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general:financeeoyprocess:movebudgettofinance

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general:financeeoyprocess:movebudgettofinance [2018/07/31 17:02] – old revision restored (2018/07/24 12:20) emorenogeneral:financeeoyprocess:movebudgettofinance [2025/05/29 13:42] (current) – emoreno
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 +=====Move Budget to Finance=====
 <color #ed1c24>**Log on to file ID C**.</color> <color #ed1c24>**Log on to file ID C**.</color>
  
 [[finance:utilities:fiscalyearprocessing:movebudgettofinance|Finance > Utilities > Fiscal Year Processing > Move Budget To Finance]] **OR** [[budget:utilities:movebudgettofinance|Budget > Utilities > Move Budget To Finance]] [[finance:utilities:fiscalyearprocessing:movebudgettofinance|Finance > Utilities > Fiscal Year Processing > Move Budget To Finance]] **OR** [[budget:utilities:movebudgettofinance|Budget > Utilities > Move Budget To Finance]]
  
-Once the next year budget is approved, the budget is ready to be moved to Finance. Use one of the following to ensure accuracy:+<WRAP center round important> 
 +**IMPORTANT**: If you perform this process in Finance, it is recommended that you manually create a backup (export) using the [[finance:utilities:exportbyfileid|Finance > Utilities > Export by File ID]] page. If you perform this process in Budget, the system will prompt you to create a backup (export) automatically. 
 +</WRAP>
  
-++++Image|{{:general:financeeoyprocess:step_24_budget_acct_inquiry.jpg|Budget Account Codes Inquiry Page}}++++ 
  
-  * Run an inquiry on the [[budget:inquiry:budgetaccountcodesinquiry|Budget > Inquiry > Budget Account Codes Inquiry]] page, and compare the **Next Year Approved** column to your board approved budget.  +Once the next year budget is approved and in the **Approved** column, the Budget is ready to be moved to Finance. 
-  * Generate the [[budget:reports:boardreports:budgetboardreportbyfunction|BUD2050 - Budget Board Report by Function]] report and compare it to the board approved budget. + 
-  * **It is recommended** that the federal fund budget is verified with the NOGA/Grant application.  +VCV Click [[general:financeeoyprocess:copyrecommendedtoapproved|here]] if you need to copy Budget from the Recommended level to the Approved level.  
-  * All federal and state grant funds should be in balance (estimated revenues = appropriations).  + 
 +VCV It is important to address account locks prior to moving Budget to Finance.  
 + 
 +  * Use the //**Maintenance > Budget Data or Budget Data - Quick Entry**// pages to review account locks.  
 +  * Use the [[budget:utilities:masslockunlockfunds|Budget > Utilities > Mass Lock/Unlock Funds]] page to unlock funds.  
 + 
 +Use one of the following to ensure accuracy: 
 + 
 +{{:general:fin_eoy_step_16_budget_account_codes_inquiry.png|Budget Account Codes Inquiry Page}} 
 + 
 +<div keep> 
 +VCV Run an inquiry on the [[budget:inquiry:budgetaccountcodesinquiry|Budget > Inquiry > Budget Account Codes Inquiry]] page and compare the **Next Year Approved** column to the board-approved budget.  
 + 
 +VCV Generate the [[budget:reports:boardreports:budgetboardreportbyfunction|BUD2050 - Budget Board Report by Function]] report and compare it to the board-approved budget. 
 + 
 +VCV **It is recommended** that the federal fund budget is verified with the NOGA/Grant application.  
 + 
 +VCV All federal and state grant funds should be in balance (estimated revenues = appropriations).   
 +</div>
  
 When data is moved from Budget to Finance, the following occurs:  When data is moved from Budget to Finance, the following occurs: 
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   * The **Reason** field is populated with OPENING ENTRY.   * The **Reason** field is populated with OPENING ENTRY.
  
-++++Image|{{:general:financeeoyprocess:step_24_move_budget_to_finance.jpg|Move Budget To Finance Page}}+++++{{:general:fin_eoy_step_16_move_budget_to_finance.png|Move Budget to Finance Page}} 
 + 
 +Under **Update Amount Options**:  
 + 
 +^Full Amount|Select if you are moving your budget to Finance for the first time. If **Capture Original Budget Flag** is selected on the Tables > District Budget Options page, Finance is populated with the original budget. The estimated revenues, appropriations, and if necessary, a 3XXX balancing account are updated/created each time this option is performed. If an account has an existing balance in Finance, the Budget amount is added to the existing balance (e.g., an existing account has a $1000.00 balance, and the Budget amount is $1500.00; the Budget amount is added to the balance to equal $2500.00).|\\   
 + 
 +<div keep> 
 +Other options include: 
 + 
 +^Difference|{{page>general:movebudgettofinance:difference}}| 
 +^Original Budget Only|{{page>general:movebudgettofinance:originalbudgetonly}}| 
 +</div> 
 + 
 +<WRAP Box> If you need to run the utility again, contact your regional ESC consultant before proceeding, as your selections could significantly impact the results. 
 +</WRAP> 
 + 
 +A warning message is displayed with a preview of the accounts informing you that account codes with balances exist in Finance. 
 + 
 +VCV Under **Copy Account Options**, select the following option to ensure that any new account component is available in Finance. If there is a missing account code component, Finance will not update the budget. If you select **Copy zero balance accounts**, general ledger accounts that do not have a value in the **Approved Budget** column are created. 
 + 
 +^Copy Account Code Tables|{{page>general:copyaccountcodetables}}| 
 + 
 +VCV Select one of the following **Accounting Period** options:  
 + 
 +  * If **Current (Open) Accounting Period** is selected on the [[finance:tables:districtfinanceoptions:accountingperiods|Finance > Tables > District Finance Options > Accounting Periods]] tab, **Current** is selected by default. 
 +  * If **Next Accounting Posting Period** is selected on the [[finance:tables:districtfinanceoptions:accountingperiods|Finance > Tables > District Finance Options > Accounting Periods]] tab, **Next** is selected by default.  
 + 
 +^JV Number|Set to 999999 by default but can be changed. Type an alphanumeric journal voucher number. If a duplicate journal voucher number other than 999999 is entered, an error message is displayed. If a duplicate journal voucher number other than 999999 is typed, an error message is displayed. This field is required.| 
 +^Transaction Date|Defaults to the system date but can be changed.\\  \\  Type 09-01-20XX for standard fiscal year LEAs.\\  Type 07-01-20XX for early start LEAs.\\  This field is required.| 
 + 
 +VCV Select the current fund/years. Use the arrow buttons to move the selected fund/years from the left side to the right side of the page.  
 + 
 +VCV Click **Execute** to move the budget funds to the Finance general ledger. If performing this process in Budget, you are prompted to create a [[general:financebackup|backup (export)]]. 
 + 
 +[[general:budgetmovebudgettofinanceerrorreport|Review the error report, if available.]] 
 + 
 +If an error report is not displayed or if **Process** is clicked on the error report (for out-of-balance), the following reports are displayed: 
 + 
 +<WRAP Box> 
 +**Note**: The first report displays the account changes (i.e., fund balance entries) and the second report displays the budget data. 
 +</WRAP> 
 + 
 +  * While users may manually enter fund balances, Account Change Notifications are produced if a fund being moved is not in balance (e.g., Estimated Revenues + Other Resources does not equal Appropriations + Other Uses). The journal voucher number and the transaction date are displayed in the report header. If the budget is not in balance, the move can still be processed. The difference is automatically entered in the Budgetary Fund Balance, or you can cancel the move and correct the budget. All federal and state grant funds should be in balance (estimated revenues = appropriations). 
 + 
 +{{:general:fin_eoy_step_16_move_budget_to_finance_error_report.png|Move Budget to Finance GL Error Report}} 
 + 
 + 
 +A general journal is produced if any accounts are updated for Finance. The journal voucher number and the transaction date are displayed in the report header. 
 + 
 + 
 +{{:general:fin_eoy_step_16_account_change_notifications_report.png|Account Change Notifications Report}} 
 + 
 +VCV Click **Process** to post the selected accounts to the Finance general ledger. Either the estimated revenues, appropriations, or balance columns are updated based on the account class and the accounting period.  
 + 
 +{{:general:fin_eoy_step_16_general_journal.png|General Journal}} 
 + 
 + 
 +A message is displayed indicating that the Move Budget to Finance process was completed successfully. 
 + 
 +{{:general:fin_eoy_step_16_process_completed_message.png|Process Complete Message}} 
 + 
 +VCV Click **OK**. 
  
-{{page>general:finance:utilities:fiscalyearprocessing:movebudgettofinance:eoyprocessbody}} 
general/financeeoyprocess/movebudgettofinance.1533056547.txt.gz · Last modified: 2018/07/31 12:02 (external edit)

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