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Gadsden State Community College

Financial Services

Current Budget Information


Monthly budget reports, which are hand mailed to Budget Managers, give totals and detail of each transaction that occurred in a month.  Screens BU09 and PU01, accessible on the mainframe computer system, provide current totals.  Screen BU07 provides current totals and detail information.  Instructions to use these screens follow.

SCREEN BU09

    Current budget information can be accessed by using screen BU09 on the mainframe computer system.  Enter the number of the option and the budget number.  Do not enter an object code.  Press enter.  A list is provided with information for each object code that exists within the budget entered.  The following is a description of the information provided:

  1. Budgeted - The original amount budgeted for the object code plus any increases made and minus any decreases.
  2. Expended - Total amount of payments made (money spent) from the object code.
  3. Encumbered - The total amount of current unpaid (outstanding) purchase orders for the object code.
  4. Balance - The amount of money currently available for the object code.  The amount is not encumbered and has not been spent.
  5. %xp - The percentage of the budgeted amount which is currently available for the object code.
NOTE:    The balance for object code 502 is the budgeted less encumbered.  It does not consider amounts expended for part-time salaries.  The encumbered amount is the total of all contracts keyed into PT01 for the account.

  Screen BU09 is updated each business night.  For example, if payment of a purchase order is made on Thursday, the payment will appear in the expended column of BU09 on Friday.

    The Budget Display screen is an inquiry only screen.  The budget can not be changed from this screen.  To change budget information, a budget revision form is completed, signed by the Budget Manager, and sent to the Director of Financial Services to be processed.

SCREEN PU01

    Current budget information can be also be accessed by using screen PU01 on the mainframe computer system.  Access option 3 and enter the budget number.  If an object code is entered, information for that object code is provided.  If an object code is not entered, a list is provided with information for each object code that exists within the budget entered.

    At the top of the screen is displayed the budget number, the Budget Manager's name, the department/division name, the dates of the budget and the percentage of budget that can be spent.  Also provided is the following:

  1. Budgeted - The original amount budgeted for the object code plus any increases made and minus and decreases.
  2. Expended - Total amount of payments made (money spent) from the object code.
  3. Encumbered - The total amount of current unpaid (outstanding) purchase orders for the object code.
  4. Balance - The amount of money currently available for the object code.  The amount is not encumbered and has not been spent.  Except for object code 502.
  5. %xp - The percentage of the budgeted amount which is currently available for the object code.
NOTE:    The balance for object code 502 is the budgeted less encumbered.  It does not consider amounts expended for part-time salaries.  The encumbered amount is the total of all contracts keyed into PT01 for the account.

  Screen PU01 is updated as transactions are entered in the computer system.  For example, if payment of a purchase order is entered on the accounts payable computer system on Monday at 10:00 a.m., the amount is removed from the encumberance column and the amount is added to the expended column.

    The Budget Display screen is an inquiry only screen.  The budget can not be changed from this screen.  To change budget information, a budget revision form is completed, signed by the Budget Manager, and sent to the Director of Financial Services to be processed.

SCREEN BU07

    Screen BU07 provides detail budget information such as creation of the budget, revisions, purchase orders created, payments made, etc.  When screen BU07 is accessed on the mainframe computer system, the following screen appears:

              BUDGET INQUIRY 

                                              SRT F SFD MF BUD  BSH REV OBJ 
ACCOUNT NUMBER :  300  1  100  06  2010   920    ---   641 

      FINANCE PERIOD :      042000

     DOC TYPE/NUMBER :  -- --------- 

    ENTER AN ACCOUNT NUMBER AND PRESS PF1 FOR BUDGET DATA 
ENTER ACCOUNT NUMBER AND PRESS ENTER TO BEGIN WITH FIRST AUDIT RECORD 
ENTER ACCOUNT NUMBER AND FINANCE PERIOD TO BEGIN WITH THAT PERIOD 
ENTER ACCOUNT NUMBER, FINANCE PERIOD AND DOC TYPE/NUMBER TO BEGIN 
ENTER SORT CODE ONLY AND PRESS ENTER TO BEGIN WITH FIRST AUDIT RECORD 
ENTER SORT CODE AND FINANCE PERIOD TO BEGIN WITH THAT PERIOD 
ENTER DOC TYPE/NUMBER AND PRESS ENTER TO BEGIN WITH FIRST AUDIT RECORD 

    To access detail information of transactions that occurred in the budget for a month, enter the budget number and the month and press ENTER/CTRL.  (If the month and year are not entered, prior year information is displayed.)  In the sample screen above, a budget number and month have been entered.  The budget number accessed is 1-100-06-2010-641.  Notice in the above example, (1) Sort (SRT) 300 must be entered and (2) balance sheet code (BSH) 920 must be entered to access budget information.  The month of April and year 2000 are entered as 042000.

    Once the ENTER/CTRL key is pressed, the following screen is displayed:

SRT BSH DOC-TYPE/NUM D-DATE  INV-NUM PCD  CK #  CK-DTE     PAYEE      AMOUNT 
--- --- -- --------- ------ --------- - ------ ------ --------- ---------------
350 930 AP 000241998 041300 000183854 C 241998 041300 DOVE DATA         369.00-
350 921 AP 000241998 041300 000183854 C 241998 041300 DOVE DATA         361.62 
350 930 AP 000242009 041300 000090016 C 242009 041300 GOVN ACCO          91.20-
350 921 AP 000242009 041300 000090016 C 242009 041300 GOVN ACCO          91.20 
350 921 AP 000242129 042000 000000001 U 242129 042000 PETTY CAS           7.96 
370 921 AX 000113906 040600 000000000   000000 000000 BOOKSTORE          22.62 
370 921 AX 000113911 040700 000000000   000000 000000 BOOKSTORE          20.52 
370 921 AX 000113917 041000 000000000   000000 000000 BOOKSTORE          14.72 
340 930 PO 000057734 040700 000000000   000000 000000 OFFICE MA          59.99 
E-FP  042000         118.43 






                                          SRT F SF  MF BUD  BSH REV OBJ 
ACCOUNT NUMBER : 300-1-100-06-2010-920-000-641 

 PRESS PF1 FOR FWD, PF2 FOR BWD, PA2 FOR MENU SCREEN. 

This screen is an inquiry only screen.  Changes can not be made on this screen.

    This sample screen shows the following information:

  • Purchase orders were paid complete to Dove Data Products and Govn Accounting Standards Board (code 930 is given to the left of "PO").
  • The Business Office was reimbursed for a petty cash voucher paid in the amount of $7.96 (code 921 is given to the left of "AP").
  • Bookstore purchases were made (code 921 is given to the left of "AP").
  • A purchase order was created to Office Max (code 930 is given to the left of "PO").

    • (930 represents purchase orders or encumbrances, 921 represents expenditures)
Dates and document numbers, such as check numbers and auxiliary transfer numbers, are given for each transaction.  At the bottom of the screen, a total of the month's transactions is provided.

    To access information for the next month, press F1.  Press PA2, or Page Down, to return to the menu.

    To access current budget totals using screen BU07, enter the budget number and press F1.  In the sample screen above, a budget number has been entered.  The budget number accessed is 1-100-06-2010-641.  Notice in the above example, (1) Sort (SRT) 300 must be entered and (2) balance sheet code (BSH) 920 must be entered to access budget information.