Presented By:

Budget OfficeJacob Gracia, Accountant I

Budget Revision TrainingOracle Web ADI

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Websiteutpa.edu/budget

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Topics to be covered

•Using Journal Wizard•Using an Excel template to create a Budget Revision to

upload into Oracle.•Adding Attachments• Submitting the Budget Revision for approval•Approval Process•How to Check Workflow status•Deleting a Budget Revision

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How to create a Budget Revision

• Responsibility needed:• UTPA GL Budget Revision User

• Navigate to: • Journals• Launch Journal Wizard

This is a tool used to create the Budget Revision with an Excel Template

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Creating Template•Select Create Document

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Budget Revision Template Completed

• The Wizard will create a document on which to create Budget Revision.

• Do NOT Click Cancel.

• A Confirmation screen will appear. Select Close.

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Budget Revision TemplateJournal Header fields to be entered and reviewed:

• Budget: Set to Revised Budget. If a Permanent Budget Revision is needed simply put “Permanent Change” in your justification or comment field & budget office will do the additional journal entry for you to affect Original Budget.

• Batch Name: Use your UserID. System will append Journal ID # when uploaded.

Journal lines detail needed:

• Period

• GL String: Account Combination • Fund, Funding Source, Organization, Project, Object, and NACUBO

• Amount – Debit and Credit (both numbers should be positive)

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Populating Period on TemplateEntering Period:

• Type directly in the cell or

• Right click on cell and select “List of Values” or

• Double Click on cell

• Search for and Select period and then click on Select button.

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Populating GL String on TemplateEntering GL Accounting String: You will now be able to setup new Objects.

• Type directly in the cells or

• Right click on any field of the accounting string and select List of Values or

• Double click on any field of the accounting string to get following box. Enter Project # to retrieve combinations that exist. Enter Object Code to narrow your selection.

• Click on Combination

• Select the combination needed and

click on Select button. System

will present a series of screens

on which to review your selection.

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Creating the Budget Journal

• Enter amount in relation to Funds Available on GL Inquiry Screen.Impact to funds availability

• Check Totals. The majority of Budget Revisions should have balancing Debits/increase and Credit/decrease.

Debit Credit

Increase Decrease

To move funds from revenue to wages, credit 40001 and debit 51101. To move funds from wages to operating, credit 51101 and debit 53001. 

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Uploading the Budget Revision TemplateAfter Revision is completed, upload to Oracle.

• Go to “Add-ins” in tool bar

• Select Upload.

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Uploading the Budget Revision Template cont.• Verify that same lines on screenshot below are selected. • Select Upload. System will go through a series of screens and finally a confirmation

or error message will be displayed.

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Obtaining Budget Revision Journal Number• Confirmation screen will show Group ID #, number of successfully upload rows, and

Journal Import Request ID which can be used to identify your revision in Oracle. On your keyboard use Control and C keys to copy the ID.

• Select Close. Excel sheet can also be closed at this time, unless the revision has to be corrected. You will notice Happy Faces for error free revision and Sad Faces when error exist in the Message column.

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Error messages if Budget Revision did not load

• Error messages will appear if error exist. Close this screen.

• On Template error will be explained in Message column. Errors can be corrected and revision uploaded. In this example wrong fund was used.

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Looking up your Budget Revision in Oracle

Now that you have created and uploaded the Budget Revision, funds need to be checked and revision needs to be sent through workflow for approvals.

In Oracle using your UTPA GL Budget Revision User Responsibility:

• Navigation to: Journals• Select Enter on either of the following screens.

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Looking up your Budget Revision in Oracle cont.Find the Budget Revision by querying the Batch Name (use % as wildcard)

• Recall you used your user name on Batch Name field. ie: %friv%• Journal Import ID system provided when you uploaded. Ie: %6606105%Sample Batch Name - frivera Budget Journal B 364122 66061050

If you do not have the above information query by typing “Budget” in Category field and “unposted” in Posting field and click on Find.

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Submitting Budget Revision• On the Enter Journals screen select the Revision you wish to submit and

select Review Journal.

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Providing Justification for the Budget Revision• Enter Justification and Comments. These fields are very important since

they appear on the notification sent to approver. There is a 150 character limit on each including spaces. Click OK.

• State what you are trying to do so the approver can double check your work.• (e.g $5K from operating to wages to cover student worker for Fall)

• If budget journal should be made permanent type “PERMANENT” in the justification or comment field.

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Attaching Support to your Budget Revision

• Attachments can be added at this point by selecting the paper clip on the toolbar.

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Attaching Support to Budget Revision cont.• To attach support documentation

• After you click on the paper clip icon, the system will bring up the following screen to be filled out.• Enter other in the category field. • Enter the title of your attachment in the Title field.• Under description specify if your attachment is a file or an e-mail.

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Including Short & Long Text to Budget Revision

• Under Data type you need to select file for excel or word documents or Short or Long text for e-mails.

• When you select file as the data type, Oracle will open a new window where you can search for and select the document you want to attach.

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Submitting Budget Revision• Save Revision using Disc icon in toolbar or select File and then Save.

• Click on “Check Funds” and system will provide the results. Results can be viewed by clicking on View Results.

• If passes check funds then “Approve”. This will start the workflow process.

• After message confirming that revision has been sent to approver is displayed you may close this screen.

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Approving a Budget Revision• Approver will received Notification through email and need to log into

Oracle to approve revision. Notice all detail provided.

• Click on Enter Journals Form to review details of Budget Revision if Justification or Comments are not sufficient.

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Approving a Budget Revision cont.

• Click on Journal to view the entire Budget Revision.

• Click on Check Funds to verify funds are available. If funds are not available revision should be rejected on Notification.

• Notice that Approve Button is not available at this point because approval needs to happen on Notification.

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Approving a Budget Revision cont.

• Review Revision.

• Review Justification. If additional information is needed attachments can be added at this point.

• Close out this and previous screen and then return to Notification.

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Approval Process

• Approver must return to Notification to process Revision by selecting: • Approve – will send revision to next approver• Reject – sends revision back to initiator• Reassign – allows you to assign someone else to approve revision• Request Information – sends revision back to initiator with comments

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Monitoring Workflow Status• UTPA GLBudget Revision User → Monitor Workflow

• Enter Revision ID with wildcard symbol (%) in front.

• Hit enter and then select Show Process.

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Monitoring Workflow Status cont.• Select Activity History

• Clear all the options under Search, Activity Type and leave only Response and Notifications checked. Do not change any options under Activity Status. Click GO

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Monitoring Workflow Status cont.• Under the Results Activities you will see each approval step in the process

and on the top the name of the person next to approve.  

• (Alternatively, you may select to view the Status Diagram.)

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Notes on Deleting a Budget Revision

● When should you delete a Budget Revision?

◦ If revision is no longer needed◦ If the revision is for an incorrect period; since the

period can not be corrected a new revision would need to be created.

● You can only delete revisions that are not in the workflow and are coded as “Unposted”. (If BR is still in workflow have the next approver reject it and then delete it.)● If a correction to the journal lines is needed you do not have to delete your budget journal simply correct it. (But you can not add extra lines)● Becareful not to delete someone else’s Budget Revision.● Budget Office must delete all unsubmitted Budget Revisions at monthend prior to the close of GL.

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How to Delete a Budget Revision

Find the Budget Revision by querying the Batch Name (use % as wildcard)• Recall you used your user name on Batch Name field. ie: %friv%• Journal Import ID system provided when you uploaded. Ie: %6606105%Sample Batch Name - frivera Budget Journal B 364122 66061050

• On the Enter Journals screen select the Revision you wish delete and click on the Delete icon.

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List of valid object codes for Budget Revisions

REVENUE EXPENSESObject code Description Object code Description

40001 Revenue Budget 51001 Single Incumbent Staff Salaries

42002 Indirect Cost Federal 51002 Faculty Salaries

42101 Indirect Cost Fed Pass Thru 51003 Longevity

42201 Indirect Cost State 51010 Pooled Salaries

42302 Indirect Cost St Pass Thru 51101 Wages

42401 Indirect Cost Local 52001 Employee Benefits

42501 Indirect Cost Private 53001 Operating Budget

44600 Transfer In Intrafund 53425 Transfer Out Intrafund

various Transfer In Interfund* various Transfer Out Interfund*

54001 Books

    55001 Scholarships

    57001 Travel

    58001 Capital Outlay

    59001 Cost of Goods Sold

*Contact the budget office for object code if transferring between major fund groups.

Intra Fund Transfer ExampleUsed to move budget between rollover projects Debit CreditWhere will you spend it? 20.D1000.10100.21PSEC001.53001.000060 $500

Transfer IN Intrafund 20.D1000.10100.21PSEC001.44600.000000 $500

Transfer OUT Intrafund 20.D1000.10100.21PRES005.53425.000000 $500

Where are you taking the funds from?20.D1000.10100.21PRES005.40001.000000 $500

Note: NACUBO should be zeros for revenue and transfer lines but not for expense lines.

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Any Questions?