Budget Transfer Approvals Page

Use this page to review and approve or deny batch budget transfers at your approval level. You can also flag transfers for correction and display the Change Budget Transfers page to change transfer information, such as budget units, accounts, descriptions, and amounts.

This section discusses the use of the Budget Transfer Approvals page for reviewing transfers and processing approvals. The next section, Change Budget Transfers Page, covers the procedure for updating transfers prior to approval.

Menu Path: Fund Accounting > Entry & Processing > Budget Ledgers > Approve/Deny Budget Transfer

Action Bar Items

After you generate a list of batch files, the following Action Bar items display in the Budget Transfer Approvals page:

Approve	Approves a selected batch file and the transfers it contains. After selecting this item, you can deny, clear, or flag for correction individual transfers within the batch, using the Deny, Clear, and Needs Correction items in the Details section.
Deny	Denies a selected batch file and the transfers it contains. After selecting this item, you can approve, clear, or flag for correction individual transfers, using the Approve, Clear, and Needs Correction items in the Details section.
Approve All	Approves all batch files and the transfers they contain. After selecting this item, you can deny and clear individual batch files using the List section's Deny and Clear items.
Deny All	Denies all batch files and their transfers. After selecting this item, you can approve and clear individual batches using the List section's Approve and Clear items.
Clear	Cancels an approval action for a selected batch, changing its status to Open. This item also clears the status of transfers that are flagged for correction.
Activity	Displays a page for a selected batch that shows changes made to transfers by approvers at other levels.

In addition to these items, the following display when you access the Details section for a selected batch:

Needs Correction	Flags a transfer for correction. This changes the item’s status to Needs Correction.
Approval Status	Displays the Budget Transfer Approval Status page that provides details on actions affecting a transfer's status, such as the approver's ID, action taken, and date.
Comments	Displays the Approval Line Item Comment page, where you can enter text comments on the transfer. [Character/50]

Viewing Transfers that are Available for Approval

Select Fund Accounting > Entry & Processing > Budget Ledgers > Approve/Deny Budget Transfer to display the Budget Transfer Approvals page.
In the Approval Criteria section, complete the following fields to identify the batch files containing the transfers you want to access:
Approval Criteria Select:
A - All Items (default)
L - Approved at Lower Level
Required - Select the checkbox if you only want to display transfers that are required at your approval level. Leave the box blank to access all transfers that are available for approval.
Control Number - Identify the batch file containing the transfers you want to access. To identify multiple files, use the pipe symbol to separate control numbers, for example, 09385|09386|09388. To access all batch transfer files, leave the field blank.
Click OK to display the batch files that match your criteria, as well as the action buttons previously noted.
In the List section, select a batch to display its transfers in the Details section.
Click OK.
In the Details section, use the arrow keys and scroll bars to scroll through the transfer records from the selected batch. For details, refer to the next procedure.
Click Back to return to the List section.

Processing Batch Budget Transfers for Approval

Select Fund Accounting > Entry & Processing > Budget Ledgers > Batch Budget Transfer to display the Batch Budget Transfers page.
For details on using the Reports, Print Multiple Batches, and Print items, refer to the Generating Batch Budget Transfer Reports.
Select Fund Accounting > Entry & Processing > Budget Ledgers > Approve/Deny Budget Adjustments to display the Budget Transfer Approvals page, enter the selection criteria, then click OK to list the batch files that match your criteria.
For details, refer to Step 2 in the previous procedure.
In the page's List section, select the batch you want to process, then use the following items. Note that when you select a batch, its transfers display in the Details section. You can also access this section to review the batch's transfers by clicking OK after selecting the batch.

Approve	Approves all transfers in the batch that is currently selected.
Deny	Denies all transfers in the batch that is currently selected.
Clear	Removes an approval setting and restores the status of the batch and its transfers to Open.

You can also use the following items without selecting a batch.

Approve All	Approves transfers in all the batch files currently displayed.
Deny All	Denies transfers in all the batch files currently displayed.

After using one of these items, you can clear an approval setting for a selected batch by selecting the batch, and then clicking Clear.

Repeat Step 3 for each batch you want to process.
When you complete your approvals, as well as any changes, click OK in the Budget Transfer Approvals page.
Click Yes to display a Print page.
In the Print window, specify how to generate the report, and then click OK. The default file name of the report is postbudappr.rpt.
- The Budget Transfer Approval/Denial report shows whether the records posted successfully, required additional approvals, or could not be posted because of errors.
- In addition, the Budget Transfer Posting Errors page displays indicating results similar to those shown in the report.
Click OK to complete the process.
or
Click Print to display a Print page for generating an additional status report on the transfers you attempted to post. Select a report destination, then click OK. The Budget Transfer Approval Status report's default file name is budpoststat.rpt.