Transcript Entering a Budget Transfer

Entering a Budget Transfer
For questions concerning Budget Transfers, contact the Budget Office at
[email protected] or by calling ext. 4-2182.
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From your main menu, click on the link for Commitment Control.
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On your screen, look for the folder labeled Budget Journals. Click on the link that says
Enter Budget Transfer.
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From this screen click the Add button, to add a new transfer.
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On this screen you need select a ledger group for the Ledger Group field. To do this, click on
the magnifying glass next to the field.
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Your screen should look like this. For transfers, you will ALWAYS select the Child Department
Budget ledger.
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Once you select the ledger, you will then see this page again. In the Parent Budget Entry Type
field, use the drop down menu to select Transfer Adjustment.
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In the Long Description field, just include a short description as to what the transfer is for
or why you are performing the transfer.
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Once you have completed filling in the fields, click on the Budget Lines tab to enter the
transfer information.
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This is the screen in which you will actually tell the system what to do with the funds. So there
are a few fields that need to be filled in. Begin by ALWAYS entering the CURRENT budget period.
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Next fill in the Fund, Department and Account in which the funds are either coming from
or going to.
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Fill in the Amount field. If this is the account in which the funds are coming out of, be sure to
put the minus (-) sign in front of the amount. The system will then know to take the funds
OUT of this account.
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After filling in the amount, there are actually more fields on the right hand side that need to
be filled in but are not displayed at the moment. Click on the Show all Columns button to
expand the view and display the fields to the right.
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The screen will then display the rest of the fields, scroll to the right to see them. Fill in the
REF field with either your first initial last name, or your last name so the Budget Office will be
able to identify who entered the transfer in case they need to contact you.
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Then fill in the Journal Line Description field with something meaningful, for example :
“transferring to communications.” If you do not fill in the description, the name of the
account will default into the field, as displayed in the picture below.
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Once you have filled in all the fields, scroll back to the left. You now need to add another
line to the transfer to tell the system what to do with the funds we took out of this account.
To add a line, click on the plus button (+) next to the Lines to add field, BUT BEFORE you do
that, click on the Journal Line Copy Down link. This will allow you to select which fields you
do not want the information copied down to.
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This is the screen that appears after clicking the Journal Line Copy Down link. Uncheck any of
the fields in which the information is going to change from what was input on the first line.
Usually the fields that will be changed are the Amount, Account and Department. Any fields
left checked will keep the same information as the first line. Once your done, click OK, and
you will go back to the transfer page.
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You can now click the Plus (+) button to add the second line of the transfer. If you wish to
add more than one line, you can do that by indicating how many lines you would like to add
and then clicking the + button.
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Your screen should now display the additional lines for the transfer. Fill in the appropriate
information. In this example, I am transferring between departments so I need to fill in the
department and account, and the amount should now be positive because the funds are
going INTO this account.
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Then scroll to the left to fill out the remaining fields, the REF field and the Journal Line
Description field. This time an example for the description could be, “transferred from
Supplies.”
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Now you have entered a basic transfer, scroll back to the left hand side and click Save.
Always make sure you save your transfer. Once you click Save, in the upper right hand
corner you should see a Security Error. This is what you are supposed to see.
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The Security Error message just means that you are transferring either between two parents
or between two departments and the Budget Office will have to review the transfer before it
can be posted. When you see this message, you need to notify the Budget Office to review
the transfer. To do that click on the Notify button.
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This will allow you to send the Budget Office an email letting them know there is a transfer
they need to review. In the To field put the University Budget Office email, which is
[email protected].
[email protected]
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In the CC field, we recommend you copy yourself because this generates an email out of
PeopleSoft and not your Outlook. In the Subject field put “Budget Transfer Requires Posting.”
Then in the Message field include a short description as to why you are making the transfer.
[email protected]
Budget Transfer Requires Posting
Performing a transfer for training.
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Once you are finished entering the information, click OK. The email message will be sent to
the Budget Office and you can either enter another transfer or log out of the system.
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