Blocking or Warning by Individual Account Numbers

Use the GL Direct Budget Update Annual (GLBUUP) page to form a line item (Org Key-Object Code or Group #) budget or override budget amounts. Create or amend multiple object codes for a named version of an annual budget within an Org Key.

Some organizations may want to set up budget alarms on an account-number-by-account-number basis. E.g., a division should only be warned when they are over budget for operating supplies but should be blocked if they are going over budget for Office Equipment.

Budget Block and Level drop-down fields on GLBUUP are associated with every line item. The fields function the same way as the Budget field on the GLUPKY page. The user setup of Security Codes and Keys will affect the user's read/write access to accounts.

Note that GLBUUP is populated from associations in the GL tables. Line items may appear from a prior year or a current year transaction that has created an association in the tables, even though no budget has been created. For instance, an existing encumbrance amount for the specified year will create an association. This Org Key/Object combination will appear in GLBUUP with a budget amount of zero.

Since there are three different areas that budget alarms are set, it is possible to have some account numbers being set up to have multiple budget checking attached to them. The block will always take precedent over the warning.

To indicate whether or not a budget check is active:

1. Put a check mark next to "Active," or:
2. Enter Start/End Dates. The date range is used to indicate a period other than the defined fiscal year period. This is most useful in budgeting grants, construction projects, and other multi-year activities.

Enter each account string and its appropriate budget and/or change in the bottom section of the page. Information such as column titles, whether a budget version can accept transactions, or how it is summed, is derived from the budget's description on GLUPGN, Budget tab.

The Destination Version and Calculation fields can be used to change an account number amount, by the selected budget version, using the +, -, * and % operators in the calculation. Note that the calculation Destination Version field cannot be used with a version summed from other versions or a version with a cutoff date that has passed. The Budget tab of GLUPGN displays budget version calculations. 

To filter by control keys, check the ShowControlKeys box in the Filters section of the Search menu.

Access the monthly budgeting page (GLBUUP-MONTHLY) through the "Monthly Budgeting" link to input budget amounts by month or quarter, instead of an annual figure or to arrive at an annual budget. The monthly budgeting page will open showing the account number that is highlighted in Budget Update Annual page when the link is clicked. After monthly budgets are created, the entries or changes will appear in the Annual (GLBUUP) page.