The Budget (BG) Transaction Type is used for all of the various needs in the Budget area. Budgets are maintained through this single budget Transaction Type - BG. CGI Advantage Financial associates at least one budget Transaction Code with one HTML to each budget structure. More than one budget transaction and HTML combination can be associated with a budget structure to enable such things as different levels of security over different parts of the structure. All budget lines created on a budget transaction are stored in just 1 transaction tab. There are not individual transaction components for each level within a budget structure; rather all lines for all levels are stored in one place that contains Chart of Account (COA) elements that can define any budget structure. The HTML presented in the application only shows those COA that match a particular structure and level.
Most baseline budget transaction codes begin with the letters BG and then contain 2 or more characters or numbers after that. Please see the table in the "Delivered Budget Structures" topic that lists each budget structure and the corresponding transaction code. Should you choose to create a clone of one or more budget transaction codes, ensure that you do not follow the same scheme used for the delivered transaction code and use a scheme unlike any baseline transaction code such as numbers first then letters or appending a number or letter to the delivered code (for example, BGEX with BGEX1 or BGE41 with BGE41A).
Each budget transaction enables you to create new budget lines as well as to modify, deactivate, reactivate, and delete existing budget lines in a particular budget structure. With the exception of the auto generation feature on Required Budget (REQBUD), the budget transaction is the only way to create new budget lines. As mentioned earlier in the Budget Controls, Allotments, and Budget Linking topics, the budget transaction is the only means of creating these types of records.
The budget transaction is different than accounting transactions in several aspects.
Budget transactions contain an Increase/Decrease field that is used in conjunction with a Dollar Amount field to determine how to update a budget line. That dollar amount field cannot be negative, where on accounting transactions, negatives as well as positives are generally permitted.
Modifications to an accounting transaction line amount require the user to enter what the amount 'should be'. The application will determine the delta to post in order to get to that amount. On a budget transaction line, users enter a 'delta' amount that is used to update the budget line. Do not enter what the final amount in a stand alone bucket should be. The behavior of accounting and budgeting transactions in this respect is quite different than in prior Advantage applications.
Budget transactions cannot have a Transaction Function of Modification or Cancellation. Therefore, there will never be a version number of a budget transaction greater than one.
Budget transactions post to the Budget Journal only - not the Accounting Journal. Additionally, they do not post to the Budget Journal with posting lines but directly from the budget transaction lines.
The accounting and posting lines from accounting transactions infer all rollups for the COA entered. Budget transaction lines and posting lines only contain the COA and rollup values entered.
Budget transactions do not use the COA specialty tables that define valid/invalid combinations, required elements, and COA inferences because these tables are read by the Accounting Line Editor and budget transactions do not have accounting lines, but rather budget lines.
Budget transactions do not use the attachment count feature whereby the number of attachments at a transaction tab is specified. The structure of the Budget transaction type prevents this. Attachments are still allowed and can be viewed for a transaction.
Budget transactions are organized in a different way than other transactions. The common Header tab is followed by the tab for the lowest level of the budget then the next lowest level and so forth ending with the top level. This bottom- up approach fits how data is entered at a lowest (or low) level and is then rolled up to create budget lines at higher levels.
If uploading budget transactions using the Upload Transaction (UPDOCS) feature, the Structure ID column must be added and populated in order to successfully upload this type of transaction. When creating a transaction online, the Structure ID (STRU_ID) field is set by the system. However, this field must be manually set if uploading a transaction.
The Budget Transaction includes the following tabs: