BUDGET GL ADDITIONS is used to add new GL accounts. These records must also be added to the BAS GL chart of accounts. This is done automatically during a BPS to BAS transfer.
The account number is validated against the BPS Master Profile to assure that there is no duplication. It is then validated against the BAS GL Master File for the year specified as the GL Validation Year on the BPS Master Profile. If the account does NOT exist in BPS or BAS then the account number and alias are validated against the BAS Dictionary for the GL validation year specified in the BPS Master Profile.
01 = YEAR
Enter Budget Year you wish to work in. The system defaults to the 'Current Year' in the BPS Master Profile record ('06' entry).
Entering a blank year or <F10> will exit to the previous menu.
02 = BUDGET ID
Enter Budget ID you wish to work in or accept the default of '0'. If you have only one ID, this entry is skipped and it assumes the value of '0'.
<F10> will send cursor to '01= YEAR' prompt.
03 = ACCOUNT #
Enter the GL number of the account to be added. If you attempt to add a number already on file, the system displays the warning 'Duplicate'.
<F10> will send cursor to '01= YEAR' prompt.
04 = UNIT [1-5]
The type of budget units for this account, if applicable (as defined in the BPS profile). The system will display the name of the unit designation. <CR> if units do not apply to this account.
05 = DESC
Enter the name of the account you wish to add.
06 = ACCOUNT ALIAS
Enter the proper alias code for each defined alias element as defined in your Alias Profile (BAS).
07 = R/E [Y/N] <N>
Enter 'N' or <CR> if the account is not to be considered as either revenue or expense for reporting purposes.
Enter 'Y' if the account is to be considered as either revenue or expense for reporting purposes.
NOTE: The revenue and expense indication on an account is used for selection purposes in financial reporting. The most significant use is during the year-end processing. During this process, all accounts that are revenue and expense have their balances cleared to zero and the net result of clearing all revenue and expense accounts posted to the surplus account. This means that when you declare an account not to be a revenue and expense account, it is by default, a balance sheet account.
08 = PAR [Y/N] <N>
Enter 'Y' if the account is to be considered as a parent account. Enter 'N' or <CR> if not.
09 = BUD VAR % <0>
<CR> if there is no budget tolerance variance.
Enter the percentage this account will be allowed to go over-budget before the over-budget warning is sounded during data entry.
10 = FACTOR 1 <0>
Enter Æ or press <CR> if you do not want to use the FACTOR entry. Enter a value in the FACTOR if you wish to use it.
11 = FACTOR 2 <0>
Enter Æ or <CR> if you do not want to use the FACTOR entry. Enter a value in the FACTOR if you wish to use it.
12 = FACTOR 3 <0>
Enter Ø or <CR> if you do not want to use the FACTOR entry. Enter a value in the FACTOR if you wish to use it.
13 = BUDGET PARENT
Enter the account number of the budget parent if this account is to be a sibling of that budget parent.
14 = GST % EXEMPT
Enter the percentage that the GL is exempt of GST.
15 = GST TAX CODE
Enter the GST tax code that applies to this GL. This tax code should be a valid tax code in the tax code database.
16 = ALERT CODES
This prompt will only appear if the BAS User Profile 'GL Account Alert Logging' is activated. See BAS User Guide for Budget Alert details.
Press <FIND> to display a listing of all valid Alert Codes.
17 = TEMP BUDGET $
This option gives you access to temporary budgets. The temporary budget screen from which temporary budgets can be added, changed, deleted, finalized and searched (Appendix AA) displays.
18 = PROV BUDGET $
This option is not accessible through this module. Changes may only be made through the Temporary Budget Menu, Provisional Budget Maintenance.
19 = EXPIRY DATE
This field will be implemented for a future release.
25 = BUDGET ALIAS
Enter the proper alias code for each defined alias element as defined in your Alias Profile (BPS).