RDA Systems Inc

Main Page → Budget Preparation → Documentation → Expenditures → Create Expenditure Budget ID

What this process does

• A Budget ID is created with the account codes associated based on the range criteria selected. No appropriations are created with this process. To access the Budget ID and view all associated records, select Fiscal Budget Master. The Budget ID masters (with only the name, type and description) may be viewed and edited from Setup, Budget IDs.
• This process should be run each time a new Budget ID / budget scenario is needed.
• In order to have Expenditure and Revenue account codes within the same Budget ID, the Create Revenue Budget ID process needs to be run using the exact same Budget ID that was used for expenditures (see Best Practices). Note when creating a Budget ID that contains both types of account codes, the Budget Name and Description will be updated with the information entered in those fields based on the most recent Create Budget ID process.

• This process should be run when you need to add new accounts to an existing budget. The Create  Budget ID process needs to be run using the exact same Budget ID that was used for the budget where you want to add the new account codes. Before running the process, the new account codes should be added in Financial Management and Retrieved into Budget Prep. Running this process does not change or delete any amounts already entered into the budget.

Best Practices

• Budget ID- Use the same Budget ID for the appropriations and estimated revenue budgets; this facilitates use of the Combined Account reports and allows use of fund balance to display in the reports. For example:
  • INITIAL
  • PRELIMINARY
  • RECOMMENDED
  • ADOPTED
  • APPROVED
• Add Account Codes - If there will be new account codes for the Budget Year, add the new account codes in Financial Management prior to creating the Budget ID.

Requirements

• Retrieval – Expenditure Account Codes for the new Fiscal Year must be retrieved, prior to running this process, in order to create the association with the account codes and Budget ID. New account codes should be entered into Financial Management prior to being retrieved into Budget Prep.

Create Expenditure Budget ID

• Finance → Budget Preparation → Exp tab → Create Exp Budget ID
• Once the range screen is populated as needed, select the Write to Database button.