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Deactivate a Budget Transaction

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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

Transaction Catalog menu option highlighted in Transaction and Contract Search menu

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

Financial Transaction screen with create button highlighted

Create transaction screen with continue button and form fields highlighted

Line Budget Document screen with form fields highlighted

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: 7
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.

Legal Budget Document screen with Appropriation tab open and form fields highlighted

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.