Adding Batch Transfer Records

Use the Add Batch Budget Transfer page to create new transfer records. You can add a new batch file while entering a transfer or add a transfer 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 Transfer > Click Add New.

Action Bar Items

When you first display the page, the following item displays on the Action Bar:

Set Period

Displays the Set Period page, where you can change the period, fiscal year, and transaction date. You can also change the period and year when adding or changing a batch. For details, refer to Resetting Periods.

After you click OK in the Detail Information section at the top, the Action Bar displays the standard Insert Row and Delete Row items as well as the following items:

Expenditure Ledger	Displays the Expenditure Budgets page, where you can list and access records in your Expenditure Ledger. For information, refer to Expenditure Budgets Page.
Revenue Ledger	Displays the Revenue Budgets page, where you can list and access records in your Revenue Ledger. For information, refer to Revenue Budgets Page.

Adding a Budget Transfer to a New or Existing Batch File

Select Fund Accounting > Entry & Processing > Budget Ledgers > Batch Budget Transfer to display the Batch Budget Transfer page.
Click Add New to display the Add Batch Budget Transfer page.
In the Control Number field, enter a code to identify the batch. Character/8
- Enter a unique (unused) number to start a new batch.
- Enter an existing number to add the transfer to an existing batch.
In the Transfer Number field:
- If your Fund Accounting Profile is set for auto-numbering, you may accept or change the system-generated number.
- Otherwise, enter a unique code. Character/8
In the *Approval* field, select the approval group responsible for approving or denying the transfer. This field only displays if you are using approvals, as determined by the Fund Accounting Profile.
In the Description field, enter a brief description of the transfer. Character/25
Click OK.
Enter the Full Account or budget unit to charge, and then click OK. The ability to enter the Full Account is determined by the Fund Accounting Profile.
Click OK to access the Transfer Information section.

In the Transfer Information section, you must complete at least two records for each transfer, one for the budget unit/account providing the transfer (From Amount) and the other for the one receiving the transfer (To Amount). If needed, you can allocate funds from one account to two or more accounts.
Complete the following fields for each record needed for the transfer:

Budget Unit	Low organization that is providing or receiving the transfer (depending on which record you are entering).
Account	Account providing or receiving the transfer. When you enter the account, its budget data displays in the Balance Information section as a guide to the funds that are budgeted and currently available.
Description	Brief description of the transfer. Character/25
From Amount	Dollar-and-cents amount being transferred by the budget unit/account on the current line. When you are creating the record for a budget unit/account that is receiving the funds, leave this field set at its zero (0.00) default.
To Amount	Dollar-and-cents amount being received by the budget unit/account on the current line. When you are creating the record for a budget unit/account that is providing the funds, leave this field set at its zero (0.00) default.

Make sure the total of the transfers to To Amount fields equals the value in the transfers from From Amount fields. If the amounts do not balance, the system will not allow you to save the transfer.

Repeat Steps 5-10 for each transfer you want to include in the batch.
Click OK to save the batch file and the transfers you entered.
If the Continuous checkbox is selected, you can:
- Add another transfer to the current batch by repeating Steps 4-10.
- Add a transfer to another existing batch by repeating Steps 3-10. In Step 3, enter a code in the Control Number field that identifies a different batch.
- Add a new batch by repeating Steps 3-10. In Step 3, enter a unique code in the Control Number field.
If the Continuous checkbox is not selected, you return to the Batch Budget Transfer page.

Fields

Detail Information Section

Use the following fields to add or change a batch file. A batch is identified by a combination of the Control Number and Transfer Number fields.

Field	Description
Entered By	Login ID of the person entering the transfer. Display only.
Control Number	Number identifying the batch record. Character/8
Transfer Number	Number identifying the transaction. If your Fund Accounting Profile is set for auto-numbering, you may accept or change the system-generated number. Character/8 To access the transfer in the Fund Accounting > Entry & Processing > Detailed Displays > Transactions option, enter this number in the option's Journal Entry Number field.
*Approval*	Approval group responsible for approving or denying the transfer. 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.
Description	Brief description of the batch. Recommended. Character/25
Hold	Checkbox preventing a transfer 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 Transfer 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.

Transfer Information Section

Use the following fields to add or change a transfer. Keep in mind that a transfer must include at least two records, one for the budget unit/account providing the funds and the other for the budget unit/account receiving them. If needed, you can transfer funds from multiple budget units/accounts to multiple budget units/accounts.

Field	Description
*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. The budget unit/account's budget data displays in the page's Balance Information section, after you complete the Account field.
Description	Brief description of the transfer. Recommended. Character/25
From Amount	Dollar-and-cents amount to subtract from the budget unit/account's current balance. Required if you enter zero (0.00) in the To Amount field. When entering the budget unit/account that is receiving the transfer, leave this field set at its zero (0.00) default.
To Amount	Dollar-and-cents amount to add to the budget unit/account's current balance. Required if you enter zero (0.00) in the From Amount field. When entering the budget unit/account that is providing the transfer, leave this field set at its zero (0.00) default.
Important	The total of the To Amount fields in a transfer must equal the value in transfer From Amount field. To help you keep track, the display-only Total Exp(enditure) and Total Rev(enue) fields below the From Amount and To Amount columns maintain running totals of the transfers entered for the current budget unit/account.

Balance Information Section

The following fields are display only. They show budget and balance information for the budget unit/account on the current line, as well as running totals of the entries from all lines.

Field	Description
Organization Title	Title of the low organization entered in the current line's Budget Unit field.
Account Title	Title of the account entered in the current line'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 in the year to date 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 Transfer	Transfer amount currently stored in the batch file for the current budget unit/account. If this is a new batch and no transferred funds have been saved, the field defaults to zero.
Transfer Balance	Current balance after the transfer is posted. The system calculates this field follows: Adjusted Sub-Total = Current Balance - Pending Transfer The totals in the following fields must balance to save the batch file:
Total Exp(enditure)	Two fields displaying batch totals of the expenditures for the current line's budget unit/account. The first shows the total of all expenditures being transferred (From Amount column) in the current batch, while the other shows the total being received (To Amount column).
Total Rev(enue)	Two fields displaying batch totals of the revenues for the current line's budget unit/account. The first shows the total of all revenues being transferred (From Amount column) in the current batch, while the other shows the total being received (To Amount column).