Journal Upload – Balanced Budget Revision

(UPDATED October 2004)

A Balanced Budget Revision Upload Voucher is used to record increases or decreases to revenue, expense, and transfer budget amounts.  The sum of all increases and decreases in this voucher must total zero, i.e. a balanced budget revision.  In addition, the sum of all increases and decreases within GX cost centers on this voucher must total zero.  Finally, transfer account codes 89xxx must be used on the debit and the credit side of a budget revision.

1. Go to Website http://www9.georgetown.edu/finaff/forms.html.

2. Click on the link “Budget Revision Upload” in the “Upload Spreadsheets” section. The screen will ask you what you want to do with the file: Save it or Open it.  Click  “Open” followed by “Okay”. You will then get a Macro warning – click “Enable macros".

3. The screen will then show a Budget Revision Form.

4. Purpose: A brief explanation of the entries should be provided in this field at the top right of the form.

5. Journal ID: Assign a ten-character Journal ID number (ex. BB00000005, BBBUDREV01, or UFSBUDREVN)

6. Oprid:  Enter your GU Netid code which is usually the ID used for the GU Mail system.  If you are not certain what your GU Netid is look yourself up in the Georgetown web directory

7. Line Description: Complete this section using no more than 21 characters.

8. Amount: Record the amount in dollars and cents.

9. Debit, Credit, Cost Center: Fill in with valid Account and Cost Center numbers.

10. Perm Change: Enter 'Y' to indicate a permanent budget change.  Enter 'N' to indicate a temporary/one time budget change.

11. Completed Form:  When you have completed the entire form, select the “Finish” button. If errors are detected, fix those and click YES to any messages about existing files. The spreadsheet will be saved to your PC under C:\Temp\.The filename will be the journal id_date.xls.  Example:  BB00000005_1022.xls

12. Prepared By: Print a copy of the budget revision and complete the prepared by signature lines.  Forward this paper copy and the electronic file to your supervisor for approval.

13. Approved By: The budget revision should be approved by the appropriate designated budget representative in your area.  Send the electronic copy of the budget revision to the designated person to upload the revision, generally the campus finance/budget office.  Keep the paper form in the department files for reference unless otherwise directed by the campus budget office.