Record the Annual Budget Step-by-Steps

The next step in the business process flow records the annual budget in the federal budget code. This entry records the authorized budget using a Budget Create entry in the BC module.

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 current date (MMDDYY format) in the EFFECTIVE DATE field. 
8. Type the current years allotment in the TOTAL field. (Be sure to include the decimal point.) 
9. Type your company number in the COMPANY ID field and press enter to access the Budget Creation Entry (233) screen. You must maintain the same GAAP fund type throughout the life of the grant. 
10. Type a sequence number, beginning with 0001 in the LINE field.
11. Type A in the TRANSACTION CODE field to add a transaction line. 
12. Type the Authorized Estimated Federal Funds Receipts account number in the COMP/ACCT/CNTR field. 
13. Tab to the CNTR part of the COMP/ACCT/CNTR field and type your center number.
14. Type the amount being debited in the DEBIT/CREDIT AMOUNT field. 
15. Type DR (or 10) in the DEBIT/CREDIT CODE field. 
    Note: The accounting rule defaults to change the first digit of the account from a 4 to a 6 in the GL. 
16. Press enter to validate the accounting distribution and repeat Steps 10-15 until each debit entry has been completed. 
17. Type the next appropriate sequence number in the LINE field. 
18. Type A in the TRANSACTION CODE field to add a transaction line. 
19. Type the Authorized Federal Funds Transfers/Receipts account number in the COMP/ACCT/CNTR field. 
20. Tab to the CNTR part of the COMP/ACCT/CNTR field and type your center number. 
21. Type the amount being credited in the DEBIT/CREDIT AMOUNT field. 
22. Type CR (or 60) in the DEBIT/CREDIT CODE field. 
    Note: The accounting rule defaults to change the first digit of the account from a 5 to a 7 in the GL. 
23. Press enter to validate the accounting distribution and repeat Steps 17-22 until each credit entry has been completed.
24. When the last line has been entered, Tab to the OPTIONS field, type E (End) and press enter. 
   
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