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Home / Tutorials / Entering a Budget Adjustment

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
034 SL Summary By Budget Pool                                  04/15/20 11:39
                        DAIRY BEEF QUALITY ASSURANCE PROGRA       FY 2020 CC AE
  Screen: ___  Account: 410190  Fiscal Year: 2020
               Thru Month: 4_  April       FY/PY/IN to Date: FY  Calc CM IDC: N
Resp Person: HAIRGROVE, THOMAS B           Bottom Line Exclusion:          0.00
 Department: ADAG  Flags: D F B C Z G ABR            Net Dir BBA:      50000.00
   Map Code: 41019        N N Y R N N 003  Unprotected Available:      50000.00
 Obj     Description           Budget       Actual    Encumbrances  Available
 ---- --------------------  ------------ ------------ ------------ ------------
 0001 Revenue Pool                55000-                                 55000-
 **** Total Revenue               55000-                                 55000-

 1100 Salaries Pool               30000                                  30000
 3000 Travel Pool                  7500                                   7500
 4000 Supplies and Materia        12500                                  12500
 8000 Capital Outlay Pool
 ***  Total Direct Expense        50000                                  50000
 9600 Indirect Cost Pool           5000                                   5000
 **** Total Expenses              55000                                  55000

       * Account Total                0            0            0            0
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Hmenu Help  EHelp                                     Left  Right

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
F6281 Invalid transaction code
  010 Annual/Monthly Budgets                                     05/22/20 10:21
                                                                  FY 2020 CC AE
  Screen: ___ Debit Account: 410190 00000 1100  DAIRY BEEF QUALITY ASSURANCE PR

              Type: _       Cash Transfer: Y  (Y/N)       Type Description
         Ref No. 1: _______                               ---- ----------------
              Date: 050120____                              0   Original
       Description: REDUCE SALARY BUDGET_____________     1,6   Revision
            Amount: 5000________                            2   Transfer
    Debit / Credit: C                                       7   Begin Year
       Credit Acct: ______ _____ ____                           Budget Forward
         Ref No. 2: BUD002_
         Ref No. 3: _______
         Ref No. 4: _______                               Type 2 only
  Debit Cost Ref 1: _______  2: _______  3: _______       ---------------------
 Credit Cost Ref 1: _______  2: _______  3: _______       Override Budget on
            ID No.: ___________                            Credit Acct: _ (Y/N)

                                                          Reverse Entry: _

 Transactions:      0 Amount:              0.00 Batch: BUD001 Date: 05/21/2020
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Hmenu Help  EHelp                                                 Warns

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
F6281 Invalid transaction code
  010 Annual/Monthly Budgets                                     05/22/20 10:21
                                                                  FY 2020 CC AE
  Screen: ___ Debit Account: 410190 00000 1100  DAIRY BEEF QUALITY ASSURANCE PR

              Type: 1       Cash Transfer: Y  (Y/N)       Type Description
         Ref No. 1:

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
F0220 Accepted – Please enter next transaction
  010 Annual/Monthly Budgets                                     05/22/20 10:43
                                                                  FY 2020 CC AE
  Screen: ___ Debit Account: 410190 00000 1100  DAIRY BEEF QUALITY ASSURANCE PR

              Type: 1       Cash Transfer: Y  (Y/N)       Type Description



Transactions:      0 Amount:           5,000.00 Batch: BUD001 Date: 05/21/2020
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Hmenu Help  EHelp                                                 Warns

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
F0020 Please enter transaction
  10B Budget Entry                                               05/22/20 11:26
                        DAIRY BEEF QUALITY ASSURANCE PRO          FY 2020 CC AE
  Screen: ___  Account: 410191 00000  SL/SA Level: SL Thru Month: 5  May
      Type: 1  0 - Original, 1 - Revised, 7 - Budget Forward
  Ref No 1: _______  2: bud0002  3: _______  4: _______
Cost Ref 1: _______  2: _______  3: _______             Page: 1   of 1   Viewed
Transaction Description: budget adjustment__________________
 Cat  Description           C  P   Curr Budget  Budget Adjust D/C  New Budget
 ---- --------------------  -  -  ------------- ------------- --- -------------
 0001 Revenue Pool                    55000.00-  ____________  _
 1100 Salaries Pool                   30000.00   5000________  c
 3000 Travel Pool                      7500.00   ____________  _
 4000 Supplies and Materia            12500.00   5000________  d
 8000 Capital Outlay Pool                        ____________  _
 9600 Indirect Cost Pool               5000.00   ____________  _




                          Totals:                ________0.00  _
 Transactions:      0 Amount:              0.00 Batch: BUD001 Date: 05/22/2020
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Hmenu Help  EHelp       Post        Bkwd  Frwd        Left  Right

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
F0272 Press  to Post Budget Entries.
  10B Budget Entry                                               05/22/20 11:36
                        DAIRY BEEF QUALITY ASSURANCE PRO          FY 2020 CC AE
  Screen: ___  Account: 410191 00000  SL/SA Level: SL Thru Month: 5  May
      Type: 1  0 - Original, 1 - Revised, 7 - Budget Forward
  Ref No 1: _______  2: BUD0002  3: _______  4: _______
Cost Ref 1: _______  2: _______  3: _______             Page: 1   of 1   Viewed
Transaction Description: BUDGET ADJUSTMENT__________________
 Cat  Description           C  P   Curr Budget  Budget Adjust D/C  New Budget
 ---- --------------------  -  -  ------------- ------------- --- -------------
 0001 Revenue Pool                    55000.00-  ____________  _      55000.00-
 1100 Salaries Pool                   30000.00   _____5000.00  C      25000.00
 3000 Travel Pool                      7500.00   ____________  _       7500.00
 4000 Supplies and Materia            12500.00   _____5000.00  D      17500.00
 8000 Capital Outlay Pool                        ____________  _
 9600 Indirect Cost Pool               5000.00   ____________  _       5000.00




                          Totals:                ________0.00  _
 Transactions:      0 Amount:              0.00 Batch: BUD001 Date: 05/22/2020
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Hmenu Help  EHelp       Post        Bkwd  Frwd        Left  Right

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
F0220 Accepted - Please enter next transaction
  10B Budget Entry                                               05/22/20 11:45
                        DAIRY BEEF QUALITY ASSURANCE PRO          FY 2020 CC AE
  Screen: ___  Account: 410191 00000  SL/SA Level: SL Thru Month: 5  May
      Type: _  0 - Original, 1 - Revised, 7 - Budget Forward
  Ref No 1: _______  2: _______  3: _______  4: _______
Cost Ref 1: _______  2: _______  3: _______             Page: 1   of 1   Viewed
Transaction Description: BUDGET ADJUSTMENT__________________
 Cat  Description           C  P   Curr Budget  Budget Adjust D/C  New Budget
 ---- --------------------  -  -  ------------- ------------- --- -------------
 0001 Revenue Pool                    55000.00-  ____________  _
 1100 Salaries Pool                   25000.00   ____________  _
 3000 Travel Pool                      7500.00   ____________  _
 4000 Supplies and Materia            17500.00   ____________  _
 8000 Capital Outlay Pool                        ____________  _
 9600 Indirect Cost Pool               5000.00   ____________  _




                          Totals:                ________0.00  _
 Transactions:      2 Amount:         10,000.00 Batch: BUD001 Date: 05/22/2020
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Hmenu Help  EHelp       Post        Bkwd  Frwd        Left  Right

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
Screen 10 Transactions

046 Transactions for a Month by Reference Number 2 or 4        05/22/20 12:14
                       DAIRY BEEF QUALITY ASSURANCE PROGRA       FY 2020 CC AE
 Screen: ___  Account: 410190  Month: 5_  Search On Ref: 2  Ref Nbr: _______
                        Display Ref: 2  Bank Option: N
Sbcd TC   Ref 2  Date  Description            Amount      I BatRef Offset Acct
---- --- ------- ----- ------------------ --------------- - ------ -----------
4000 021 BUD0002 05/10 INCREASE MATERIALS       5,000.00  D BUD001
1100 021 BUD002  05/01 REDUCE SALARY BUDG       5,000.00- C BUD001

046 Transactions for a Month by Reference Number 2 or 4

Screen 046
Screen 10B Transactions

046 Transactions for a Month by Reference Number 2 or 4        05/22/20 12:20
                       DAIRY BEEF QUALITY ASSURANCE PROGRA       FY 2020 CC AE
 Screen: ___  Account: 410191  Month: 5_  Search On Ref: 2  Ref Nbr: _______
                        Display Ref: 2  Bank Option: N
Sbcd TC   Ref 2  Date  Description            Amount      I BatRef Offset Acct
---- --- ------- ----- ------------------ --------------- - ------ -----------
1100 021 BUD0002 05/22 BUDGET ADJUSTMENT        5,000.00- C BUD001
4000 021 BUD0002 05/22 BUDGET ADJUSTMENT        5,000.00  D BUD001

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)
Screen 010 Transactions

  034 SL Summary By Budget Pool                                  05/22/20 12:31
                        DAIRY BEEF QUALITY ASSURANCE PROGRA       FY 2020 CC AE
  Screen: ___  Account: 410190  Fiscal Year: 2020
               Thru Month: 5_  May         FY/PY/IN to Date: FY  Calc CM IDC: N
Resp Person: HAIRGROVE, THOMAS B           Bottom Line Exclusion:          0.00
 Department: ADAG  Flags: D F B C Z G ABR            Net Dir BBA:      50000.00
   Map Code: 41019        N N Y R N N 003  Unprotected Available:      50000.00
 Obj     Description           Budget       Actual    Encumbrances  Available
 ---- --------------------  ------------ ------------ ------------ ------------
 0001 Revenue Pool                55000-                                 55000-
 **** Total Revenue               55000-                                 55000-

 1100 Salaries Pool               25000                                  25000
 3000 Travel Pool                  7500                                   7500
 4000 Supplies and Materia        17500                                  17500
 8000 Capital Outlay Pool
 ***  Total Direct Expense        50000                                  50000
 9600 Indirect Cost Pool           5000                                   5000
 **** Total Expenses              55000                                  55000

       * Account Total                0            0            0            0
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Hmenu Help  EHelp                                     Left  Right

034 SL Summary by Budget Pool (010B transactions)

Screen 034 Summary by Budget Pool (Screen 010B)
Screen 10B Transactions

  034 SL Summary By Budget Pool                                  05/22/20 12:27
                        DAIRY BEEF QUALITY ASSURANCE PROGRA       FY 2020 CC AE
  Screen: ___  Account: 410191  Fiscal Year: 2020
               Thru Month: 5_  May         FY/PY/IN to Date: FY  Calc CM IDC: N
Resp Person: HAIRGROVE, THOMAS B           Bottom Line Exclusion:          0.00
 Department: ADAG  Flags: D F B C Z G ABR            Net Dir BBA:      50000.00
   Map Code: 41019        N N Y R N   003  Unprotected Available:      50000.00
 Obj     Description           Budget       Actual    Encumbrances  Available
 ---- --------------------  ------------ ------------ ------------ ------------
 0001 Revenue Pool                55000-                                 55000-
 **** Total Revenue               55000-                                 55000-

 1100 Salaries Pool               25000                                  25000
 3000 Travel Pool                  7500                                   7500
 4000 Supplies and Materia        17500                                  17500
 8000 Capital Outlay Pool
 ***  Total Direct Expense        50000                                  50000
 9600 Indirect Cost Pool           5000                                   5000
 **** Total Expenses              55000                                  55000

       * Account Total                0            0            0            0
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Hmenu Help  EHelp                                     Left  Right

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