Transfer Budget Worksheet
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Access this form using the Activities>Budget Worksheet>Transfer button. |
Use this form to transfer a budget worksheet, which displays after clicking the Transfer button and the current worksheet has passed validation.
When the worksheet is transferred, the system looks at the transaction lines entered in the worksheet, groups them according to account code combination, and sorts them by effective date. These groups are then assigned document numbers, which are automatically incremented from the beginning document number entered on this form. All documents are given the same document date entered on this form.
- When a worksheet is transferred, the worksheet name becomes the session and document description.
- Every row on the worksheet that is marked as a budget item (that is, rows that have the letter "B" in column A) is validated.
- Only an entire worksheet can be transferred—not selected lines on a worksheet. However, rows can be classified as Comment Lines by removing the letter "B" from column A (by clicking on the letter "B"). Comment Lines are not validated or transferred.
- Any filtering performed in the worksheet using Filter 
will be cleared.
- All budget items must pass validation—with a Pass or a Warning—before the worksheet can be transferred.
- If all budget items pass validation—with a Pass or a Warning—the worksheet will be saved.
- Duplicate line items are transferred; they are not consolidated into one entry.
- Worksheet validation does not check for valid or invalid account code combinations. Therefore, if the account code combinations have changed since the historical periods you used to build the worksheet, or if the budget items were entered manually (instead of using the wizard), you have to manually review the account code combinations on the worksheet.
- A worksheet cannot be transferred more than one time. However, you can copy a worksheet and transfer the copy.
- Once a budget worksheet has successfully transferred, the Accounting entries that are created are always processed in Batch mode, regardless of which processing mode was selected for the organization by the Administrator (Organization>Organization Preferences>Processing tab).
- Worksheets that are transferred are not automatically deleted by the system; the status is simply changed to Transferred and they are marked as read-only.
- Although you can open and edit transferred worksheets, you cannot save the edits. However, once the worksheet is transferred, but before it is posted, you can view or edit the documents in the session using the Transactions>Enter Budget form. Furthermore, if you want to enter edits to a transferred worksheet using the Activities>Budget Worksheet, you can delete the worksheet from the Transactions>Enter Budget form, copy the worksheet in the Activities>Budget Worksheet, edit the copy, and then transfer the copy.
Note: For a "Revisions Worksheet" type budget, if the Ignore Account Code Combination Validations check box is selected on the Activities>Budget Worksheet>Properties tab, the system will ignore account code combination validations when Validate Worksheet 
is selected, and/or during the Save or Transfer process.
Session ID: Enter a unique session ID, or press the + key to use the auto-increment feature. (Use the Drop-Down Lookup to view existing IDs; however they cannot be used again because the original still exits.)
Beginning Document ID: Enter a beginning document number. The system automatically increments this number for each account code combination in the transfer session.
When entering a document ID, you should consider the maximum G/L Document Number field length. The system is only able to auto-increment the document IDs in a session within the constraints of that field length. That is, when the system reaches a number that exceeds the maximum field length, it has to cycle back to the first number in the sequence. For example, if the maximum field length is 4, and the document ID has reached 9999, the next number assigned will be 1001.
As the Administrator, you can view the Document Number field length using the Organization>Organization Information>Field Lengths tab.
Document Date: Enter a document date, or accept the default of today's date. All documents in the transfer session are given this document date.
- We recommend printing and reviewing the budget worksheet before transferring it.
- If the Administrator created two user defined fields with a type of Number and a transaction source of BD, and assigned one or both of them a default value (Organization>Set Up User Defined Fields), when the budget worksheet (containing one of the UDFs) is transferred, the system also includes the default value of the second UDF.