On Line Budget Revisions
Contents
1. 0000 950000 1213 31 2XXXXX 3XXXXX 28XXXXX 9XXXXX 81 82 Budget Managers General Funds between 921000 920000 930000 940000 950000 i 2 or more ixxxxx 1 Budget Managers Overhead between 2 or 915000 920000 921000 930000 940000 950000 more 2Xxxxx ou EO EN RL 915000 920000 921000 930000 940000 950000 ees 271xxx 274xxx 274xxx Application a EOE mon 915000 920000 921000 930000 940000 950000 The cursor will be positioned in the Chart field Leave the default value W and hit TAB TAB through the Index field TAB until the cursor is in the Fund field Enter the desired fund The program and organization will default 7 TAB until the cursor is in the Account field Enter the desired budget pool 8 TAB until the cursor is in the Amount field Enter the desired amount and hit TAB 9 Enter a negative sign to move the budget from the budget pool or a plus sign to move budget to the budget pool and hit TAB 10 TAB until the cursor is in the Description field Enter a brief description for this budget revision 11 Click the Next Block toolbar button dae Document Number 10081936 Document Total 100 00 Sequence 1 Currency 7 Status Journal Tvpe ROL Rev Online General Budget Campus Chart vy 7 unc hart of Accounts Index Fund 125100 Dept Of Accountancy Organization 31241 Accountancy Account 920000 Purchased Svc Budget Pool Program2. 101 Instruction Activity Location Project Percent Amount s0 00 Debit Credit Minus Description cover paper shredding service Bank NSF Override Budget Period Gift Date EJ Number of Units E Additional Line Items 1 You have completed the first sequence DO NOT HIT ENTER Press the down arrow key on the kevboard or click the Next Record toolbar button to begin entering the next record Shortcut If the basic information for the next record is the same as the first then you can make a copy of the first record and simply change the necessary information on the second record N 4 5 6 Click on the Record Insert option from the Menu Bar Click on the Record Duplicate option from the Menu Bar This will make a copy of the first record Tab through the Sequence field and it will automatically assign the next sequential number Change the FOAP Plus Minus or Description information necessary for this second record Click the Save toolbar button after entering all entries F Review Entry 1 ma After completing the budget revision review the transaction for accuracy by selecting Access Transaction Summary Info under Options on the Banner toolbar This will take you to the FGIJSUM form The document subtotal and summary total must match Review document status indicators P Postable record OK E Error a correction to the record is needed N Insuf
3. UNC Wilmington Budget Office On Line Budget Revisions User s Manual 9 18 2013 Contents On Line Budget REVISIONS visi scessscissataconccuvssetusrdncsdarunsvanscevessiuscinscnnemeae OVERENS i Check Available Budget cccscssccecseseecncsrseseneansesoneonsesonsensansnsensatsnees GSE OCIS SEE A SEERE NE Enter On Line Budget Revision cccccsesecseeeeeceeeeeeeeeeseeusseeeseeseseseneetans RUE COG CS SE ira iii ie a EOF MESSE JES iii ia b tea ia aiaa A i EEG Eee Suspended Journal Vouchers ccccscssccecseseeeneansnecnecnsessnsensaesnecneatsnees Attachment 1 Budget POOlS L nn nnen nri n nn REE ERE E ERE E ERE zz nn On Line Budget Revisions User s Manual Overview On line budget revision access is limited to the budget authority or designee for each Banner Finance fund The fund must be a budgeted fund All general funds 1XXXXX and budgeted special funds 2XXXXX 3XXXXX 5XXXXX and 9XXXXX are eligible for on line budget revisions All unbudgeted funds are ineligible for on line budget revisions Movement is limited to the contracted services 921000 purchased services 920000 supplies and materials 930000 and property plant and equipment 940000 and other expenses and adjustments 950000 For trust funds movement is allowed for temporary wages 915000 and contracted services 921000 For contract and grant funds contracted services 921000 C amp G travel 920100 and C amp G participan
4. ba Basiar Galecee Buda SPA Regular Salaries Budge 32 870 00 5 883 34 26 986 70 913000 EPA Acad Salaries Budget F 1 875 249 00 309 622 82 1 541 620 91 916000 Employee Allowance budge 100 00 29 50 0 00 918000 Benefits Budget Pool 0 00 68 132 85 0 00 920000 Purchased Svc Budget Pool 68 596 00 12 675 89 6 450 80 930000 Supplies amp Materials Budget 2 209 00 709 25 0 00 940000 Capital Outlay Budget Pool 1 500 00 123 90 0 00 950000 Other Expenses amp Adj Budg 500 00 70 00 0 00 Budget Pools Budget is maintained at a summary or pooled level ex 921000 Actual YTD expenses are recorded at the detail account code level ex 921990 Below is a list of selected budget pools For a comprehensive list see Attachment 1 Budget Pool Description Expenditure Code Ranges 920000 Purchased Services 923XXX 925140 92515X 925170 92518X 9252XX 929400 930000 Supplies amp Materials 932XXX 950000 Other Expenses amp Adjustments 95XXXX exclude 954890 Enter On Line Budget Revision A Access Banner Finance From the General Menu form in Banner type FGAJVCQ to access the Journal Voucher Quick form and hit ENTER B Document Number Block 1 Thecursor will be positioned in the Document Number field Click the Next Block toolbar button 2 The system will automatically assign the next seguential documen
5. emove the unused record and return to the last completed sequence You may then complete the document If the total of the pluses and minuses do not match the amount entered in the Document Total field return to the Document Header and correct the total amount or return to the Transaction Detail form and correct the transaction If the incorrect Journal Type is used for the fund return to the sequence in Transaction Detail screen and correct If you realize that you need to correct a transaction after the transaction has already been completed completely reverse the transaction in error by entering a budget revision that is the opposite of the incorrect one Enter a new budget revision to reflect the correct action Describe any reversal entry as Reverse Budget Revision If the budget revision has not been completed and is no longer needed you can delete it Enter the budget revision document number in the Journal Voucher Document Header form and click the Remove Record toolbar button two times On the first click the lower left corner will display the following message Press Delete Record again to delete this record On the second click the following decision box appears Click Ok to permanently delete the journal voucher This document will be deleted and the document number can never be re used Suspended Journal Vouchers This section will review the process for querying on suspended Journal Vouchers Budget Rev
6. ficient funds If corrections are needed close the FGIJSUM form to return to the FGAJVCQ form 3 Journal Voucher Summary FGIJSUM 8 4 PPRD Document 10081967 Y Submission g Transaction Date 18 SEP 2013 Document Total r equence Type COA Index Fund Orgn Acct Prog Actv Locn Transaction Amou Debit Credit 1 Ror w 125100 31241 920000 101 5000 l Minus 7 2 JRO1 Ww 125100 31241 930000 101 sopo Plus 7 Totals must match All entries must be Jil 4 Postable i f if l p d Status Indicator P ostable E rror N SF Error Record 1 2 Error Messages Account must be The wrong account number was used Refer to the rule code documentation above for allowable accounts for each code Only budget pools are appropriate for budget rule codes Must be fund type The wrong fund type was used RO1 and RO5 are for general funds funds that begin with a 1 R02 is for all budgeted trust funds funds begin with a 2 3 or 9 RO6 is for overhead funds that begin with 28 RO4 is for contract and grants funds that begin with 5 Refer to the rule code documentation above Transaction sign and I process are not consistent The wrong process sign was used On line budget revisions must use a plus or minus The pluses do not equal m
7. inuses within fund The pluses must equal the minuses On line budget revisions must be balanced or net to zero Use a print screen of the Transaction Summary screen to determine the needed correction G Complete Entry 1 After reviewing the budget revision click the Next Block toolbar button 2 Click the Complete button Ya Transaction Detail FGAJVCQ 8 5 PPRD Document Number 10081967 Document Total Sequence 1 Currency v Status Postable v Journal Type ROL Y Rev Online General Budget Campus Chart wo 7 UNCW Chart of Accounts Index be Fund 125100 Dept Of Accountancy Organization 31241 Accountancy Account 920000 Purchased Svc Budget Pool Program 101 Instruction Activity Location Project Percent Amount 50 00 Debit Credit Minus Description cover paper shredding service Bank CINSE Override Budget Period 01 Complete E In Process 3 When you have successfully completed the budget revision a message will appear at the bottom of the screen Document completed and forwarded to the posting process Document J0081967 completed and forwarded to the posting process 4 Click the Exit x toolbar button to close the FGAJVCQ form Tips Use a print screen of the Transaction Summary screen for internal office record of budget revision If you have accidentally moved forward to a blank sequence that you will not use select Remove under Record on the Banner toolbar This will r
8. isions may become suspended for three reasons da b C scenario should be rare Complete The posting process has not yet run It is set to run every 30 seconds so this The entry has not been completed the user clicked In Process rather than The entry is in a suspended state and must be investigated in order to complete it Access Banner Finance From the General Menu form in Banner type FGAJVCQ to access the Journal Voucher Quick form and hit ENTER Document Number Block 1 The cursor will be positioned in the Document Number field Click the down arrow to access FGIJVCD Suspended Journal Vouchers form 2 A list of suspended journal vouchers will display Document Submission Description J0081928 J0081787 J0081800 J0081833 J0081841 TR21734 7304515316 Harvey itrnsfr from 92 to 94 server backup Amount 8 046 85 Itrnfr from 92 to 94 sftwre licences 6 000 00 trsfr from 93 to 94 lic for CSC 220 6 000 00 needed for supplies 2 400 00 ULC 13 14 CRLA Luncheon l 46 00 PDF Expert app 2 000 00 436 69 Transaction Date 09 SEP 2013 17 SEP 2013 09 SEP 2013 09 SEP 2013 11 SEP 2013 11 SEP 2013 16 SEP 2013 Status Attachment 1 Budget Pools 920100 925141 925144 92516x 925171 925177 92519x 940000 9451xx 945353 945511 945512 945551 945552 9457xx 9549xx
9. t number to the budget revision C Journal Voucher Document Header Block 1 Click the Next Block toolbar button to move to the Journal Voucher Document Header 2 Tabthrough the Transaction Date field The svstem automaticallv enters the current date 3 Tabtothe Document Total field and enter the hash total The hash total is the total of the pluses and the minuses or absolute value Example If you are moving 50 from one FOAP to another you would enter 100 in this field NOTE The amount must be whole dollars only no cents Ex 100 a Journal Voucher Quick FGAIVCO 8 5 pO Document Number gt EH Journal Voucher Document Header Transaction Date 17 SEP 2013 Document Total W SF Checking C Deferred Edit C Document Text Exists D Transaction Detail Form 1 Click the Next Block toolbar button to move to the Transaction Detail form NOTE At this point the Document Number field will be populated with the next available number Please write this number down for future reference 2 The cursor will be positioned in the Sequence field TAB through the Sequence field and the system will assign the next sequential number to this transaction 3 Enter the appropriate rule code in the Journal Type field and hit TAB Rule Codes Fund Limitations Account Limitations Fund Type Limitations General Funds 1xxxxx 920000 921000 930000 940000 950000 Trust Agency Auxiliary Overhead 915000 920000 921000 930000 94
10. t travel 920200 are also available The amount of budget moved must be whole dollars no cents ex 10 Check Available Budget The first step is to determine the appropriate budget revision by reviewing current balances in Banner Finance A Access Banner Finance From the General Menu form in Banner type FGIBAVL to access the Budget Availability Status form and hit ENTER B Form Key Block 1 The cursor will be positioned in the Chart field Leave the default value W 2 Tab through the Fiscal Year field to display current fiscal year data 3 Tab until the cursor is in the Fund field Enter the desired fund The program and organization will default 4 Tab until the cursor is in the Account field Enter 911000 5 Click the Next Block toolbar button The FGIBAVL form will look similar to the following The Available Balance column shows the available budget for each budget pool This information will be critical in determining if a budget revision is needed and if so what budget pools can be adjusted Chart Fund 125100 Organization 31241 Dept Of Accountancy Fiscal Year Accountancy L 4 Pending Documents 911000 Index i Account EPA Regular Salaries Budget Pool Instruction Account 911000 Commit Type Program 101 Control Keys gt Fund 125100 Organization 31241 Program 101 Available Balance p Account Title Adjusted Budget YTD Activity Commitments _
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