Introduction
When making and adjusting new expense budgets, the first thing you must verify is if the
coding is correct.
Does it need to be a budget set up at the Unit or Group Level?
First, check the Unit table to find the Group rollup information. Usually, Units marked
with Budgeting are typically set up at the Unit level. To verify, you’ll need to go to the
Budget Query (BQ) table. Check both the Unit and Group Level for the Expense budgetschecking the Unit level first. If you don’t know if you have Group budgets, please inquire
how you’re structured.
If you don’t see any budgets at the Unit level, then it’s likely a Group level budget.
Some departments set up multiple budgets using the same object code but with different
Appropriation Units.
BQ31LV1 Appropriation Budget
BQ40LV1 Program Expense
BQ40LV2 Phase Expense
BQ44LV1 Expense Budget 44: Appropriation Level
BQ44LV2 Expense Budget 44: Group Level
BQ44LV3 Expense Budget 44: Unit Level
other queries include revenue budgets:
BQ45LV1 Revenue Budget 45: Appropriation Level
BQ45LV2 Revenue Budget 45: Group Level
BQ45LV3 Revenue Budget 45: Unit Level
BQ48LV1 Revenue Budget 48: Level 1
BQ48LV2 Revenue Budget 48: Level 2
Set up a new budget
For this example: Expense Unit budget needs to be set up for Fund 1000, Dept 150, Unit
0480, Appr Unit FHGAA, Object 6006, no dollar amount.
Setup a new budget
1. Go to Transaction Catalog and enter the following fields:
• Transaction Code: BGE44
• Transaction Department: 150
• Transaction ID: 24
2. The Create Transaction page will populate.
3. Select Auto Numbering.
4. Click Continue at top right. The Expense Budget displays
5. Enter Budget FY, Fiscal Year, and Period. Then click on Unit Level tab at top.
6. Click on the plus sign (+) at left to add a new line to appear for entry.
7. On the new line, enter the following:
• Fund
• Department
• Appr Unit
• Group
• Unit
• Object
The Action is new and the Event Type will automatically display once the Roll up Lines
option is used. If you don’t roll up your budget lines, there will be issues completing the
budget set up.
1. Select the box on the far left and click the three-dot menu option on the far right.
2. Under Related Actions, select Rollup Lines.
Once completed, the budgets will be displayed in the Group Level and the
Appropriation Level.
3. Click the Validate button at top right. A message displays ‘Transaction validated
successfully.’
4. Click the Submit button next to the Validate button. If message displays Transaction
submitted successfully, you can close the BGE44.
You‘ll be brought back to the Create Transaction page again. Use the Cancel button to
close this page, unless you’re creating another budget.
You can create multiple lines in your BGE44 document.
Go to the BQ page again, and select the Expense Budget 44: Unit Level. Enter
information to see the new budget just created.
Reasons to activate, deactivate or delete a budget
You may find your department sets up budgets at the Group Level. While researching,
you find a Unit Level budget that was set up in error, and funds have applied to a (bad)
Unit Level budget.
To correct this error, the first thing that must be done is to move the funds from the bad
budget to another coding block. Once the funds have been successfully moved and no
funds are displaying on this bad Unit Level budget, you must then Deactivate the bad
Unit Level budget. Once that has been accomplished, Delete the bad Unit Level budget.
Activate a budget
Reactivating allows you to use the coding combination again. If you find an expense
budget is not active and should be, you can Activate it by creating a BGE44 document.
Create a new line, by selecting add line button ( ). Enter budget information as needed.
• Select Action: Reactivate
• Select Event Type: BG09 (Activate Budget Line)
Enter the budget information needed, no Rollup Option is needed.
• Select Validate
• Select Submit
Deactivate a budget
Deactivating leaves the funds, but turns off the coding combination. To deactivate an
expense budget, create a BGE44 document.
• Select Action: Deactivate
• Select Event Type: BG08 (Deactivate Budget Line)
Enter budget information needed, no Rollup Option is needed.
• Select Validate
• Select Submit
The budget will still display. When you re-open it, it will now display as not active
Delete a budget
You must make sure the budget is set to a zero balance before you delete it. To delete an
expense budget, create a BGE44 document.
1. Modify budget down to zero, by creating a BGE44 and zeroing out the lines.
2. Once submitted, create a BGE44:
• Select Action: Delete
• Select Event Type: BG10 (Delete Budget Line)
Enter budget information as needed.
• On the three-dot menu, select the Rollup Lines action.
• Select Validate
• Select Submit
The budget will be gone from your Expense Budget table.