The BUDGET TRANSACTION ENTRY system allows for the entry of budget amounts on a per transaction basis. A Batch Control number with an associated total (optional) is provided with this module. This feature is intended for verification only. It is not necessary that these batches be balanced in order for these transactions to affect the system. Transactions are immediately posted to the GL accounts.
All documents entered to this module are recorded by document number within batch number sequence. It is this combination of Batch/Document number which controls inquiries to the Transaction file. On reports, this number 8 characters long. The first character references the BPS year to which this transaction applies, the next 3 characters denote the Batch number, and the last 4 characters are the document number within the batch. For example, 00010002 refers to Budget year 2000, Batch number 001, document number 0002. For inquiry purposes, the first character is not required.
The system uses the BPS current year as the default, but this can be overridden. The year (the last digit) is used to identify transactions for all data entry/inquiry activity.
If Budget Detail Entry is to be performed, a Budget Parameter code of '99' MUST be set up in the Budget Parameter module prior to the first projection run. The Specifications field of this module is to be left blank. No calculation fields are required.
TRANSACTION YEAR
Enter 'YYYY' (default is displayed).
BUDGET ID
Enter the Budget ID you wish to work in. It defaults to '0'. If you have only one ID, this entry is skipped and it assumes the value of '0'.
04 = BATCH # [BBB]
Enter the 3 character batch reference number for this series of entries.
If the batch control is established, the system will display the control totals and current data totals for the batch number entered, and prompt:
BATCH CONTROL EXISTS
Enter 'A' or <CR> to accept and enter the existing batch.
Enter 'C' to clear the screen. You will be prompted for another batch number.
ENTERING 'A' WILL CAUSE THE PROGRAM TO PROMPT:
FIELD # TO CHANGE <CR>
The system will allow changes to any field on this screen except the batch number. When all fields are correct, <CR> to display the Document Entry screen.
IF THIS IS A NEW BATCH, THE SYSTEM WILL PROMPT:
TOTAL DOCUMENTS
Enter the total documents entered for this batch. A <CR> will display a zero.
UNIT QTY TOTAL
Enter the total number of units for this batch. A <CR> will display a zero.
UNIT PRICE TOTAL
Enter the total quantity of units for this batch. A <CR> will display a zero.
AMOUNT TOTAL
Enter the price per unit for this batch. A <CR> will display 0.00.
WHEN ALL THE ABOVE FIELDS HAVE BEEN ENTERED, THE SYSTEM WILL PROMPT:
FIELD # TO CHANGE <CR>
The system allows changes to any field on this screen except the batch number. When all fields are correct, <CR> to display the document entry screen.
ACCOUNT #
Enter a valid BPS account number for which you wish to record a transaction. The system displays the account description name. <CR> at the 'Account #' prompt to return the screen to the batch control screen for entry to another batch.
TYPE
Enter the type of transaction to record. Budget Detail reports allow for reports sorted by Transaction Type, and the BPS Budget Reporting module provides a facility whereby transactions may be selected by type. The type entered determines which Budget Projection Field is affected by this transaction. If the transaction is to affect all 3 types, it must be entered 3 times, each with a different type. The valid types are as follows:
I Increase Budget
N New Budget Money
D Deleted Budget
B Base Budget Modification
The system will accept the input of anything in the Type field.
If a transaction is entered with a type other than I, D, N or B, the system will record the transaction as a comment, and the amount entered will not affect any budget accounts, projections or reports. It will, however, appear on Transaction Reports and Batch Balance Listings.
03 = UNIT QUANTITY
Enter the number of units to be recorded for this account, if applicable. The system will display the name of the unit below '05=AMOUNT' if the account entered is flagged in the Budget File Maintenance as being a units-associated account. If the account entered is not a 'Units' account, the program will ignore this prompt, and the user will not be permitted to enter data to this field.
04 = UNIT PRICE
Budget amount per unit, if applicable.
05 = AMOUNT
The dollar amount of this entry. The system will calculate units by quantity for 'units' accounts. The amount entered must be the actual amount you wish to apply if it is not a 'units' account.
06 = BUDGET PHASE
Budget Phase as defined in Budget Phase ID Maintenance.
07 = REFERENCE
Enter up to 1050 characters of reference information, if required. The system will link together the lines of reference on reports so that the reference data is all on one line. On standard reports, only the first 50 characters display for the short description option. If long description is selected, the system will split the lines in 50 character strings attempting to break between words.
FIELD # TO CHANGE <CR>
When all entries are correct, <CR> to clear the screen for the next entry.
MENU OPTIONS
Accept
Enter ‘A’ to accept the current entry. The transaction will be created, updating the GL and the transaction file. The user will be prompted to enter another transaction.
Modify
– Account#, Type, Unit Quantity, Unit Price, Amount, Budget Phase and Reference
Cancel
Enter ‘C’ to cancel the current transaction. The user will be prompted to enter another transaction.