Budget Availability And Non-Sufficient Funds Checking

Transcription

1 Title Budget Availability And Non-Sufficient Funds Checking Version 1.0 Date 06/01/2014 Created by Mary Ellen Garrett, Accounting Manager Copyright South Dakota Board of Regents Process Owner Dept/Division Controllers & Budget Managers Finance & Administration Forms BGIBDST, FGIBAVL, FGIBSUM, FGITINP

2 B u d g e t A v a i l a b i l i t y P a g e 2 Budget Availability and Non-Sufficient Funds Checking This document outlines how budget availability and non-sufficient funds checking (NSF) were established at the time of Banner implementation. With NSF checking, the system goes to BAVL table to check budget availability. Budget availability is date driven. Also in this document, the general budget query forms will be presented. FTMCOAS Chart of Accounts Code Maintenance The Budget Control keys enable one to define budget control performance based on the Account Index and Fund, Organization, Account, and Program values. The Budget Control keys indicate whether the system uses the data element(s) in Available Balance Checking. The Control Period A indicates that the budget availability is checked against the Total Annual Budget. The overall control severity for all funds is W Warning. This is managed at the system level.

3 B u d g e t A v a i l a b i l i t y P a g e 3 FTMFTYP Fund Type Maintenance Budget controls are also placed on Restricted Non-Appropriated Funds (RNA) and Unrestricted Appropriated (URA) (general fund and HEFF) fund types (2X RNA or XA URA) The overall control severity is E, Exceeding Budget Generates Error, and stops the transaction if the budget is overspent. (1) Fund types are smart coded.

4 B u d g e t A v a i l a b i l i t y P a g e 4 Within the Encumbrance Overrides, the Journal Type entry must be E090 (Encumbrance Carry Forward Journal) to roll encumbrances. A committed encumbrance is a prior-year encumbrance that rolls to the current year whose purpose and budget is set apart from the current year's operating budget. The encumbrance contains a commitment indicator of C and the budget line item on the Operating Ledger also contains a C in the commitment indicator. An uncommitted encumbrance is a prior-year encumbrance that rolls to the current year. The encumbrance contains a commitment indicator of U and the budget line item on the Operating Ledger also contains a U in the commitment indicator. The Encumbrance Override fields enable you to roll committed and uncommitted encumbrances into the next fiscal year. These values override the values established at the Chart of Accounts level. You must specify the correct Journal Type for original and adjusted encumbrances as follows: Rule Class E010 is the correct Journal Type for Post Original Encumbrances. Rule Class E020 is the correct Journal Type for Adjusted Encumbrances (Budget Class). Rule Class E095 is the correct Journal Type when an encumbrance satisfies the conditions for being a Committed Encumbrance. All fund type maintenance is managed at the system level.

5 B u d g e t A v a i l a b i l i t y P a g e 5 FTMFUND Fund Code Maintenance Budget Control can be placed on a particular fund. (FTMFUND: Options Budget Information) The Chart of Accounts, Fund, and Fund Title values default from the main window. The Control Severity A, Control on Total Annual Budget, defaults from FTMCOAS. To control budget availability at the fund level, enter control severity to E Exceeding Budget Generates Error. This severity level will stop the transaction if the budget is overspent. The other Control Severity option is W, Warning. This option is managed at the institution level.

6 B u d g e t A v a i l a b i l i t y P a g e 6 FGIBDST Organization Budget Status The Organization Budget Status Form is used to view an online query of the budget availability by organization code. The data displays by account code line item for any combination of fund, organization, account, account type, program, activity, and location (FOAPAL). When you execute a query, the system queries all records for the full total. Select Next Set of Records until you see a Last Row of Record Queried message.

7 B u d g e t A v a i l a b i l i t y P a g e 7 FGIBSUM Organization Budget Summary The Organization Budget Summary Form is used to view summarized budget information by user-defined account type for a selected organization/fund combination. Access this form from the General Budget Query Forms Menu (*FINGBUDQ) or by selecting Budget Summary Information from the Options menu on the Organization Budget Status Form (FGIBDST). FGIBSUM provides an online view of the organization's budget, year-to-date activity, reserve, and available balance summarized by major category type (Revenue, Labor, Direct Expenditures and Transfers, or other user-defined type).

8 B u d g e t A v a i l a b i l i t y P a g e 8 FGIBAVL Budget Availability Status Form The Budget Availability Status Form is used to view an online query of the budget availability for a selected fund, organization, account, and program combination. FGIBAVL is used to ensure an adequate balance for transaction processing. The data displays by account code line item. The key block indicator for Pending Documents is checked if there are unposted documents in the back out table (FGRBAKO) for any one of the account codes listed, and an account line indicator is checked if there are pending documents to view for that specific budget control account. As the non-sufficient funds (NSF) checking is active, the Available Balance of remaining budget should equal the total of unposted or pending documents plus the operating ledger s posted activity. Certain forms and processes update activity for unposted documents in the Available Balance Table (FGBBAVL) and the Back Out Table (FGRBAKO).

9 B u d g e t A v a i l a b i l i t y P a g e 9 Finding the Difference Between FGIBAVL and FGIBSUM In the previous screen shots of FGIBSUM and FGIBAVL, FGIBSUM reports YTD Activity for Direct Expenditures at $57, while FGIBAVL reports YTD Activity for Operating Expenses Budget at $64,365.13, a difference of $6, FGIBSUM reports posted transactions. FGIBAVL reports posted and pending transactions. To query further into the difference, in FGIBAVL select an account row with the Pending Documents indicator checked and then choose Pending Documents from the Options menu or use the Duplicate Item function (F3). This option takes you to FGITINP, Transaction in Process Status Form, to view unposted documents affecting available balance for the budget control key and the selected account. From the Options Menu on FGITINP, select Query Total for All Records. The total YTD Activity is $6,

10 B u d g e t A v a i l a b i l i t y P a g e 10 Using the slide in the boxed area of the form, run the slide bar to the right to view the description (vendor), item and sequence of the document.

11 B u d g e t A v a i l a b i l i t y P a g e 11 The FGITINP form can be used to view the current status of each pending document as well as other details for the transaction in process. Statuses returned with query results are selected from one of the status codes below. The first applicable status is displayed. Code In Travel (TEM) To Be Posted In Approvals Error Receipt Pending Disapproved Incomplete Undefined Description Document type used by Banner Travel & Expense Management Document waiting in the posting queue or the deferred edit queue Document completed but final approval is not yet recorded Orphan record in FGRBAKO (accounting sequence is already posted, or the document no longer exists) Completed invoice waiting for matching Incomplete document with disapproval history (excluding general encumbrance change documents) Incomplete document in process Document with an undetermined status All columns can be queried within the data block except Item and Sequence. When accessed from Budget Availability Status Form (FGIBAVL) the data block is populated as soon as the user enters the form. When the data block is accessed with navigation from the key block, a query must be executed to populate the pending document list.