Accounting Office / Accounts Payable

Purpose:

The purpose of the IBA is to allow administrative units to make on-line budget reallocations/adjustments, and to maintain control of budgets within departments or administrative units under their control. It is not a means to move transactions or balances between departments or units.

Limitations/Restrictions:

The IBA must meet the following criteria:

1. The adjustment must be made within the general fund (current expense).
2. Adjustments must be within one of the following budget control groups of the general fund:
a. Between 7XX, 112, 113 accounts
b. Between 102-XX-XX accounts
c. Between 103-XX-XX accounts
d. Between 109-XX-XX accounts
e. Between 6XX-XX-XX accounts

3. Adjustments must be within an administrative unit (both "to" and "from" sides of the entry must be under the control of the administrative unit initiating the entry) based on the first 2 digits of the organization code.
4. Access to IBA data entry screen must be authorized through the Controller’s Office and ATS. Please contact Kathy Dobbs, Assoc. Controller, Controller’s Office, Administrative Services Building, telephone 294-6653 with any questions.

How to Process On-Line Data Entry:

1. Calculate the total of all the internal budget adjustments to be entered.
2. Select DE (Data Entry) from the System Selection Menu.
3. The Accounting Data Entry System screen will appear.
a. Enter SB (start batch) at FUNC
b. Enter IBA at TRAN and press enter on the keyboard.

4. The Data Entry Screen for Internal Budget Adjustments will appear.
a. Enter the batch total (total of all the internal budget adjustments to be entered) calculated in step 1. Press enter on the keyboard.
b. A batch number will be displayed. Please record this number for later reference.
c. The cursor will locate below Amount. Enter the amount of the first budget adjustment to be made.
d. Tab to the FR FND-ACCT-SC-PROJ and type in the fund-account and section-project (if the account is on projects) from which the transfer is being moved.
e. Enter the class code "from" which you are budgeting.
f. Enter the fund-account (section project if applicable) to which the adjustment is being moved.
g. Enter the class code "to" which you are budgeting (if different than the "from" class code).
h. Press enter. Note that a sequence number is assigned to each adjustment.
i. Continue with steps 4 (c) through 4 (h) until all adjustments are complete.
j. A message should appear in the lower left corner, "ACCUM TOTAL = BATCH TOTAL." The IBA will not be accepted until the batch is in balance

Troubleshooting:

If an error was made entering the Batch Total in step 1, it can be corrected by entering HU (Header Update) after FUNC, IBA after TRAN, and the BATCH #. Press enter on the keyboard. Tab to the Batch Total and make the correction. If an error was made entering any of the individual adjustments, enter DU (Detail Update) after FUNC, IBA after TRAN, the Batch # (recorded in step 4 (b)), and the sequence number of the incorrect entry. (The first adjustment is always numbered 00001.)

If an interruption occurs during data entry and it is necessary to exit the DE system, you may reenter the system and resume data entry by typing RB (Restart Batch) after FUNC, IBA after TRAN, and the Batch #. Press enter on the keyboard.

If it is necessary to reenter the batch and the batch number was not recorded, enter BH (Browse Header), after FUNC, IBA after TRAN and press enter on the keyboard. This allows you to browse all IBA batches entered at the University for the current month. Browse forward until you find the batch number associated with your USER ID.

To browse through the individual adjustments made within your batch, enter BD (Browse Detail) after FUNC, IBA after TRAN, and the Batch #. Press enter on the keyboard.

Please direct questions concerning Internal Budget Adjustments to the Controller’s Office at 294-2555.

Last Updated March 4, 2006.

Return to Corrections & Transfers page.