Budget Transaction - Deactivate
Process - Deactivate (for various budget structures, such as BGA190 and BGA191)
This job aid describes the steps needed for deactivating a budget transaction. This document uses BGA190 as an example.
Navigate to the Transaction Catalog
On the left side of the screen,
Select the 3-line menu
Select Search
Select Transaction and Contract Search
Select Transaction Catalog
Select Create
Enter Transaction Code: BGA190
Enter the Department Code in the Transaction Dept field
Enter Unit Code in the Transaction Unit field (optional).
Select Auto Numbering.
Click Continue
2. Populate the Fund Detail
Select Fund Detail (area to populate Level 3 data).
Select Insert New Line.
Enter valid element for the following:
Action: Deactivate
Event Type: Deactivate a Budget Line (BG08)
The criteria provided below are for example purposes. Use information relevant to you.
Cabinet: A
Increase/Decrease: Increase
Budget FY: 2023
Fiscal Year: 2023
Period: 11
Appr Category: N
Appr Type: AC26K
Appr Unit: AGC23TEST
Fund: 1000
SAI: 1
Enter a House Or Senate Bill number or C.R.S. number in the House Bill Number field (if applicable).
Note: Dollar Amount should not be entered for Deactivate.
Note: The action of selecting Smart Budget Rollup to populate Levels 1 and 2 DOES NOT work when Deactivating budget lines. Each level will have to be Deactivated separately. Also, when deactivating, not all levels have to be deactivated. You can do 1, 2 or all 3.
3. Populate the Appropriation Unit Tab
Select Appropriation Unit tab (area to populate Level 2 data).
Select Insert New Line.
Enter valid element for the following:
Action: Deactivate
Event Type: Deactivate a Budget Line (BG08)
The criteria provided below are for example purposes. Use information relevant to you.
Cabinet: A
Increase/Decrease: Increase
Budget FY: 2023
Fiscal Year: 2023
Period: 11
Appr Category: N
Appr Type: AC26K
Appr Unit: AGC23TEST
Enter a House Or Senate Bill number or C.R.S. number in the House Bill Number field (if applicable).
Note: Dollar Amount should not be entered for Deactivate.
Note: The action of selecting Smart Budget Rollup to populate Levels 1 and 2 DOES NOT work when Deactivating budget lines. Each level will have to be Deactivated separately.
4. Populate the Appropriation Type Tab
Select the Appropriation Type tab (area to populate Level 1 data).
Select Insert New Line.
Enter valid element for the following:
Action: Deactivate
Event Type: Deactivate a Budget Line (BG08)
The criteria provided below are for example purposes. Use information relevant to you.
Cabinet: A
Increase/Decrease: Increase
Budget FY: 2023
Fiscal Year: 2023
Period: 11
Appr Category: N
Appr Type: AC26K
Enter a House Or Senate Bill number or C.R.S. number in the House Bill Number field (if applicable).
Note: Dollar Amount should not be entered for Deactivate.
Note: The action of selecting Smart Budget Rollup to populate Levels 1 and 2 DOES NOT work when Deactivating budget lines. Each level will have to be Deactivated separately.
5. Validate and Submit
Validate and Submit document.
6. Verify the Budget is created at BQ190LV* Inquiry Table
In the Global search enter BQ190LV3, 2 or 1
In the search section enter BFY, Cabinet, Appr Type, etc.
Click Apply
