Budget Level

The number of these document components will vary by budget structure as will the names for each level.

• Budget Level

  Field Name Field Description Action A required value that will drive many edits and updates for a budget line.  The default value is New which will cause the creation of a budget line on a particular budget level.  When a budget line already exists and needs to be updated other than changing the Active flag, the Modify value should be chosen.  A pair of values support updates to the Active flag to stop further updates to a budget line and then allow updates to continue.  The Deactivate action will update the budget line by setting the Active flag to False.  At this point, no accounting documents can update the budget line and no budget documents can either unless they contain the Reactivate action, which will set the Active flag to True.  The last value for action is Delete.  This action can only be taken if all the stand alone budget amounts for the budget line are zero.  When a budget document with this action submits to the Final document phase, the budget line will be deleted from the budget level, leaving only the Budget Journal history for the budget line. Event Type A required value that will likely have a default value from the Document Control (DCTRL) table.  If no default or the default is not the intended type of budget activity, then another event type has to be chosen and has to be one of the event types defined on the Allowed Event Types for Document Code (AETDC) table. The Deactivate, Reactivate, and Delete Action values will require specific event types to be entered that belong to the IBUD, ABUD, and DBUD event categories, respectively. Name An optional text field for assigning a budget line a name for descriptive or identification purposes.  If left blank, the application will establish a name for the budget line.  That name will be a concatenation of the Chart of Account elements used to define the budget name or other customized value. Start Date An optional date to be used for reporting.  If a value is populated here from the Header, the value can be changed at the budget line level.  The field will be left blank when the document goes to the Final document phase if not manually populated or inferred from the Header to signify no set start date for the budget line.  Refer to the "BFY Staging" section in the CGI Advantage Financial - General Accounting User Guide for information on how to control what can and what cannot happen against a budget line based on what day is being used. End Date An optional date to be used for reporting.  If a value is populated here from the header, the value can be changed at the budget line level.  The field will be left blank when the document goes to the Final document phase if not manually populated or inferred from the Header to signify no set end date for the budget line.  Refer to the "BFY Staging" section in the CGI Advantage Financial - General Accounting User Guide for information on how to control what can and what cannot happen against a budget line based on what day is being used. Dollar Amount A required amount that will be used to update the budget amount identified by the posting code inferred from the Event Type selected.  Whether the Dollar Amount will add to or subtract from the budget amount on the budget line will depend on the next field.  Negative dollar amounts are not allowed. Changing the Name, Contact, Description, Reservation Type, Start Date, or End Date do not require an amount other than $0.00 as do the Deactivate, Reactivate, and Delete Action values. A budget line can also be created with a zero amount to later have amounts added or serve just to define a valid budget line that will not have any spending controls.  Other situations where $0.00 can be the Dollar Amount: When only an allotment line is being added or modified Modification of a budget control at the line level Creation, modification, or deletion of a link Changing the Name, Contact, Description, Reservation Type, Start Date, or End Date values of a budget line The Deactivate, Reactivate, and Delete Action values are used Increase/Decrease A required indication that will determine if the Dollar Amount will be added to or subtracted from the budget amount identified by the posting code of the event type being used.  The default for this field is Increase.  Keep in mind that increasing a budget amount that is subtracted in the calculation of budget availability is really decreasing budget availability. Allotment Distribution Amount For those budget structures with allotment functionality, this amount is displayed on the document component for the budget level allotted.  The primary use of the amount field is to facilitate the definition of allotment lines with only a percentage value and let the application determine the actual allotment line amounts by multiplying that percentage against the Allotment Distribution Amount (ADA).  If the ADA is $0.00, the application will multiply the percentages against the Dollar Amount instead. The secondary use of the amount field is to provide an amount to edit the sum of allotment line amounts against.  In the case that the allotment line amounts were manually entered, the ADA serves to check that the total amount allotted was what was intended.  If the ADA amount is $0.00, then the sum of the allotment line amounts cannot exceed the Dollar Amount. The ADA amount defaults to $0.00.  It can even exceed the Dollar Amount.  In the case where the full amount of a previous budget document was not allotted, a subsequent document will need to have an ADA amount greater than the Dollar Amount to facilitate allotting the remainder. Budget FY Those budget structures defined by BFY will have budget documents that display this field.  When displayed, the field is required and will default to the value from the Header, if supplied there.  If no Header default exists but the Header contains a Transaction Date, the Budget FY will default to the Fiscal Year of that Transaction Date as defined on the Calendar Date (CLDT) table.  If the Header does not have either a Transaction Date or Budget FY, the field on the budget line will default to the current fiscal year of the Application Date from the Application Control (APPCTRL) table as defined on CLDT.  All of these defaults happen upon saving the line.  Any value entered must be valid on the Fiscal Year table with the exception of 9999 to represent a multi-year budget line. Fiscal Year A required field that will default to the value from the Header, if supplied there.  If no Header default exists but the Header contains a Transaction Date, the Fiscal Year will default to the Fiscal Year of that Transaction Date as defined on the Calendar Date (CLDT) table.  If the Header does not have either a Transaction Date or Fiscal Year, the field on the budget line will default to the current fiscal year of the Application Date from the Application Control (APPCTRL) table as defined on CLDT.  All of these defaults happen upon saving the line.  Period A required field that will default to the value from the Header, if supplied there.  If no Header default exists but the Header contains a Transaction Date, the Period will default to the default Fiscal Period of that Transaction Date as defined on the Calendar Date (CLDT) table.  If the Header does not have either a Transaction Date or Period, the field on the budget line will default to the current accounting period of the Application Date from the Application Control (APPCTRL) table as defined on CLDT.  All of these defaults happen upon saving the line.  Any value entered must be valid on the Accounting Period (APD) table. COA Each budget structure and level will contain different values and all must be entered on each budget line if a budget line is to be created or updated.  In every case, values entered must be valid on their respective reference tables and have the Budgeting flag checked there also.  Validation is done with the Fiscal Year field when the reference table is keyed by Fiscal Year. Reservation Type When displayed on a budget document, this field serves as one of the methods for withholding budget authority.  Use of the field is optional and when a value is selected, it must be defined on the Reservation Type (RSRVT) table.  Please see the section on Reserving Budgets - ”Budget Reserve” for more information on this feature. Contact An optional field for specifying an individual on the Contact (CNTAC) table for a budget line. Contact Name The name associated with the selected contact code is inferred from the CNTAC table. Description An optional long text field for entering descriptive text about a budget line. House Bill Number An optional short text field for entering a legislative ID or other descriptive information about a budget line. Debt ID An optional field found on most budget lines where a user can enter the Debt ID of a Bond or Loan that provided funding to the budget line.  The Debt ID is informational to explain ‘where’ the increase in budget availability came from.  While the field shows choices for Leases, the primary types of debt that will be chosen are Bonds and Loans.  Use of a Debt ID should result in an update to the respective Loan History (LOANHIST), Bond History (BONDHIST), or Lease History (LSEHIST) page, depending on Event Category (ECAT) settings.  There are limits on what ID values can be entered: An Authorization ID cannot be entered. A Loan Application ID cannot be entered. The Debt Instrument Status must be active and not one of the preliminary values. The Debt Instrument Status should not be one that is completed or closed. Please see the Debt Management User Guide for more information on these and other topics.