The BPS TO BAS TRANSFER module transfers completed budget information from BPS into the budget fields of BAS. You may specify whether this interface represents an original or a revised budget, and whether or not these amounts are to be prorated through the accounting periods. This module also allows for the interfacing of all or a range of BPS accounts. A valid Budget Interface Batch Code must be set up in BAS in order for the input to be accepted. (Batch code 'BPS' is mandatory.)
The system will transfer budget information based on:
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The BAS Master Profile current year as the target year for BAS (displays at the top of the screen).
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The year specified when running the job determines the BPS year
This program will create a batch in BAS for the budget transfer. This batch will be created using the current period set in the BAS master profile. The first digit of the current period must be in the same year as the current year in the BAS Master Profile. Budget journal entries will be created to record the difference between the budget in a GL account before and after the transfer. The program checks, and if it detects inconsistency, it will terminate the process.
The interface will also check the BPS master profile for the ENTER A BLANK ALIAS state before executing. If blank aliases are allowed into BPS, it will check to see if any of the GL accounts contain a blank alias. If none are found, the interface will proceed. If blank aliases are found, the INTERFACE A BLANK ALIAS state is checked. If blank aliases are allowed to pass into BAS, the interface will proceed. If the master profile indicates that blank aliases are not allowed to be transferred, the operator will be notified and the transfer will be terminated.
ENTER BPS YEAR TO TRANSFER
Enter the appropriate BPS year. Defaults to current BPS year.
ENTER BPS BUDGET ID
Enter the budget ID you want to process or accept the default of '0'. If you have only one ID, this entry is skipped and it assumes the value of '0'.
ENTER BAS YEAR
Enter the appropriate BAS year. Defaults to current BAS year.
ENTER BAS PERIOD
Enter the appropriate BAS period. Defaults to current BAS period.
ORIGINAL OR REVISED BUDGET TRANSFER
Enter 'O' (default) or <CR> to indicate that this is an original budget which will be transferred.
Enter 'R' to indicate that this budget is a revision. The system will leave the original BAS budget amount unchanged if 'R' is selected.
BUDGET TRANSACTION REFERENCE
Enter up to 27 characters to describe the reason for this budget transfer This will be used on all the budget journal entries created during the transfer.
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Provisional Budget
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Board Approved 90/05/90
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Adjustments Approved 90/10/14
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PRORATION ON EXPENSE/BUDGETS/NONE
NOTE: PRORATION is not presently supported.
Enter 'E' to cause the system to prorate the budget based on actual expenditures for the previous year.
Enter 'B' to allow proration based on budget figures for that year only. Enter 'N' (default) or <CR> to eliminate proration entirely.
NOTE: If you operate on the basis of 13 accounting periods in BAS, the effects of prorating budget figures into 13 periods should be considered. If you wish the budget divided into 12 accounting periods, but still wish to use the 13 period system, simply change Item 6 in your BAS Master Profile to read 12 just before transferring budget figures to BAS. The Profile may be changed back to read 13 periods immediately afterward.
UPDATE THE ALIAS DURING THE TRANSFER
Enter 'N' (default) or <CR> if you do not want the alias updated in BAS during the transfer.
The ALIAS maintained in BPS can replace the ALIAS carried in BAS for the target year specified in the BAS Master Profile.
CREATE BAS ACCOUNTS FOR ZERO BUDGETS
Enter 'N' to create accounts in BAS ONLY if a budget amount exists.
Enter 'Y' (default) to create necessary accounts in BAS if the account exists in BPS.
CREATE BALANCED BPS BATCH
Enter 'N' to ignore creating a balanced batch in BPS. Enter 'Y' (default) to create a balanced batch in BPS.
SELECTION CRITERIA CODE
Press <FIND> for all valid Criteria Codes. See Appendix AB for information on how to use this criteria function.
A screen will appear, allowing for a selection of ranges of accounts, based on the elements of the BAS GL account number or alias.
TRANSFER REPORT CONTENTS
The Transfer Report contains information about the transfer. The first page lists the selection criteria used for the transfer. The remaining pages list the results of the transfer. The heading on each page contains information describing the options used by the operator to set up the transfer. The headings also contain the batch header identification for the batch that will contain the journal entry (audit trail) records created during the transfer.
THE REPORT DESCRIBES EACH TRANSACTION AS FOLLOWS:
TRN CRE if a new account was created. UPD if the account was updated.
ACCOUNT CODE The GL account number affected by the transaction.
DESCRIPTION The GL account description.
BUDGET ADJUSTMENT The dollar value of the adjustment to the accounts budget.
NEW ORG-BUDGET OR
NEW REV-BUDGET
The REV or ORG budget for the account.
PAR – ACTIVITY Update the budget balance in a parent account if GL has a parent.