Batch Budget Transfer Page

Use Batch Budget Transfer to set up and maintain budget transfer records that are stored in batch files. From this page, you can access additional pages to add, update, import, print, and post batch transfers.

The Batch Budget Transfer page's Batch Selection section includes two list sections:

The list section displays batch files of transfer records. You can choose to display batch files that you created or all batch files stored in your database.

Results are based on your security level.
The detail section lists the transfer records stored in a batch file selected in the list section.

You can perform the following tasks for Batch Budget Transfers:

Menu Path

From the Fund Accounting main menu, select Entry & Processing. In the Budget Ledgers menu, choose Batch Budget Transfer.

Action Bar Items

The action bar items will change based on whether you have selected a batch in the list section or a specific record in the detail section.

Selection on Batch

Release/ Post	Displays the Release / Post page. If you are using approvals for batch budget transfers, the release and post process routes the records to the approvers.
Set Period	Displays the Set Period page. You can change the period, fiscal year, and transaction date. You can also change the period and year when adding or changing a batch record.
Reports	Generates a detailed or summary report on the transfers.
Print Multiple Batches	Displays the Print Transfers Selection page. You can generate an edit list of one or more batch files.
Import	Displays the File Import and Data Selection page. You can import batch budget transfers from files stored on your computer or shared network. Supported file formats are: .xml, .exml, .csv, .txt, or .unl.

Selection on Record

Release/ Post	Displays the Release / Post page. If you are using approvals for batch budget transfers, the release and post process routes the records to the approvers.
Approval Status	Displays the Budget Transfer Approval Status page. This item is available in the Batch Budget Transfer page's details section for transfers that have been routed for approval through the Release / Post process. If a batch does not require approval, a message appears indicating that there is no approval information.
Delete Row	Deletes the selected budget transfer record from the batch.

Understanding Batch Transfers

Before posting a batch file of transfer records, you can print an edit list of the file's contents and change or delete the transfers as needed. You can then release the batch and post its transfer records to your database. If you are using approvals, the release and post process will route records to the approvers.

Consider the following information about batch transfers:

You can transfer amounts for expenditures and revenues, but not projects. Project transfers are made in the Project Ledger.
You can require transfers to be approved before posting.
Each transfer requires at least two entries. The first identifies the budget unit-account providing the transfer (From Amount), and the second identifies the budget unit-account receiving it (To Amount).
You can transfer amounts from multiple budget units-accounts to multiple budget units-accounts, as long as the transfers are within the same fund.
You cannot transfer amounts between funds, but you can enter transfers for more than one fund in the same batch, as long as the totals of the From Amounts and To Amounts within each fund balance.
You can delete individual transfer records or an entire batch.

Make sure that you have selected the individual record or batch accurately before deleting. You can use the action bar items to confirm that your selection is at the correct level.

Batch Adjustments or Transfers and Pending Balances

The system tracks a pending balance for all expenditure ledger records. The pending balance is equal to the record's actual budgetary balance with all existing batch budget adjustments and transfers included. When performing budget checking for a financial transaction, the system refers to the pending balance for the expenditure ledger record.

Therefore, batch budget adjustments and transfers can affect your ability to enter transactions for an expenditure ledger record, depending on:

The amount of all batch budget adjustments and transfers for the expenditure ledger record.
The Check Budget Balance setting for the associated budget unit on the Organization Chart.

Display the Pending Balance for an Expenditure Ledger Record

From the Fund Accounting main menu, select Entry & Processing. In the Budget Ledgers menu, select Expenditure Ledger.
In Selection Criteria, enter criteria to identify the desired records and click Find / Search. To run an advanced search, click Advanced or Advanced Search.
Select the record, then on the action bar click Budget Control.
On the Budget Control Status page, select the expenditure ledger record, then on the action bar click Period Balances.

The Period Balances page displays the ledger record's actual Balance and the Pending Balance. These amounts will differ if there are batch budget adjustments and transfers for the record.

Attachments

22.4 and later.

You can add, display, or delete attachments for the Batch Budget Transfer page. Select a detail record and click the View Attachments icon.