Post Budget

Use the Budget Administrator center's Post Budget option to post your Expenditure, Revenue, and Project ledger budgets to the PowerSchool ERP Fund Accounting System. As part of the posting, you can:

Create new ledgers for the budget year.
Post budgets to either new or existing ledgers.
Update account titles in Fund Accounting's Account List.

Menu Path: Budget Preparation > Entry & Processing > Budget Preparation > Budget Administrator > click Post Budget in the Budget Administrator center's Actions section

Prerequisites

Before running the Post Budget option:

Finalize your Expenditure, Revenue, and Project ledger budgets through the Approved level.
Run the following Reports > Budget Preparation options: Final Expenditure Budget, Final Revenue Budget, and Final Project Budget. Review the reports, correct any errors, and then re-run the reports as needed.
Verify that the Year field in the Budget Preparation Profile matches the year of the budget being posted.
Verify that all other users are out of the system.
Run the following Year End options in Fund Accounting:
Start New Year Procedures
Create New Year Ledgers (for all the ledgers that apply to your system)
Back Up Fund Accounting to Disk
Update Ledgers

Verify that a backup of your database has been run.

Cautions

Following are cautionary measures that demand particular attention before you post your new year budgets:

Creating New Ledgers	Because you can create new year ledgers multiple times, we strongly recommend that you run the create function either just before or as part of the posting, even if you previously created the new ledgers. This ensures that the ledgers and tables (Organization Chart, Account List, and Project List) will have the most up-to-date changes from Budget Preparation.
Posting Ledger Budgets	You can only post the expenditure, revenue, and project budgets one time per budget year. Therefore, before posting, you must verify that the backup of your Fund Accounting database has been run. If the posting produces unexpected results, you can restore the database, make changes in Budget Preparation, and then re-run the Post Budget option.

System Processing

When you run the Post Budget option, the system

Creates ledgers in Fund Accounting for storing your new year budgets.
Updates account titles in Fund Accounting's Account List based on changes made in Budget Preparation.
Posts budget amounts to accounts in the new ledgers. The amount posted to each account is the total of the account's Approved Base and Approved New values in Budget Preparation.
Creates audit trail entries in Fund Accounting's Transaction table. The entries can be identified by the following transaction codes:
11 - Post Expenditure Budgets
12 - Post Revenue Budgets
15 - Post Project Budgets

Updates the following General Ledger fields:

	Credited	Debited
Expenditure Ledger	Expenditure Budget Control	Budget Fund Balance
Revenue Ledger	Budget Fund Balance	Revenue Budget Control

Posting ledger budgets

Verify that a backup of your database has been run, and complete all other prerequisites.
Select Budget Preparation > Entry & Processing > Budget Preparation > Budget Administrator to displays the Budget Administrator center.
Click Post Budget in the center's Actions section.
In the Post Budget page's Create and Post sections, select the appropriate checkboxes.
- You can run the Create and Post options separately.
- You can run the Create options as many times as needed.
- You can only run the Post option for a particular ledger one time.
Click OK.
In the first confirmation dialog, click Yes to begin creating the ledger indicated.
In the second confirmation, click OK.
Repeat Steps 6-7 for each ledger indicated.
When all ledgers are created, a confirmation dialog displays asking if you backed up your database.
- Click Yes to post your ledgers. Continue to Step 10.
- Click No to end the process. Backup your database, and then repeat the posting procedure.
After each ledger is posted, a confirmation dialog displays. Click OK to post the next ledger. Repeat this step for each additional ledger.

Fields

Following are descriptions of the fields in the Post Budget page’s Create and Post sections.

Fields	Description
Create Section	The following fields are used to create ledgers and update account titles, based on information stored in Budget Preparation.
Create Expenditure Ledger	Checkbox for indicating whether to create the new year Expenditure Ledgers in Fund Accounting. Select the field to create the new ledgers.
Create Revenue Ledger	Checkbox for indicating whether to create the new year Revenue Ledgers in Fund Accounting. Select the field to create the new ledgers.
Create Project Ledger	Checkbox for indicating whether to create the new year Project Ledgers in Fund Accounting. Select the field to create the new ledgers.
Update Account Titles	Checkbox for indicating whether to update the titles of records in Fund Accounting’s Account List with the titles stored in Budget Preparation. Select the field to update the titles.
Post Section	The following fields are used to post budgets for selected ledgers and update account titles, based on information stored in Budget Preparation.
Post Expenditure Ledger	Checkbox for indicating whether to post the Expenditure Ledger budgets to Fund Accounting. Select the field to post the budget.
Post Revenue Ledger	Checkbox for indicating whether to post the Revenue Ledger budgets to Fund Accounting. Select the field to post the budget.
Post Project Ledger	Checkbox for indicating whether to post the Project Ledger budgets to Fund Accounting. Select the field to post the budget.
Update Account Titles	Checkbox for indicating whether to update the titles of records in Fund Accounting’s Account List with titles stored in Budget Preparation. Select the field to update the titles.