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finance:utilities:fiscalyearprocessing:movebudgettofinance

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finance:utilities:fiscalyearprocessing:movebudgettofinance [2017/08/15 16:45] – emorenofinance:utilities:fiscalyearprocessing:movebudgettofinance [2020/08/31 19:16] (current) – emoreno
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 <div #message></div> <div #message></div>
  
-//**Finance > Utilities > Move Budget To Finance**//+//**Finance > Utilities > Fiscal Year Processing > Move Budget To Finance**//
  
-<WRAP round intro>This page is used to copy the amounts in the **Approved** column in Budget to the Finance general ledger. This process transfers all account code, amount, and description information from the Budget master table to the Finance general ledger. When this option is chosen from the Budget application, the Budget file ID is the logged-on file ID, and the Finance file ID is C. When this option is chosen from the Finance application, the Budget file ID is N, and the Finance file ID is the logged-on file ID. The process allows the following:+<WRAP round intro>This utility is used to copy the amounts in the **Approved** column in Budget to the Finance general ledger. This process transfers all account code, amount, and description information from the Budget master table to the Finance general ledger. When this option is chosen from the Budget application, the Budget file ID is the logged-on file ID, and the Finance file ID is C. When this option is chosen from the Finance application, the Budget file ID is N, and the Finance file ID is the logged-on file ID. The process allows the following:
   * Users can select individual fund/fiscal years to copy and select whether to move the full amount, the difference, or the original budget.   * Users can select individual fund/fiscal years to copy and select whether to move the full amount, the difference, or the original budget.
   * If accounts are locked in Budget, they can still be moved to Finance.   * If accounts are locked in Budget, they can still be moved to Finance.
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 ====Move budget data:==== ====Move budget data:====
  
-Select one of the following **Update Amount Options**: +VCV Select one of the following **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).|  ^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).| 
-^Difference|Select if an account has an existing balance in Finance, the difference between the Budget amount and the existing balance is added to the account (e.g., an existing account has a $1000.00 balance, and the Budget account is $1500.00; only $500.00 is added to make it $1500.00, or if Finance has $1500.00 and Budget has $500.00, $500.00 is subtracted to make it $1000.00). 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 is updated/created each time this option is performed.| +^Difference|{{page>general:movebudgettofinance:difference}}| 
-^Original Budget Only|Select to allow to capture the original budget. No other columns in the Finance general ledger are updated, and no transactions are inserted. If the account does not exist in the general ledger, it is created. When this option is used, **Capture Original Budget Flag** on the Tables > District Budget Options page is ignored. If an account has an existing original budget amount in Finance, the Budget amount is added to the existing original budget amount (e.g., an existing account has a $1000.00 balance, and the Budget amount is $1500.00; the Budget amount is added to the original budget amount to make it $2500.00).|+^Original Budget Only|{{page>general:movebudgettofinance:originalbudgetonly}}|
  
 <WRAP box>**NOTE**: A warning message is displayed with a preview of the accounts, and informing you that account codes with balances exist in Finance.</WRAP>  <WRAP box>**NOTE**: A warning message is displayed with a preview of the accounts, and informing you that account codes with balances exist in Finance.</WRAP> 
  
-Select one of the following **Copy Account Options**: +VCV Select one of the following **Copy Account Options**: 
 ^Copy zero balance accounts|Select to move all accounts in Budget to Finance including those with zero amounts.| ^Copy zero balance accounts|Select to move all accounts in Budget to Finance including those with zero amounts.|
 ^Copy Account Code Tables|{{page>general:copyaccountcodetables}}| ^Copy Account Code Tables|{{page>general:copyaccountcodetables}}|
  
-Select one of the following **Accounting Period** options: +VCV Select one of the following **Accounting Period** options: 
 ^Current|Select to post the general ledger to the current accounting period. Selected by default.|  ^Current|Select to post the general ledger to the current accounting period. Selected by default.| 
 ^Next|Select to post the general ledger to the next accounting period.|  ^Next|Select to post the general ledger to the next accounting period.| 
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 {{page>general:fourarrowbuttons}} {{page>general:fourarrowbuttons}}
  
-^Execute|Click to move the budget funds to the Finance general ledger.++|{{page>general:budgetprocessutility}}++| +VCV Click **Execute** to move the Budget funds to the Finance general ledger.
- +
-++++Review the error report, if available.| {{page>general:budgetmovebudgettofinanceerrorreport&inline}} ++++  /*Inline folded include*/+
  
 +[[general:budgetmovebudgettofinanceerrorreport|Review the error report, if available.]]
  
 If no error report is displayed or if **Process** is clicked on the error report (for out-of-balance), the following reports are displayed: If no error report is displayed or if **Process** is clicked on the error report (for out-of-balance), the following reports are displayed:
-  * Account Change Notifications are produced if a fund being moved is not in balance (e.g., Estimated Revenues + Other Uses does not equal Appropriations + Other Uses + Fund Balance). The journal voucher number and the transaction date are displayed in the report header.+ 
 +<WRAP Box> 
 +**Note**: The first report displays the account changes (i.e., fund balance entries) and the second report displays the budget data. 
 +</WRAP> 
 +  * Account Change Notifications are produced if a fund being moved is not in balance (e.g., Estimated Revenues + Other Uses does not equal Appropriations + Other Uses + Fund Balance). 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)
   * 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.   * 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.
  
-^Process|Click 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. If **Capture Original Budget Flag** is selected on the Budget Options page, then the Budget amount is also saved as the **Original Budget Amount** column in the general ledger. A message is displayed indicating that the Move Budget to Finance process completed successfully. Click **OK**.| +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. If **Capture Original Budget Flag** is selected on the Budget Options page, then the Budget amount is also saved as the **Original Budget Amount** column in the general ledger. A message is displayed indicating that the Move Budget to Finance process completed successfully. Click **OK**.
-^Cancel|Click to return to the Move Budget to Finance page without moving the accounts.|+
  
 +VCV Click **Cancel** to return to the Move Budget to Finance page without moving the accounts.
  
 +When data from Budget is moved to Finance, the following occurs: 
 +  * The **JV Number Description** field is populated with MOVE BUDGET TO FINANCE. 
 +  * The **Reason** field is populated with OPENING ENTRY.
  
 {{indexmenu_n>30}} {{indexmenu_n>30}}
  
  
finance/utilities/fiscalyearprocessing/movebudgettofinance.1502815516.txt.gz · Last modified: 2017/08/15 11:45 (external edit)

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