Once you get past the audit control screen, you will be placed on one of two screens. If there are saved budget transfers, you will see the preceding screen. This will retrieve the saved worksheet and take you to the summary screen. To begin a new budget transfer without recalling a saved one, move the cursor to the EXIT option and <Enter>. If there are no saved worksheets, you will automatically move to the budget entry screen below so that you can enter a new transfer.
Account #
Enter the GL account number that the money is to be transferred from or to. The program transfers the amount to an account if the amount is positive and from an account if negative. Leave the field blank and <Enter> to return to the summary screen. If there are no entries in memory, leave this field blank and <Enter> to exit this module and return to the audit control screen. Note: Sub ledgers are not valid in Budget Transfer Entry.
Amount $
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Enter the amount of money to be transferred, either positive or negative. Indicate negative amounts by placing a minus sign before the number.
Period
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Enter the period (YYYYPP) the budget amount is to be transferred from or to. Enter 'P' to distribute the transfer amount among more than a single period.
Reference #
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Enter a reference number that identifies the source document or the type of entry. The reference number should be used for documentation purposes.
Comment
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Enter up to 27 characters of descriptive information describing the reason for the budget transfer.
Distribution Screen
If you enter 'P' at the period prompt, the following screen will open allowing you to distribute the transfer amount to any period or periods you wish.
Enter bolded character(s) to perform the associated action. Below is a description of each action.
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Accept |
Enter 'A' to accept the distribution and continue. The program will not allow you to accept the distribution until the entire transfer amount has been allotted. |
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Cancel |
Enter 'C' to cancel the distribution and exit the Summary screen so that you can continue entry. |
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Period # |
Enter 'P' to distribute an amount to the period specified. e.g. Entering P3 allows you to distribute any amount to period 03. |
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Prorate From # |
Enter 'F' to prorate the transfer amount from the period specified. e.g. Entering F6 evenly distributes the transfer amount over periods 6 through 12 (assuming 12 periods in the year). |
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Prorate Year |
Enter 'Y' to prorate the transfer amount over the entire year. |
Summary Screen
When you are done entering transfers, leave the Account field blank and <Enter>. This will open the SUMMARY SCREEN below. All the entries are listed so that you can ensure they are correct before accepting them. If there are more entries than can fit on a single page, multiple pages will be created. Use the <NEXT>/<PREV> keys to move from page to page. From this screen you can perform several options.
Note: Any GL accounts marked with an '*' indicates they are not valid accounts in the period you are doing the budget transfer. These must be changed to valid accounts before the system will allow you to ACCEPT the budget transfer.
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Accept |
Performs the accounting entries to transfer the specified amounts. The program will refuse to accept any requests for a transfer that does not balance to zero, unless the symbol SRB$OVERRIDE is defined as 'Y' in your LOGICALS.COM file. |
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Cancel |
Enter 'C' to cancel all the entries in memory and return to the beginning of the program where you either can recall a saved worksheet or begin entering new budget transfer entries. |
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Modify # |
Enter 'M' to modify a specific item number. e.g. 'M3' to modify item 3. |
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Delete # |
Enter 'D' to delete a specific item number. e.g. 'D4' to delete item 4. |
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Erase |
Enter 'E' to erase a saved worksheet from disk. This will have no effect on the transfers currently in memory. |
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Enter 'P' to print the transactions displayed on the summary screen. |
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Recall |
Enter 'R' to retrieve a saved worksheet. |
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Resume |
Allows you to resume entry of budget transfers. |
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Save |
Saves the current worksheet to disk for be recall later. |
If SRB$OVERRIDE is set to Y and the batch you are trying to accept is out of balance, the following window will appear:
Do you Want to Allow an Unbalanced Transfer?
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Enter 'Y' to accept the unbalanced transfer.
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Enter 'N' to return to the summary screen to make changes necessary to balance the batch.
Enter the Transaction Type
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Enter a type code to indicate the type of budget transaction undertaken. e.g. BA = Budget Adjustment.
Note: You cannot use the following reserved type codes:
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BO |
Original Budget Entry |
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BP |
BPS Budget Planning Entry |
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BR |
Revised Budget Entry |
If the entries just accepted have previously been saved to disk, you will be given the opportunity to erase them. This should normally be done to prevent accidentally processing worksheets more than once. Deletion of worksheets is not automatic in order to allow common budget transfers to be saved and re-used on a periodic basis.
Worksheet to Erase
<Enter> on the default worksheet to erase it from disk. Press <PF2> or clear the field to leave the saved worksheet intact. To erase a worksheet other than the one shown, Use Lookup to display all saved worksheets.
If 'E' is selected the following appears:
Move the cursor to the worksheet you wish from disk and press Select or <Enter>. If you do not wish to erase any of the saved worksheets, move the cursor to EXIT to return to the summary screen.
If 'L' was entered the following appears:
Move the cursor to the worksheet you wish to work with, and press Select or <Enter>. This retrieves the saved entry into memory and places you at the summary screen. If you do not wish to recall any of the saved worksheets, move the cursor to the Cancel. If there are no saved budget transfers, you will automatically be moved to the budget entry screen below so you can continue.
If you recall a worksheet that has entries in memory, you will have the ability to replace the entries in memory with the recalled worksheet or append the recalled worksheet to the entries in memory.
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Replace |
Enter 'R' to replace the entries in memory with the recalled worksheet. |
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Append |
Enter 'A' to append the recalled worksheet to the entries in memory. |
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Neither |
Enter 'N' to return to the summary screen without performing either. |
If 'S' was entered the following will appear:
Enter Name to Save Worksheet Under
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Enter a name to call the current worksheet. The name must comprise of 6 characters and be unique. The Save option allows you to save the worksheet so that you can recall it later and continue to work on it. Accounting entries will not be created until the worksheet is Accepted.
Description
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Enter a description of the worksheet to be saved. This will help recall the worksheet when you want to continue work on it.
Worksheet Already Exists. Replace
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Enter 'Y' to replace the specified worksheet with the one currently in memory.
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Enter 'N' to return to the summary screen without saving the worksheet.