Main Page → Budget Preparation → Documentation → Expenditures → Retrieve Accounts - Expenditures


Contents

  • 1 What this process does
  • 2 Best Practices
  • 3 Requirements
  • 4 Retrieve Accounts - Expenditures



What this process does


  • This is the first step in the preparation of a budget for appropriations
  • Retreives expenditure account masters from Financial Management (FINEACC file) into Budget Prep (BUDEACC file)
  • Retrieving accounts for the current year ensures that any new account codes created in Financial Management during the year are retrieved into Budget Prep, so the corresponding Appropriations and Revenues for the current year are retrieved as well.


Best Practices


  • Expenditure Account Codes should be retrieved for the current Fiscal Year as well as the upcoming (budget) Fiscal Year.
  • Ranging is not normally needed; select inactive accounts if account codes were used during the year, but subsequently inactivated.
  • Whenever new accounts are created in Financial Management and subsequently retrieved after the initial budget has been created, those new account masters must be attached to the budget identification(s). This can be done from the Expenditure Account master Browse screen using the button labeled Add Account to Budget ID.


Requirements


  • Opening Fiscal Year – The Fiscal Year for the upcoming (budget) year must be opened in Financial Management, otherwise, no records will select. If you need to create a budget for fiscal year 2016, and you are currently in fiscal year 2015, you would go to Financial Management and select Select/Change Fiscal Year, and enter fiscal year 2016.


Retrieve Accounts - Expenditures


  1. Finance → Budget Preparation → Expense Tab → Retrieve Expenditure Accounts


FIELDSOpt.Rec.Req.Description
Budget Fiscal Year——♦Enter Fiscal Year for accounts to be retrieved
Range on ???♦——All range criteria are optional; do not range on anything to include all account codes
Select Active Accounts——♦Should be set to true/on
Select Inactive Accounts♦——Set to true if Inactive Account Codes should be retrieved
Opt. = Optional  Rec. = Recommended  Req. = Required


  • Retrieve the current Budget Fiscal Year (2015) and account codes for the upcoming Budget Fiscal Year (2016). You need this to do comparison reporting
  • New account codes for 2016, not used in 2015 or any previous years, should be added directly into Budget Prep, and not in Financial Management. This can be done from the Expenditure Account master Browse screen, using the button labeled Add Account to Budget ID.
  • Once the range screen is populated as needed, select the Write to Database button (cog icon). This button is available once the Fiscal Year has been entered, and your cursor is no longer in that field.
  • To see the results of the process, go to Query → Expenditures → Expenditure Accounts, range on the Fiscal Year, and click Select