Correcting Suspense Generated by the Annual Budget Entries Step-by-Steps

Use a Budget Create entry in the BC module to correct suspense generated by the authorized budget entries (Step 2 in the business process flow). Before generating this entry, make sure the appropriate accounting distributions have been validated (see Adding an Existing Distribution to Your Company Step-by-Step).

After signing on:
 

1. Type .BC in the ACTION field on any screen and press enter to access the Budgetary Control Menu (001) screen. (You must type the period.) 
2. Type 2 in the NEXT FUNCTION field and press enter to access the Budgetary Control Document Entry Menu (200) screen. 
3. Type 231 in the NEXT FUNCTION field and press enter to access the Budgetary Creation Entry (231) screen. 
4. Type A in the OPTION field to add a new document. 
5. Type your document ID number in the DOCUMENT ID field using 12 (authorized budget entry) as the transaction type. 
    Note: Your agency will have a standard numbering system for these transactions. 
6. Type your initials in the APPLICATION AREA field and press enter to access the Budgetary Creation Entry (232) screen.
7. Type the date you want the transaction to become effective (MMDDYY format) in the EFFECTIVE DATE field. 
8. Type the total amount in the TOTAL field. (Be sure to include the decimal point.) The document control total is equal to the total debits and total credits, ignoring the sign. 
9. Type your company number in the COMPANY ID field. You must maintain the same GAAP fund type throughout the life of the grant. 
10. Type 1 in the DATA TYPE CODE field for a one-sided entry and press enter to access the Budgetary Creation Entry (233) screen.
11. Type a sequence number, beginning with 0001 in the LINE field. 
12. Type A in the TRANSACTION CODE field to add a transaction line. 
    If a suspense transaction was generated because the Authorized Estimated Federal Funds Receipts account was invalid or incorrect, complete steps 13-18. If a suspense transaction was generated because the Authorized Federal Funds Transfer/Receipts account was invalid or incorrect, complete steps 21-26.
13. Type the Authorized Estimated Federal Funds Receipts account number in the COMP/ACCT/CNTR field. 
14. Tab to the CNTR part of the COMP/ACCT/CNTR field and type your center number. 
15. Type the amount being debited in the DEBIT/CREDIT AMOUNT field. 
16. Type DR (or 10) in the DEBIT/CREDIT CODE field. 
17. Type 46 in the ACCOUNTING RULE field. Accounting rule 46 changes the first digit of the account from a 4 to a 6 in the General Ledger (GL) and generates the offset to the suspense account and center. 
18. Press enter to validate the accounting distribution and repeat Steps 11-17 until each debit entry has been completed. 
19. Type the next appropriate sequence number in the LINE field.
20. Type A in the TRANSACTION CODE field to add a transaction line.
21. Type the Authorized Federal Funds Transfer/Receipts account number in the COMP/ACCT/CNTR field.
22. Tab to the CNTR part of the COMP/ACCT/CNTR field and type your center number. 
23. Type the amount being credited in the DEBIT/CREDIT AMOUNT field.
24. Type CR (or 60) in the DEBIT/CREDIT CODE field. 
25. Type 47 in the ACCOUNTING RULE field. Accounting rule 47 changes the first digit of the account from a 5 to a 7 in the General Ledger (GL) and generates the offset to the suspense account and center. 
 
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