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Training Tidbit: I posted my preliminary budget within the School Accounting System; how do I make changes to the budget amounts?

There are two ways to make changes to your original posted budget amounts in the School Accounting System.

Method 1:

The first method is to utilize the Unpost Batch option to unpost the original budget batch and then edit the entries to be the desired amounts; then print and re-post the batch.  To unpost the original budget batch and make changes, complete the following steps:

  • From the General Ledger screen, select the Data Entry menu and then Budgets.
  • If a budget batch already exists, the Batch Search screen will appear; click the New Record button.  Otherwise, if a batch does not exist, the system will display the Batch Options screen immediately and you will not view the search screen, in which case, continue with the next step.
  • At the Batch Options screen, select the Options menu and then Unpost Batch.
  • The Batch to Unpost screen will appear listing all the budget batches previously posted in the School Accounting System.
  • Select the batch you wish to unpost by double-clicking on the desired batch description.
  • Make the necessary changes to the budget entries included in the batch and save the changes.
  • After all the changes have been made, print a listing and post the batch.

With this method, there will not be an audit trail of the changes as the financial reports would have reflected the original budget amounts before unposting the budget; and then after unposting, editing, and reposting the original budget batch, the financial reports will show the new amounts.  There is not a record of how or when the budget amounts changed.

Method 2:

The second method is to create another budget batch and input additional entries for the amounts to increase or decrease the current budget; then print and post the batch.  This method is typically used once an approved budget has been posted and now budget amendments need to be made.  There is an audit trail of the budget changes made in this manner as the financial reports would show the original budget entries, the amendment entries, and then the total budget.

For step-by-step instructions on entering budgets, refer to the Entering Budgets topic in the Help File; for additional information on using the Unpost Batch option, refer to the Unposting a Batch topic.