Post Expenditure Budget Transfer Page

Use the Post Budget Transfer page to transfer budgeted expenditure amounts from one budget unit-account to another. Following are some of the guidelines related to transfers:

• Each transfer requires at least two entries. The first identifies the budget unit-account providing the expenditure amount (From Amount), and the second identifies the budget unit-account receiving the amount (To Amount).
• You can transfer expenditures from one budget unit-account to multiple budget units-accounts, as long as they are within the same fund.
• While you cannot transfer amounts between funds, you can have transfers within more than one fund in the same record.
• The totals of the From Amount and To Amount fields for each fund must be equal to save a record.
• The system generates two transaction records for each individual transfer, one for the From amount and one for the To amount.

Menu Path:  Fund Accounting > Entry & Processing > Budget Ledgers > Expenditure Ledger > search for and select a record > click Transfer on the Action Bar

Transferring Expenditure Budget Amounts

1. Select Fund Accounting > Entry & Processing > Budget Ledgers > Expenditure Ledger to display the Expenditure Budgets page.
2. 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.
3. Select the record you are transferring funds from, and then click Transfer to display the Post Budget Transfer page.
4. If needed, click Set Period on the Action Bar to change the Period or Transaction Date for the transfer. Click OK to save your entries and return to the Post Budget Transfers page.
5. In the Transfer Number field, enter a number to identify the transfer.
   • If the User Assigned BT (Budget Transfer) Number field in your Fund Accounting Profile is not selected, the system defaults the next available sequential number. You may change this to another unique (unused) number, if needed.
6. In the Description field, enter a brief description of the transfer.
7. In the Control Number field, enter a number to track the transfer in the Fund Accounting > Entry & Processing > Detailed Displays > Transactions option.
8. Clear the Continuous checkbox. If you are transferring funds for most of the records found in your search, you can keep the box selected, but usually transfers are done for accounts that are selected individually.
9. Click OK.
10. On the first row in the Transfer section, tab through the Budget Unit and Account fields, and then enter a brief description in the Description field.
11. In the From Amount field, enter the amount you are transferring from the current budget unit-account combination. Tab through the To Amount field to accept its 0.00 default.
12. On the next row, enter the Budget Unit, Account, and Description for the budget unit-account combination receiving the transfer.
13. Tab through the From Amount field to accept its 0.00 default, and in the To Amount field, enter the amount being transferred to the current budget unit-account combination.
14. If needed, repeat Steps 12-13 if the From Amount is being transferred to more than one account. Make sure the total from the To Amount fields equals the value in the From Amount field.
15. Click OK to post the transfer and return to the Expenditure Budgets page.
16. To enter a transfer for another record in the current list, repeat Steps 3-15.

Fields

Header Section

Use this section to identify the transfer record.

Transfer Section

Use this section to identify the budget unit-account combinations used in the transfer. The from and to amounts must be entered on separate rows.

Totals Section

The following display-only fields provide budget information for the budget unit-account combination on the current transfer line.