RDA Systems Inc

Main Page → Budget Preparation → Documentation → Expenditures → Retrieve Post Activity - Expenditures

What this process does

• Posted Appropriations, Expenditures and Encumbrances (if selected) from the Financial Management module are retrieved into the Appropriations and Actual Expenditure fields of the Expenditure Budget Master file for the selected Budget Fiscal Year. These fields are populated based on the month of the appropriation and expenditure activity.

Best Practices

• Code Retrieval - Prior to executing this report process, Expenditure Account Codes for the current Fiscal Year should be retrieved. This ensures that any new account codes created in Financial Management during the fiscal year are retrieved into Budget Prep, so that corresponding Appropriations and Expenditures (and, optionally, Encumbrances) for the current year can be retrieved via this process.
• Budget ID Update - This process should be run regularly to update the Budget ID with current posted amounts so that comparison reports are accurate and meaningful.
• Screen Defaults - Do NOT save personal or site defaults on this screen, since the Budget ID is dynamic to the selected Budget Year (i.e., the Budget ID will automatically change to the one that's been approved and updated to Financial Management)

Requirements

• Approved Budget ID – The Budget ID selected must be the Budget ID that was approved and updated to Financial Management. This can be verified by selecting the Budget ID, via the Fiscal Budget Master, to confirm the status.

Retrieve Posted Activity - Expenditures

• Finance → Budget Preparation → Exp tab → Retrieve Posted Activity
• 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.