Record the Current Year Budget Step-by-Steps

This step in the business process flow records the current year certified and authorized budgets in the operating budget code. Make adjustments for any remaining balances to true-up the prior certified budget. The budget entries are made in the Budget Preparation System (BPS) and passed to the NCAS via an automated interface. The procedures have not changed from the previous DAS procedures.

Note: From the Report Management and Distribution System (RMDS), report series BC 305-1 BRS to BC houses the reports required to check the generated entries passed to the NCAS via an interface against the expected entries.

If the grant is rolled over from the previous year and a certified budget exists, an adjustment analysis is required. This analysis determines if an adjustment is needed in the operating budget code to reflect the remaining certified budget amount for the current year. This entry uses a Budget Create entry in the BC module.

The analysis to calculate the total adjustment required is accomplished through two steps:

The following Budget Create entry trues-up the certified budget amount:
 
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 11 (certified budget entry) as the transaction type. 
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 prior certified budgeted amount in the TOTAL field. 
9. Type your company number in the COMPANY ID field and press enter to access the Budget Creation Entry (233) screen. 
10. Type a sequence number, beginning with 0001 in the LINE field. 
11. Type A in the TRANSACTION CODE field to add a transaction. 
12. Type the Certified Estimated Federal Funds Transfers/Receipts - Contra Expenditure 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 in the DEBIT/CREDIT CODE field. 
16. Type CR in the ACCOUNTING RULE field. Accounting rule CR (click here to see accounting rule CR) changes the first two digits of the account from a 43 to a 68 in the General Ledger (GL). The same entry is generated for 63 accounts. 
17. Press enter to validate the accounting distribution and repeat Steps 10-16 until each debit entry has been completed. 
18. Type the next appropriate sequence number in the LINE field. 
19. Type A in the TRANSACTION CODE field to add a transaction.
20. Type the Certified Expenditure - XXXXX Expense account number in the COMP/ACCT/CNTR field (XXXXX = Detail Expense). 
21. Tab to the CNTR part of the COMP/ACCT/CNTR field and type your center number. 
22. Type the amount being credited in the DEBIT/CREDIT AMOUNT field.
23. Type CR in the DEBIT/CREDIT CODE field. 
24. Type CX in the ACCOUNTING RULE field. Accounting rule CX creates four entries (click here to see accounting rule CX). The same entry is generated for the 73 accounts.
25. Press enter to validate the accounting distribution and repeat Steps 18-24 until each credit entry has been completed. 
26. When the last line has been entered,Tab to the OPTIONS field, type E (End) and press enter. 
    
Accounting System Home Page | Information Guide Home Page | OSC Home Page