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Entering a Budget Adjustment

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This guide provides the steps required to create a budget adjustment entry in FAMIS. Steps are provided for both Screen 10 (Annual/Monthly Budgets) and Screen 10B (Budget Entry) entries.

A budget adjustment entry is needed in two situations:

  1. A budget move from one category to another category is required, or
  2. A budget increase or decrease needs to be recorded.

In either case, the budget entries created should be a net of zero (debits should equal the credits) typically within the same account; however, with some funding, the revenue and expense accounts are not the same.

Budgets are added and adjusted at the budget pools identified by the Automatic Budget Reallocation (ABR) rule assigned to the account. ABR rules allow budgets to be recorded at the pool level and actual expenses to be posted based on the available budget in the pool.

For this example, we are going to assume a budget adjustment of $5,000 needs to be entered reducing Salary/Wage/Benefits and increasing Supplies and Materials.

In Screen 34 (Summary By Budget Pool), you can see that these are the budget categories assigned to this account:

034 SL Summary By Budget Pool

Screen 034

The adjustment will be reducing Pool 1100 by $5,000 and increasing Pool 4000 by $5,000.

There are two options for creating a budget adjustment entry:

  1. Screen 10: Each budget pool entry must be entered individually.
  2. Screen 10B: All entries are entered on a single screen. This screen may only be used if all entries are within the same account.

Regardless of the method chosen, the user must open a batch before entering a transaction. Entering the entry screen in the screen field will force a pop-up of the batch screen, or the user may access the batch screen directly. See How to Open and Close a Batch.

Screen 10

010 Annual/Monthly Budgets

Screen 010 Annual / Montly Budgets

Required Fields

  1. Debit Account:  The account receiving the budget (Subsidiary Ledger [SL] account + support account + budget pool). For budget transfers (Type 2 entries), this is the debit account. For all other budget types, this is the only entry field for the account.
  2. Type: Defines the type of budget transaction. This value becomes the last digit of the transaction code assigned to the transaction and is displayed on reports and account detail screens. All budget transactions will be 02x, where x is the type entered on the screen.
    For a budget adjustment, this would be 1.
  3. Cash Transfer: Only affects budget transfers (Type 2 entries). Leave as Y.
  4. Amount: Amount of this budget entry. Decimals must be entered for entries that are not whole-dollar values.
  5. Debit / Credit: For revenue and expense budget increases, this value should be C. For revenue and expense budget decreases, this value should be D.

Suggested Fields

  1. Date: If left blank, this value will default to the batch date.
  2. Description: A brief description of this entry. This field will be the transaction description on the detail account screens.
  3. Ref No. 2: Typically, seven alphanumeric characters assigned as a reference number at the member or fiscal office level.
  4. Ref No. 4: Typically, seven alphanumeric characters assigned as a departmental reference number.

Fields Not Used for Original Budgets

Ref No. 1
Credit Acct
Ref No. 3
Debit Cost Ref
Credit Cost Ref
ID No.

Entry Tip

Once all required fields have valid data, if the Enter key is pressed and all the data is valid, the entry will be posted to the account. If the additional data should have been entered, the only option is to reverse the first entry and then re-enter the information, taking care to not press the Enter key.

A way to prevent the inadvertent processing is to initially bypass entering the transaction code and enter all other information. Because Type is a required field, the user will receive an error if the Enter key is inadvertently pressed. This method allows for a second glance at the entry before processing.

The user now has the opportunity to review the entry to ensure the information is correct. Once the information is verified, the user just needs to enter 1 in the Type field and press Enter to record the entry.

F6281 Invalid transaction code

Screen F6281

FAMIS will return an Accepted message and the transaction line at the bottom of the screen will be updated to show the processed transactions:

F0220 Accepted – Please enter next transaction

Screen 010 F0220 Transaction accepted

This process will need to be repeated to increase Pool 4000 (Supplies and Materials) to complete the budget adjustment.

Screen 10B

Screen 10B will process the same transactions, but instead of entering two separate screens of data, both entries can be recorded on a single-entry screen.

Screen 010B Budget Entry

Screen 010B

Required Fields

  1. Account: The account receiving the budget (SL account + support account).
  2. Type: Defines the type of budget transaction. This value becomes the last digit of the transaction code assigned to the transaction and is displayed on reports and account detail screens. All budget transactions will be 02x, where x is the type entered on the screen. For an original budget, this would be 0.
  3. Budget Adjust: Budget amount for each available budget pool in the ABR rule.
  4. D/C: Original revenue budgets should be C, and original expense budgets should be D.
  5. Totals: Total of all entries listed (calculated field).

Suggested Fields

  1. Ref No. 2: Typically, seven alphanumeric characters assigned as a reference number at the member or fiscal office level.
  2. Ref No. 4: Typically, seven alphanumeric characters assigned as a departmental reference number.
  3. Transaction Description: Brief description of this entry. For Screen 10B entries, this will be the transaction description on the detail account screens.

Fields Not Used for Original Budgets

Ref No. 1
Ref No. 3
Cost Ref 1 through 3

Pressing the Enter key will allow the user to see the new budget but still allow for modifications. The net total of the entries is calculated. For a budget adjustment within an account, the debits should equal the credits, so the net total is correctly displaying as zero:

F0272 Press PF5 to Post Budget Entries.

Screen 010B F0272 Post Budget Entries

If everything looks correct, pressing the PF5 key will post the transactions to FAMIS. The new budget is now reflected in the Curr Budget column, the Salaries Pool now reflects a balance of $25,000.00 and the Supplies and Materials pool now reflects a balance of $17,500.00.

F0220 Accepted – Please enter next transaction

Screen F0220

Account Display

When looking at the transactions in FAMIS, the only visible difference is the different transaction descriptions on the Screen 10 entries as opposed to the same transaction descriptions on Screen 10B. This occurs because on Screen 10 the description is entered with each budget pool entry, whereas a single description is entered for all entries on Screen 10B. 

The budget amounts appear identical for both entries: 

046 Transactions for a Month by Reference Number 2 or 4 (Screen 010)

Screen 046

046 Transactions for a Month by Reference Number 2 or 4

Screen 046

Finally, the budget for both types of entries is the same regardless of the screen used to create the transactions, and both entry types show a net effect of zero. The Salaries Pool has been reduced to $25,000.00, and the Supplies and Materials pool has been increased to $17,500.00:

034 SL Summary by Budget Pool (010 transactions)

Screen 034 (010 transactions)

034 SL Summary by Budget Pool (010B transactions)

Screen 034 Summary by Budget Pool (Screen 010B)