Creating a Program Phase Expenditure Budget (BGP193) Transaction for a Project
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Process
This Job Aid describes the steps to create a Program Phase Expenditure Budget (BGP193) Transaction for a Project.
BGP193 is used to set up the budget structure 93 for a Project when a Phase is used. There are 4 levels for budget structure 93: Major Program (Level 1), Program (Level 2), Phase Phase (Level 3) and Appropriation Unit (Level 4). When this structure is used, levels 1-3 are required and level 4 is optional.
1. Enter BGP193 in the Global Search field.
2. Select Create in the Transaction Catalog page.
3. Enter Dept, check the Auto Numbering and Select Create to create a new BGP193 draft transaction.
4. All fields in the Header are optional. In order to create consistent budgets across all levels and avoid errors, it is highly recommended that all data entries be made at the lowest selected level, i.e., Appropriation Unit (Level 4, Step 5) or Phase (Level 3, Step 6) sections with upper levels populated from Smart Budget Rollup.
5. To set up budgets for all 4 levels, complete the following and skip step 6. To set up budgets through 3 levels, skip step 5 and go to step 6.
a. Select the Appropriation Unit Section from the Transaction Navigator.
b. Click on Insert New Line.
c. Click the arrow for the Action box to select New to set up a new budget line or Modify to change an existing one. Deactivate, Reactivate and Delete can be selected for specific purposes as indicated by the Action Names.
d. Enter an appropriate Event Type or click on the magnifier to view all allowable event types. BG01 and BG03 are the most often used Event Types to establish a new budget or modify an existing one.
You could select the different actions with different event type type to modify/deactivate/activate/delete an existing budget. Select action New with the event types below for a new budget line. Select action Modify with the even types below if it is an existing budget line.
BG01 - Adopt an expense budget
BG02 - Allocate an expense budget
BG03 - Amend an expense budget
BG04 - Carry forward an expense budget
BG05 - Revert an expense budget
BG06 - Transfer in an expense budget
BG07 - transfer out an expense budget
BG08 - Deactivate budget line, select action Deactivate
BG09 - Activate budget line, select action Activate
BG10 - Delete budget line, select action Delete
e. Enter Dollar Amount, Increase/Decrease indicator and required COAs: Department, Major Program, Program, Phase and Appropriation Unit. All other fields are optional.
f. Click Save.
g. To enter more lines, repeat steps b-f within the Appropriation Unit section or use the copy function by clicking the Copy icon on the first line followed by Insert Copied Line. Then make necessary changes to the new lines.
h. After data entries/edits are completed for all lines, click Save, Rollup Lines and Validate in order.
6. To set up budgets through level 3 only, complete the following, then proceed with Step 7.
a. Select the Phase Section from the Transaction Navigator.
b. Click on Insert New Line.
c. Click the Arrow for the Action box to select New to set up a new budget line or Modify to change an existing one. Deactivate, Reactivate and Delete can be selected for specific purposes as indicated by the Action Names.
d. Enter an appropriate Event Type or click on the green arrow to view all allowable event types. BG01 and BG03 are the most often used Event Types to establish a new budget or modify an existing one.
You could select the different actions with different event type type to modify/deactivate/activate/delete an existing budget. Select action New with the event types below for a new budget line. Select action Modify with the even types below if it is an existing budget line.
BG01 - Adopt an expense budget
BG02 - Allocate an expense budget
BG03 - Amend an expense budget
BG04 - Carry forward an expense budget
BG05 - Revert an expense budget
BG06 - Transfer in an expense budget
BG07 - transfer out an expense budget
BG08 - Deactivate budget line, select action Deactivate
BG09 - Activate budget line, select action Activate
BG10 - Delete budget line, select action Delete
e. Enter Dollar Amount, Increase/Decrease indicator and required COAs: Department, Major Program, Program, and Phase. All other fields are optional.
f. Click Save.
g. To enter more lines, repeat steps a-f within the Phase section or use the copy function by clicking the Copy icon on the first line followed by Insert Copied Line. Then make necessary changes to the new lines.
h. After data entries/edits are completed for all lines, click Save, Rollup Lines, and Validate in order.
7. Correct errors - if any errors need to be corrected, go to the lowest budget level (Phase or Appropriation Unit) to make the changes to create consistent budgets across all levels and avoid errors. Click Save, Rollup Lines and Validate again after any changes.
8. Review the budget created at upper levels to confirm all levels are created correctly.
9. Attach necessary backup documentation.
10. Click Submit
