Budget Transfers
| Date Created | October 4, 2018 |
|---|---|
| Process Name | Budget Transfers |
| Version Number | C |
| Procedure Number | 0001 |
| Process Owner | Questica Users |
| Date of Last Update | April 21, 2023 |
| Purpose | Enter a budget transfer to move funds between chartfields. |
|---|---|
| Scope | Scope of this document pertains to Sonoma State University's version of Questica Budgeting software. |
| Document Management | University Budget and Resource Planning retains all copies of Business Process Guides and handles distribution. |
| Roles and Responsibilities | University Budget and Resource Planning retains responsibility for the accuracy of the information within Questica Budgeting software. |
Process
STEP
SCREENSHOT
1.To start a budget transfer, select budgeting from the menu at the top of the page.
2.Select budgeting (1), then select budget transfers (2).
3.Once on the budget transfers page, it will look blank.
4.To add a new budget transfer, select the Add button at the top right of the screen.
5.After selecting add, a dialogue box will appear.
6. You will need to fill in all fields –
Local Fund- The fund you are making the change within (ex: SO100).
Department- Select a department you are transferring funds to or from.
Budget Transfer Type- Select the current year budget transfer (ex: FY 22/23 – 2022-2023 Budget Adjustments).
Name- Create a title for the budget transfer.
Journal Long Description- Can be the same as the name.
Number – Will default to Auto, proceed to selecting OK.
Select OK.
7.A new window should appear with a new budget transfer.
8.At the top of the budget transfer, you will see an operating menu option, select Operating (1), then Budget Transfers Lines (2).
9. Your screen may have defaulted to this page already.
10.To add a line in the Budget Transfer, select the Add button at the top right of the screen.
11. A blank line will appear.
12.Start filling in the applicable fields. Begin with the fund – department combination.
NOTE: The system is case sensitive to the “space” “dash (-)“ “space” between the fund and department.
13.Enter in the account.
14. Enter any other chartfield attributes necessary.
15.Select the appropriate budget scenario from the budget scenario dropdown menu.
ONETIME if making a onetime transfer or BASE if making a base budget change.
16. In the ledger group field, select BUDGETS from the dropdown.
17. Enter a line description for the line.
18. In the field with the year, enter the amount.
19. Repeat steps 10-18 for as many lines needed.
20. Once your budget transfer is complete, select promote in the top right corner.
21.Select request review (1), then next (2).
22. It will give you the option to write any notes to your budget manager, if none, select save then close the budget transfer.
| Version | C |
|---|---|
| Date of Revision | April 21, 2023 |
| Description of Change Implemented | Process and screenshots updated for new version. |
| Completed by | University Budget and Resource Planning |