Creating a Budget Journal to Increase Expediture Budget (Expense Ledger - DEPT_CHILD)

Overview

Expenditure Budget increases and the corresponding Revenue Budget increases are recorded in separate Budget Journals through the Budget Journal pages. Theses Budget increases are typical for Departmental Sales and Service budgets (Funds 14xxx) and "Various" restricted budgets in Fund 20400.

The two journal and the procedures for entering each are very similar, with the main difference being the Ledger and the accounts that are included in the Journals. Revenue budgets are reflected in the DEPT_REV ledger group, and Expenditure budgets are reflected in the DEPT_CHILD ledger group. A Budget Journal can only contain a single ledger, so this is the reason for separate Revenue Budget and Expenditure Budget Journals.

Revenue Budget journals include the DEPT_REV ledger and can include only Revenue accounts. Revenue accounts always being with a 4. Expenditure Budget journals include the DEPT_CHILD ledger group and can include only Expense accounts. Expense accounts are accounts 500000 up to 999999.

Budget increases are always entered as positive numbers and budget decreases are always entered as negative numbers. This is true for both Revenue budget and Expenditure budget.

This document is meant to illustrate the mechanics for entering an Expenditure Budget Journal to the DEPT_CHILD ledger. Please refer to the document Guidelines for Budgeting Revenues and Expenditures by Fund for guidance related to the substance of the Budget Journals.

For this article, you will learn the steps to establish an Expense Budget Journal in the UGA Financial Management System to balance a newly established Revenue budget.

Note: The Revenue and Expense sides of this are entered in separate transactions. Budgeted Revenues are entered to the DEPT_REV ledger group and Budgeted Expenses are entered to the DEPT_CHILD ledger group. A Budget Journal can only have one Ledger Group.

1. Step 1

The UGA Financials page is displayed with the General Ledger tile highlighted.

First, log into UGA Financial Management Systems

From the Employee Self Service page in UGA Financials, click the General Ledger tile.

2. Step 2

The General Ledger page is displayed with the Enter Budget Journals link highlighted.

To access the Enter Budget Journals page, follow this navigation in the left side menu:

Commitment Control > Enter Journal Budget Journals

Click the Enter Budget Journal link.

3. Step 3

The General Ledger page is displayed with the Collapse menu button highlighted.

Click the Collapse Menu button to create a larger workspace.

4. Step 4

To start the journal, click the Add a New Value tab.

5. Step 5

The Business Unit should default to 18000. If not, enter the business unit for the transaction.

6. Step 6

The system will automatically assign the next Journal ID number when the transaction is saved. Do not change the default or type anything in this field.

7. Step 7

The Journal Date defaults to the current date. This date determines the month (accounting period) and budget year in which the transaction will be posted. You can change the default entry, if needed.

Note: You can enter the date in the Journal Date field or select the date by clicking the calendar icon next to the Journal Date field.

8. Step 8

Click the Add button.

9. Step 9

The Budget Header page is displayed with the Budget Header, Budget Lines, and Budget Errors tabs highlighted.

The Budget Header page is displayed with the values you entered on the previous page. Use this page to specify the business unit, journal ID, journal date, ledger group, budget entry type, and currency.

Note : If the date on the Journal is outside the range of open months, a warning message will be displayed.

10. Step 10

The Budget Header page is displayed with the Ledger Group name and field highlighted.

DEPT_CHILD is the Ledger Group to which an Expense budget journal will be posted.

If not selected by default, click the Ledger Group look-up magnifying glass.

11. Step 11

The Look Up Ledger Group pop-up is displayed with the first row of the Ledger Group column highlighted.

The Look Up Ledger Group is displayed. The only ledgers to use for Commitment Control transactions are DEPT_CHILD for expenses and DEPT_ REV for revenue.

Select the appropriate ledger.

Example shown here: Click the DEPT_CHILD list item.

12. Step 12

The Budget Header page is displayed with the Budget Entry Type label and the drop-down list highlighted.

Budget Journals submitted by Departments and Units will all be Adjustments. Only the Central Offices will work with Original budgets.

Click the Budget Entry Type dropdown list.

13. Step 13

The Budget Header page is displayed with the "Adjustment" option highlighted in the Budget Entry Type dropdown menu.

Click the Adjustment option.

14. Step 14

The Generate Parent Budget(s) option is highlighted.

The Generate Parent Budget(s) option is selected by default and will create an entry in the parent control budget.

15. Step 15

The Parent Budget Entry Type drop-down list is highlighted.

To indicate this is an adjustment to the Parent Budget, click the Parent Budget Entry Type drop-down list.

16. Step 16

The "Adjustment" option is highlighted in the Parent Budget Entry Type dropdown list.

Click the Adjustment option.

17. Step 17

Use the Attachments link to upload any attachments that give additional information or justification for this request.

18. Step 18

The Long Description title is highlighted.

The Long Description field is used to provide an explanation of the change to approvers.

Enter the appropriate information into the Long Description field.

19. Step 19

You have completed entry on the budget journal header.

Note: You can use the Save function at any time.

Click the Budget Lines tab.

20. Step 20

The Budget Lines page is displayed with the Lines section highlighted.

The Budget Lines page is displayed. This page is used to enter the ChartFields and amounts related to the budget journal entry.

After you complete the Budget Header and Budget Lines, this page may be used to request budget journal processing.

21. Step 21

The Budget Lines page is displayed with the SpeedType column highlighted.

If you have a SpeedType, you can enter it or use the search features to find the appropriate value.

Note: A SpeedType cannot be relied upon to be a complete set of ChartFields. You should always review the ChartFields to be sure they are correct.

For all journal transactions, the ChartFields that are required are Fund, Class, Program, Department, Account and Budget Reference.

Example shown here: You will key in the ChartFields manually.

22. Step 22

All budget transactions require an account code.

Enter the appropriate information into the Account field.

Example shown here: Enter "703000" into the Account field.

23. Step 23

Enter the appropriate information into the Oper Unit field, if applicable.

24. Step 24

The Fund ChartField should be in all transactions.

Enter the appropriate information into the Fund field.

Example shown here: Enter "10000" into the Fund field.

25. Step 25

Enter the appropriate information into the Dept field.

Example shown here: Enter "16001001" into the Dept field.

26. Step 26

Enter the appropriate information into the Program field.

Example shown here: Enter "16400" into the Program field.

27. Step 27

Enter the appropriate information into the Class field.

Example shown here: Enter "11200" into the Class field.

28. Step 28

Enter the appropriate information into the Bud Ref field.

Example shown here: Enter "2024" into the Bud Ref field.

29. Step 29

Enter the appropriate information into the ChartField 1 field, if applicable.

30. Step 30

Amounts for budget journals should be entered as whole dollars.

Enter the appropriate total into the Amount field.

31. Step 31

Click the Save button.

32. Step 32

The Process drop-down menu is highlighted.

To check the chartstring validity, click the Process drop-down menu.

33. Step 33

The Edit Chartfields option is highlighted in the Process drop-down menu.

The Edit ChartFields process checks for the validity of ChartFields on each line. It also checks for valid combinations of ChartFields.

Click the Edit Chartfields option.

34. Step 34

Click the Process button.

35. Step 35

The Process drop-down list is highlighted.

Once the chartstring is verified, you need to do a budget pre-check to make sure that funds are available.

Click the Process dropdown list.

36. Step 36

The Budget Pre-Check option is highlighted in the Process drop-down menu.

Click the Budget Pre-Check option.

37. Step 37

Click the Process button.

38. Step 38

A pop-up message is displayed with the Yes button highlighted.

A pop-up message appears asking if you want to budget check without posting results.

Click the Yes button.

39. Step 39

The Budget Header Status, Approval Header Status, and Submit for Approval texts are highlighted.

The Budget Header Status should say Checked Only. If it says error, you need to check your budget to find the error by clicking on the Budget Errors tab.