The TEMPORARY BUDGET ALLOCATION can provide a temporary authorization for budgets pending the final approval for items such as increases which have been requested from the Ministry of Education, capital authorizations which have been put through the normal paperwork channels expecting the authorized approval to return, and other types of adjustments which may be pending board approval. Many temporary budget authorization amounts can be maintained for a single GL account. The sum of these are reflected as the temporary budget allocation within BPS and BAS.
Before you can begin entering temporary budgets through BPS, you must ensure that control belongs to BPS as opposed to BAS. Control is maintained in the BAS User Profile. By setting option 20 BAS Controls Temp Budget Authorization to 'N', the system is informed that BPS will now control access to temporary budget authorization. To gain access to the TEMPORARY BUDGET screen, select options 15=TEMP BUDGET or 16=PROV BUDGET from the Budget File Maintenance Add or Change modules, or type B from the Inquiry module. When any of these options is selected, you will see the following screen.
As the instructions at the bottom of this screen indicate, different temporary budgets can be selected by moving the highlighted bar with the <UP> <DOWN>, <NEXT>, and <PREV> keys. Once the desired line is highlighted, press the designated key [A/C/D/F/S/E] to perform the associated tasks:
[A]DD
The Add option allows you to create a new temporary budget.
TYPE
The temporary budget type. Can be anything you like, including blank. The system ignores this code unless it begins with 'P', in which case it is treated as a provisional budget. A provisional budget differs from other temporary budgets in two respects. Its amount is kept separate for reporting purposes, and it can never be finalized.
DATE
The date the temporary budget is created.
NAME
The name or initials of the person authorizing the temporary budget.
AMNT
The amount of the temporary budget. Cannot exceed $999,999,999.99 or be less than $- 999,999,999.99.
DESC
Description of temporary allocation. Can be a maximum of 50 characters.
[C]HANGE
The Change option allows you to change any of the data in a temporary or provisional budget which has not yet been finalized. Once finalized, the data can no longer be modified.
[D]ELETE
The Delete option allows you to delete a temporary or provisional budget. A finalized budget cannot be deleted as it must remain to provide an audit trail.
[F]INALIZE
This option allows you to finalize a temporary budget. When a temporary budget is finalized several processes are initiated by the system:
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A transaction for the specified amount will be created in the BPS detailed transaction
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The new budget amount for the corresponding year will be updated to include the finalized
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The temporary budget amount in both BPS and BAS will be adjusted to reflect the removal of the temporary
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A budget journal entry will be created in BAS to change the revised budget. This entry will have a batch control number comprised of a batch type of BPT, the current period, plus a batch number of the day of the month. NOTE: A batch code of BPT must be set up in BAS before any accounts can be finalized as this will be the batch code used to record all
DATE
The date the temporary budget is finalized.
NAME
The name or initials of the person authorizing the finalization.
AMNT
The amount of the finalized budget. This amount cannot exceed the temporary allocation.
DESC
Any applicable narrative up to 50 characters long.
[S]EARCH
This option allows you to search all temporary and final allocations for a specified document number.
ENTER DOC# TO SEARCH FOR
The document number you wish to find.
[E]XIT
This option returns you to the previous screen saving all changes, additions, and deletions.