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Training Tidbit: For applicable Missouri schools, how do I change my budget figures to the actual amounts at the end of the fiscal year?

For Missouri school districts who need to change their budget figures to equal their actual year-to-date figures at the end of the fiscal year, complete the following steps:

1.  Unpost the budget batch for the current fiscal year.  To unpost a budget batch, select the Data Entry menu in General Ledger and then Budgets; at the Budget Batch screen, select the Options menu and then Unpost Batch; and when prompted, double-click the budget batch to unpost.  For detailed instructions for unposting a budget batch, refer to the Unposting a Batch topic in the Help File.

2.  Delete the budget batch that was just unposted in the prior step.  To delete a batch, select the Options menu from within the desired batch and select Delete Batch; when prompted, click Yes to delete the batch.

Note:  Repeat Steps 1 and 2 for each budget batch posted to the current fiscal year.

3.  Create a new budget batch.  Create a new budget batch using the same information (description, date, and processing month) as the one that was just deleted.

4.  Complete the Budget Transfer Options to bring the actual figures into the batch.  From within the newly created budget batch, select the Options menu and then Budget Transfer Options.  Complete the Budget Transfer Options by entering the appropriate fiscal year end in the Fiscal Year End Date field, selecting Actual in the Amount to Use field, entering two lines in the Transfer Options List (grid)—one for Revenue in the Structure Type Description field with 100 in the Percent field and one for Expenditure in the Structure Type Description field with 100 in the Percent field—and then clicking the Execute button.

5.  Print reports to verify the budget amounts and then post the new budget batch.  To post the budget batch, select the Options menu from within the batch and select Post Entries.  When prompted, verify the information, select the Delete Zero Entries field to omit any entries with zeros if desired, and click the Execute button.

The budget amounts will now reflect the actual year-to-date figures.