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How to Create a Budget Voucher
Mandatory Requirement: Establish Parent/Subordinate account relationships; using Budget Transfers, post the pre-determined budget to one subordinate account in each parent/sub relationship that will use the Budget Voucher method to transfer budgets.
Budget Voucher Security Requirements: Access Security, Add Budget Voucher to all those who require the functionality.
Budget Voucher User Interface: When Budget Voucher is selected, the application checks Users G/L security and finds parent accounts to which they have access.
Use the following steps to create a budget voucher:
1. Click on the Business tab, click Budget, and select Budget Voucher.
2. Click on the New Budget Voucher button.
3. In the Budget Voucher Add screen, click on the Account Parent drop-down menu to select an option.
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4. If applicable, enter or update the Global Description. This will update the Description column for all line items.
5. If applicable, enter or update the Global Reference. This will update the Reference column for all line items.
6. If applicable, enter amounts in the Transfer ($) column for each line item to move funds out of and into different G/Ls.
Note: The Difference must equal zero to allow budget transfers to be sent for approval.
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7. If applicable, enter or update Description and/or Reference columns individually for each line item.
Note: Click on the Delete icon to remove a line.
8. If applicable, in the Documents section, upload new files.
Note: Refer to How to Upload a File for more information on how to use this feature.
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9. Click on the Save button to save the budget voucher or click on the Send for Approval button to save and send the budget voucher for approval. Click on the Undo button to remove all input information and reset the fields to their default values or click on the Cancel button to return to the Budget Voucher Management screen without saving changes.
10. If Send for Approval is selected, In the Submit Budget Voucher for Approval dialog box, click on the Approver drop-down menu to select an option.
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11. If applicable, enter a note in the Note field.
12. Click on the OK button or click on the Cancel button to cancel the send for approval process.