Create or Update Annual BU Set - GLBUBAAN
The General Ledger (GL) Annual Budget Adjustments (GLBUBAAN) page facilitates debit/credit changes to budgets to the GL Budget Update Annual (GLBUUP) page in a set (batch) environment.
GLBUBAAN differs from GLBUBAUB in that it prevents unbalanced budget adjustments, and restricts allocations to certain object codes and types, and balance increases/decreases. The inter-fund Annual Budget Adjustments page requires entries to be balanced by offsetting entries. All batch updates to budgets are automatically logged regardless of whether logging was enabled on the GL General Information (GLUPGN) page. Because these transactions are logged, the GL UNDO (GLUTSUUN) utility may be used to undo budget changes.
Set ID: Sixteen-character code used as a batch identifier. The Set ID may be a system-generated seed value by defining the NU Common Codes Category/Value of SYNO/BTCHIDBU. If seed values are defined, press the Ctrl+T key combination to insert the next seed value, or click on the ellipsis (…) button.
Create Date: Display-only field showing the date the Set was created.
Create User: The system displays the user ID of the user logged into the system when the Set was created.
Update Date: A display-only field showing the last date of the Set was updated.
Update User: The system displays the user ID of the user logged into the system when the Set was last updated.
Status: Display-only field showing the system-derived status of the Set. The following are the static system codes used: BE – Batch Entry (default for new set), DS – Distributed, EX – Extracted, CX – Cancelled, AP – Approved, RJ – Rejected, WA – Waiting Approval. Note: To require Workflow approval before posting a budget adjustment, activate the NU Common Code with a Code Category/Value of GLBU/APPROVE with "AP" in the 1st Associated Codes field.
Set Totals:
Total DR: / Total CR: The system-derived sum of the Debits and Credits for the entire Set ID. The details of the displayed totals are derived from the Budget Adjustment tab.
Net: This is the net difference or sum of Debit +/- Credit for the entire Set (batch) of the various References.
Budget Increase: The sum of the set's budget increase.
Budget Decrease: The sum of the set's budget decrease.
Reference Count: The number of references in the Set.
Record Count: The number of records in the Set.
Budget Adjustment Tab
The Budget Adjustment tab is used to input increases and decreases to an account.
Set ID: A read-only field that fetches the Set ID value from the Set tab.
Reference: Sixteen-character code used as a reference identifier. Code value may be a system-generated seed value by defining the NU Common Codes Category/Value of SYNO/BUIDXXXXX (where X is user-defined). If seed values are defined, press the Ctrl+T key combination to insert the next seed value, or when multiple Reference seed values are defined, click on the ellipsis (…) button to select from the list.
Reference Totals:
Total DR: The sum of the debits entries for the Reference.
Total CR: The sum of the credits for the Reference.
Net: This is the net debit/credit balance for the Reference.
Budget Increase: The sum total of the budget increases in the Reference.
Budget Decrease: The sum total of the budget decreases in the Reference.
Main Tab
Description: Up to 30 characters that describe this budget adjustment.
Ledger: / Account: Identifies the ledger code and account string to which the budget adjustment entries are to be posted. The "account" label and the input format is derived from GL General Information page, Presentation tab.)
To look up an account part (key, object, etc.), first select the ledger code, and then place the cursor in the account field and press the Ctrl+L key combination (or click on the ellipsis (…) button) and select Lookup xx where xx is the field where the cursor is placed.
Individual object codes and/or ranges may be restricted (excluded from use) by setting up the NU Common Codes Category/Value of GLBU/ANOBJxxx.
The allowable object types may be limited by placing a comma-delimited list of object types to be allowed, e.g. RV, XP, TI, TO, the medium description of NU Common Code GLBU/GL373C.
Level: The code which specifies the level at which these budgets are defined. Valid codes are OB, and G1...G8. The number of the object group levels and associated titles displayed are derived from the GL General Information page, Object tab, based upon the setup of the ledger chosen.
The third associated code field on the NU Common Codes Category/Value of GLBU/GL373C can be used to set a default for this field.
Amount: Enter the desired debit+/-credit amount of the adjustment.
Fiscal Year: The fiscal year that the budget changes will affect. The fiscal year format is determined by the settings in the GL General Information (GLUPGN) page, Calendar tab, per ledger code defined.
Automatic Offset: Use automatic budget offsets to avoid performing balance checking. If this field contains a valid Object Code, the Annual Budget Adjustments set will not be required to be in balance. Budget offsets will be created as required to balance each Fund at distribution time. Note: The Org. Key for offset will always be extracted from the FDID Common Code. To enable automatic budget offsets enter a valid Object Code in the fifth associated code field of NU Common Codes Category/Value of GLBU/GL373C. If desired, FDID may be entered instead of a specific Object Code. This will tell the system to use the Object Code found in the FDID Common Code for the current Fund.
Reason Code: A code to indicate a reason for these adjustments. Code values available for selection are defined in NU Common Codes Category/Value of BURS/XXXX (where X is the reason code), with a description of the Reason Code in the Medium Description field. Code Category/Value of GLBU/GL373C can be defined to set a default for this field by entering the reason code value in the first associated code field. If NU Common Codes Category/Value of BURS/CHECK exists, validation always occurs, even if the field is blank.
Date: Defaults to the current date; or enter effective date of these changes in MM/DD/CCYY format or use the calendar drop-down.
Fund Type: A code to indicate the fund type of the transaction. Code values available for selection are defined in NU Common Codes Category/Value of BUFT/XX (where X = up to two characters for the Fund Type), with a description of the Fund Type in the Medium Description field. If NU Common Codes Category/Value of BUFT/CHECK exists, validation always occurs, even if the field is blank.
Budget Version: Select the code of the budget version to be adjusted. The second associated code field on NU Common Codes Category/Value of GLBU/GL373C can be used to set a default for this field.
Budgets / Budget Checking
These sections are read-only displays derived from the GL Budget Update Annual (GLBUUP) page. The echoed data (budget versions and budget checking settings) reflects the budget information related to the account number entered for the active record of the Reference. Enter the account number and tab out of the field to activate the echo. The amount entered will not be reflected until the Set is posted.
Notes Tab
Enter any additional notes to be recorded with the adjustment. To save text, press <CTRL> <SHIFT>.
Links
This page contains convenience links to process the Set and view the Annual Budgets (GLBUUP) page. To view budget transactions already distributed, use the GL File Listing of Budget Changes (GLREFLCB).
Tools
To copy an existing budget set. The From Set ID will default to the current Set but this name may be overwritten with an existing set name. The "To Set ID" will default to SYSTEM, which will use the NU Common Codes Category/Value of SYNO/BTCHIDBU system seed value, if the code is defined; may be manually entered.