund Accounting Profile. Contact your system administrator for assistance.

3. In the New Year field, enter the number to assign to the fund in the next fiscal year. You can enter up to eight characters.
   You cannot assign a number that already exists at Level 1 in the Organization Chart. In addition, you cannot enter the same New Year fund more than once.

4. Repeat Steps 2-3 for each additional current year fund that you want to update

5. Select OK to save the record.

If needed, you can change the table's entries at any time prior to running the new year budget extraction. Once data is correct in the New Year Fund Rollover table, you can run the New Budget Year extract type in the Extract Information page.