Project Budgets Page | PowerSchool ERP

Use this page to search and list Project Ledger records. After listing the records you want, you can:

Access the Post Original Budgets page that enables you to set up new project budget records.
Delete records that have zero balances and no activity in the current year.
Generate the Project Ledger Short Listing that lists all project records.
Use Action Bar items to display pages to view budget data, adjust budgets, and transfer funds.

Menu Path: Fund Accounting > Entry & Processing > Budget Ledgers > Project Ledger

Action Bar Items

After you generate a list of budget records in the Project Budgets page, the following items display on the page's Action Bar:

Display Through...	Displays the Reset Period page to change the period for year-to-date displays and queries, but not the year. For details, refer to Resetting Periods.
Adjust Budget	Displays the Project Budgets adjustment page that enables you to adjust the annual and per period amounts for a selected budget record. For details, refer to Project Budgets Adjustment Page.
Transfer	Displays the Project Budget Transfer page to transfer funds from one project-account to another. For details, refer to Project Budget Transfer Page.
Period Balances	Displays the Period Balances page that displays expenditure and revenue data recorded for a project-account in a specific period. For details, refer to the Procedures section.

Additional Project Ledger Pages

Besides the pages mentioned in the Action Bar Items section, you can access the following from the Expenditure Budgets page:

Post Original Budgets Page displays by clicking Add New. This page enables you to set up new budget records in your Project Ledger.
Transactions Page displays by selecting a record in the Project Budgets page's List section and then clicking OK. This page provides complete data on a selected transaction. Transactions can include new budget records, accounts payable and receivable records, payroll charges, purchase orders, requisitions, transfers, and adjustments.

Deleting a Project Ledger Record

Select Fund Accounting > Entry & Processing > Budget Ledgers > Project Ledger to display the Project Budgets page.
In the Selection Criteria section, enter criteria to identify the records to list, and then click Find. To run an advanced search, use the Advanced button.
In the List section, select the record to delete.
Click Delete.
An error message displays if the record's budget does not equal zero or if the record has had transactions recorded against it. In either case, the record cannot be deleted and the process ends.
Click Yes.

Viewing Balances in the Period Balances Page

The Period Balances page displays details and totals on a selected project record.

Select Fund Accounting > Entry & Processing > Budget Ledgers > Project Ledger to display the Project Budgets page.
In the Selection Criteria section, enter criteria to identify the records to list, and then click Find. To run an advanced search, use the Advanced button.
In the List section, select the record you want.
Click Period Balances to display the Period Balances page.
Click Back to return to the Project Budgets page.

Generating the Project Ledger Short Listing Report

Select Fund Accounting > Entry & Processing > Budget Ledgers > Project Ledger to display the Project Budgets page.
Click OK to search for and list the ledger's records.
Click Print on the action bar.
In the Print window, specify how to generate the report, and then click OK. The default file name of the report is proj_list.rpt.

Fields

Search Criteria Section

The titles of the fields in this section, except Year and Account, are defined in your Fund Accounting Profile.

Field	Description
Year	Four-digit fiscal year. The Year, Project, and Account fields combine to identify the project record for a specific project-account.
*Project*	Number identifying a low organization in the Project Ledger.
Account	Number identifying the project account associated with the record. Expenditure and revenue account ranges are defined in your Fund Accounting Profile. The number you enter must be from one of these ranges.
**Project, Function, and Task**	Fields identifying a project record's reporting structure. The number of fields used in your system are defined in the Fund Accounting Profile. The reporting structure itself is set up in your Project List.

List Section

The following display-only fields show the content of a project budget record. The first three fields - Year, Project, and Account - are described in the Selection
Criteria section.

Field	Description
Budget	Total expenditures or revenues budgeted in the fiscal year for the project-account.
Period Expense Or Receipt	Total expenditures or revenues recorded in the period identified.
Total Expense Or Receipt	Total expenditures or revenues recorded in the year to date.
Encumbrances Or Receivables	Total encumbrances or receivables currently stored in the project record. An encumbrance is an amount reserved for an expenditure that has not yet been expensed. This can apply to accounts payable and payroll charges. A receivable is revenue that has been billed but has not yet been received.
Balance	Total budgeted expenditures or revenues remaining for the project-account.
Title	Title or description of the project.
Account Title	Title or description of the project account.

Revenue Totals Section

The following fields store totals in the revenue categories indicated for the project records displayed in the page's List section.

Field	Description
Budget	Total revenues budgeted in the fiscal year.
Period Receipts	Total receipts in the period identified.
Total Receipts	Total receipts in the fiscal year to date.
Receivables	Total receivables currently stored in the displayed records.
Balance	Total budgeted revenues remaining in the fiscal year for the displayed project accounts. Following is the equation determining the balance: Revenue Balance = Budget - (Total Receipt + Receivables)

Expense Totals Section

The following fields store totals in the expenditure categories indicated for the project records displayed.

Field	Description
Budget	Total expenditures budgeted for the fiscal year.
Period Expense	Total expenditures in the period identified.
Total Expense	Total expenditures in the year to date.
Encumbrance	Total encumbrances currently stored in the project records.
Balance	Total budgeted expenditures remaining in the fiscal year for the displayed records. Following is the equation determining the balance: Expenditure Balance = Budget - (Total Expense + Encumbrance)