Adding Batch Adjustment Records
Use the Add Batch Budget Adjustments page to create new adjustment records. You can add a new batch file while entering an adjustment or add an adjustment to an existing batch, depending on your entry in the page's Control Number field.
Menu Path: Fund Accounting > Entry & Processing > Budget Ledgers > Batch Budget Adjustments > click Add New.
Action Bar Items
The page's Action Bar displays the following items:
Expenditure Ledger | Displays the Expenditure Budgets page, where you can access records in your Expenditure Ledger. For details, refer to Expenditure Budgets Page. |
Revenue Ledger | Displays the Revenue Budgets page, where you can access records in your Revenue Ledger. For details, refer to Revenue Budgets Page. |
Adding a Budget Adjustment to a New or Existing Batch File
- Select Fund Accounting > Entry & Processing > Budget Ledgers > Batch Budget Adjustments to display the Batch Budget Adjustments page.
- Click Add New to display the Add Batch Budget Adjustments page.
- In the Control Number field, enter a code to identify the batch.
- Start a new batch by entering a unique (unused) number.
- Add the adjustment to an existing batch by entering the batch's number.
- In the *Approval* field, select the approval group responsible for approving or denying the adjustment. This field only displays if you are using approvals, as determined by the Fund Accounting Profile.
- If needed, change the Period and Year fields.
You can only select the current or prior year. If you select the prior year, you must change the Period field to 13, which is only used at the end of a fiscal year. - In the *Budget Unit* and Account fields, identify the budget record to adjust.
When you complete the Account field, the record's budget data displays in the Balance Information section. - In the Description field, provide a brief description of the adjustment. Character/25
- In the Budget Adjustment field, enter the amount of the adjustment.
- To increase the value in the Current Budget field, use a positive number. For example, to increase a budget from $9,000 to $10,000, enter 1000.
- To decrease the value in the Current Budget field, use a negative number. For example, to reduce a budget from $9,000 to $8,000, enter -1000.
- Click OK to save the adjustment.
Saving a new record automatically assigns a Hold status to prevent it from being posted. For details, refer to the Batch Payable Hold Status section in Batch Accounts Payable Processing.
Fields
Detail Information Section
A batch adjustment is identified by a combination of the Control Number, Period/Year, *Budget Unit*, and Account fields. As a result, a batch cannot have two records where the data in these fields is the same.
Field | Description |
|---|---|
Entered By | Login ID of the person entering the adjustment. Display only. |
Control Number | Number identifying the batch record. Character/8 |
*Approval* | Approval group responsible for approving or denying the adjustment. This field only displays if you are using approvals, as determined by the Fund Accounting Profile. Select a group from the field’s drop-down list. |
Period | Accounting period within the fiscal year, 1-13. The current period displays by default, but may be changed if needed. Note that Period 13 is only used after the end of a fiscal year. |
Year | Four-digit fiscal year. The current year displays by default. You can change this to the prior year, but then you must also change the Period field to period 13. |
Budget Unit | Number identifying a budget unit (low organization) in the Expenditure or Revenue Ledger. If your Fund Accounting Profile is set up for full expensing, the Full Account Window page will display to enter the budget unit. For the procedure, refer to Full Account Window Page. |
Account | Number identifying the account associated with the budget unit. |
Description | Brief description of the adjustment. Character/25 |
Budget Adjust(ment) | Dollar-and-cents amount to add to or subtract from the budget unit-account’s current balance.
The budget unit-account’s balance displays in the Current Balance field of the Balance Information section, after you complete the Account field. |
Hold | Checkbox preventing an adjustment from being posted. If the box is selected (default setting), the record cannot be posted. The Hold field only displays in the Change Batch Budget Adjustments page. It does not display when you are adding an adjustment. Use the Release/Post item on the Action Bar to clear the box in the Batch Budget Adjustments page, or you change the field directly in the Change Batch Budget Adjustments page. |
Balance Information Section
The following display-only fields show current budget and balance information for the selected budget unit-account. A system-generated projected balance displays in the Adjust(ed) Balance field after you save a record. However, the balance does not take effect until you post the batch file.
Field | Description |
|---|---|
Organization Title | Title of the budget unit (low organization) entered in the Detail Information section's Budget Unit field. |
Account Title | Title of the account entered in the Detail Information section's Account field. |
Current Budget | Amount budgeted in the fiscal year for the budget unit-account. |
Expenditures Or Receipts | Total expenditures charged to the budget unit-account in the year to date. If this is a revenue budget record, the value shown is the total revenues received in the year to date. |
Encumbrance Or Receivable | Total encumbrances currently stored for the budget unit-account. If this is a revenue budget record, the value shown is the total receivables stored for the budget unit-account. |
Current Balance | Total expenditures or revenues budgeted for the remainder of the fiscal year. The system calculates the balance as follows: Expenditure Balance = Budget - (Expense Total + Encumbrance Total) Revenue Balance = Budget - (Receipt Total + Receivable Total) |
Pending Adjust(ment) | Adjustment amount currently stored in the batch record. If this is a new record, 0.00 defaults to the field. |
Adjust(ed) Sub-Total | Current balance after the adjustment is posted. The system calculates the sub-total as follows: Adjusted Sub-Total = Current Balance - Pending Adjustment |
Adjust(ed) Balance | New budget total after applying the adjustment. The balance, which displays after you enter the budget adjustment, is calculated as follows: Adjusted Balance = Adjusted Sub-Total - Budget Adjustment |