Update Budget Data - BUD6000

Budget > Utilities > Update Budget Data

This utility is used to transfer account codes and amounts from the Finance application to the Budget application master file. The amounts to be used for the update are based on the Update Column and the Accounting Period selections. Use this option after you have created the Budget master table. If you want to copy additional Fund/Year codes, then you must first use the Create Budget Data page.

Records that exist in the Mass Change Account Codes, Mask Crosswalk option affect the accounts that are created or updated when using this option.

Update budget data:

Field	Description
From GL File ID	Select the prior year from GL file ID. The accounting period values are changed according to the current and next accounting period values for the selected GL file ID.

❏ Click Retrieve to update the Accounting Period options and fund information.

❏ Under Update Column, select one of the following options:

❏ During budget processing, select Amended or Actual to update those columns in Budget for the selected fund/year codes.

Original	Select if you have posted Journal Budget or Amended Budget entries to Estimated Revenue or Appropriations, and selected Original Budget Only in the Move Budget to Finance utility. Note: If Capture Original Budget Flag on District Budget Options is not selected or if Original Budget Only on Utilities, Move Budget to Finance is not selected, the original budget amount viewed in Budget Amendment will not display. If one or both of these features has not occurred prior to performing this process, zero amounts or only those amounts that had Capture Original Budget Flag selected on journal budget or current year amendment transactions will update the current Original Budget field.
Amended	Select if you have posted entries in Journal Budget or Amended Budget to Estimated Revenue or Appropriations and did not select Original Budget Only in the Move Budget to Finance utility.
Actual	Select if you have posted entries that have increased or decreased Realized Revenue, Encumbrance, or Expenditures in Finance.

❏ Under Account Code, select one of the following options:

Include Inactive	Select to include inactive account codes and amounts in the list of available account codes to be transferred. If selected, any inactive accounts and amounts in the prior or current file ID (depends on the file ID selected in the GL From File ID field) are copied over. If not selected, inactive accounts and amounts in the prior or current file ID (depends on the file ID selected in the GL From File ID field) are not copied over.
Use Crosswalk	Select to crosswalk any account code elements for the selected fund/years that exist in the Mask Crosswalk utility. See Mask Crosswalk (Mass Change Account Codes).
Only Existing Budget Accts	Select to include existing account codes and amounts in the list of available account codes to be transferred.

❏ Under Accounting Period, select one of the following options:

❏ During the budget processing, select the Current month if the current month and next month are the same. If the current month and next month are different, you can select Next.

Current	The accounting period is set to Current by default, which uses the current accounting period amounts from the Finance application to populate the Budget application amounts.
Next	Select to create Budget data using the next accounting period amounts in the Finance application.

❏ Under Object Description, select one of the following options:

Description from GL (New Account Codes)	Select to update the new Budget account code descriptions based on the general ledger description.
Description from GL (All Account Codes)	Select to update the object description for all account codes. This description is retrieved from the Chart of Accounts.
Description from Budget Object Code Table	Select to update the object description for new account codes only.

❏ All available fund/year codes from the Finance application are displayed on the left side of the page. Select the available fund/year codes to move to the right side of the page for the budget account code tables, general ledger accounts. Use the following buttons to move all from left to the right:

- Click to move selected entries from the left side to the right side of the page.
- Click to move all entries from the left side to the right side of the page.
- Click to move selected entries from the right side to the left side of the page.
- Click to move all entries from the right side to the left side of the page.

❏ Click Execute to execute the process. The Update Budget Data Report is displayed with the old and new account codes that were updated. Review the report.

❏ Click Process to update the budget data.

❏ Click Cancel to cancel processing.