Budget Transfers. To initiate a budget transfer, go to FGAJVCM (Journal Voucher Mass Entry). FGAJVCM

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1 Budget Transfers To initiate a budget transfer, go to FGAJVCM (Journal Voucher Mass Entry). FGAJVCM 1

2 You don t need to enter a document number. It will auto-populate later. Continue on to the Next Block (use shortcut keys CTRL + PG DWN). NOTE: If you ve already started a budget transfer and want to edit it, you can either enter the journal number in the document number box and go to Next Block (use shortcut keys CTRL + PG DWN), or click on the arrow next to the document number box. 2

3 If you clicked on the arrow, a list of suspended vouchers will appear. Double-click on the journal number and it will revert back to the previous screen with the document number box filled with the journal number. Go to the Next Block (use shortcut keys CTRL + PG DWN). 3

4 Whether you ve arrived at this page through a new document number or a suspended voucher, you must: Enter the transaction date. Enter the document total The document total is the absolute value of the whole transaction including debits and credits. Ex. If you re transferring $8,500, you ll need an $8,500 debit and $8,500 credit for a document total of $17,000. Enter the type as BDTF. Enter the description, which should be a short, informational description of the reason for transfer. Enter the budget period, the fiscal period based on a July-June fiscal year. Ex. July 01, Aug 02, Sept 03, Oct 04, Nov 05, Dec 06, Jan 07, Feb 08, Mar 09, Apr 10, May 11, Jun 12 Go to the Next Block (use shortcut keys CTRL + PG DWN). 4

5 You need to enter the account string details for the account you d like to transfer to: Fund, Object, Amount, and Debits/Credits. The type will be automatically filled. (Note: Make sure it is filled with the same BDTF from the previous block.) The status will be blank until you ve finished entering info for the whole line. The Program will be automatically filled. Debits/Credits should be expressed as a + for the account the transfer is going into, and a - for the account the transfer is coming from. When you are finished with the first line, click on the second line and enter the account string details for the account you d like to transfer from. 5

6 TRANSFER APPROVAL RULES You may not transfer FROM restricted funds to unrestricted funds, but you may transfer from unrestricted TO restricted. Lottery fund (220020) is only to be used for teaching supplies and materials, so you may not transfer to or from this fund code. You may not transfer from matriculation (100010), but you may transfer to matriculation. You may not transfer from benefits object codes. You may transfer from account codes in the s and s without the need for help. o If you want to transfer from other account codes, you will receive an Error message in the status box but Geoff can complete this transfer for you. Generally, you may not transfer from the salary or benefits accounts. You may only transfer across organization codes if you have authorization over both organization codes, or get approval from the person with authority over the other organization code. You will receive an error message but Geoff can complete this transfer for you. 6

7 After you ve entered the required information, be sure to look at the status box. If your entry is valid, it should say Postable on all lines you ve entered. Postable The entry is valid. NSF Error That account string does not have enough money for this transfer. Error You are unable to complete this transfer because it breaks one of the transfer approval rules. Even if you receive an error, you can continue to input information in subsequent lines. Just make sure to click on the next line a couple of times to select it for input. With any type of error, you will be unable to complete your transfer. If you receive an error but think the transaction follows the rules and should be completed, Geoff with the document number and ask him to complete the transfer. Postable NSF Error 7

8 To save a transaction that you are unable to complete, click the save icon on the top bar. Then, click the rollback icon (curvy arrow next to the save icon). Finally, you can click the X to close out of the journal entry window. 8

9 If all the status boxes say Postable, double-check the information you entered, go to the Next Block (use shortcut keys CTRL + PG DWN), and click complete. After clicking complete, the bottom left of the window will display a note acknowledging your budget transfer. Ex. Document completed and forwarded to the posting process. Document J completed and forwarded to the posting 9

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