Record the Grant Award Step-by-Steps

The first step in the business process flow records the grant award in the federal budget code using a Journal Voucher entry in the Budgetary Control (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 1 in the NEXT FUNCTION field and press enter to access the Budgetary Creation Entry (211) screen. 
4. Type A in the OPTION field to add a document.
5. Type your document ID number in the DOCUMENT ID field using 15 (life-to-date 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 Journal Voucher Entry (212) screen. 
7. Type the current date (MMDDYY format) in the EFFECTIVE DATE field. 
8. Type the total grant amount 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 Journal Voucher Entry (213) screen. 
    Note: Typically, the fourth digit of the company will be a 1 (general fund), a 2 (special fund), or a 4 (capital projects) for grant transactions.
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 Grant Award 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. To debit the account, type DR (or 10) in the DEBIT/CREDIT CODE field. 
16. Type GA in the ACCOUNTING RULE field. Accounting rule GA changes the first two digits of the account from a 43 to a 65 in the General Ledger (GL) and generates the credit to the Grant Award Offset distribution. 
17. Press enter to validate the accounting distribution and repeat Steps 10-16 until each debit entry has been completed. 
18. When the last line has been entered, Tab to the OPTIONS field, type E (End) and press enter. 
  
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