Recording an Allotment Step-by-Step

After signing on:

1.

Type .BC in the ACTION field on any screen and press ENTER to access the Budgetary Control Menu (001) screen. (You must type the period.)

2.

Type 2 in the NEXT FUNCTION field and press ENTER to access the Budgetary Control Document Entry Menu (200) screen.

3.

Type 1 in the NEXT FUNCTION field and press ENTER to access the Journal Voucher Entry (211) screen.

4.

To create a new journal voucher: Type A in the OPTION field.
To continue work on a journal voucher: Type C in the OPTION field.

5.

Type your document ID number in the DOCUMENT ID field.

Note: Your agency will have a standard numbering system for these transactions.

6.

Type your initials in the APPLICATION AREA field and press ENTER to access the Journal Voucher Entry (212) screen.

7.

Type today's date or the date you want the transaction to be effective (MMDDYY format) in the EFFECTIVE DATE field.

8.

Type the total amount of the transaction in the TOTAL field. (Be sure to include the decimal point.)

9.

Type your company number in the COMPANY ID field.

10.

Type 2 in the DATA TYPE CODE field to indicate a balance transaction entry and press ENTER to access the Journal Voucher Entry (213) screen.

11.

Type a sequence number, beginning with 0001 in the LINE field.

12.

Type one of the following in the TRANSACTION CODE field:

A

to add

C

to change

D

to delete

*

to clear errors

13.

Type the account number you wish to credit or debit in the COMP/ACCT/CNTR field. Use the following accounts and corresponding accounting rules to record a quarterly allotment:

Entry

Accounting Rule

111270

AL

43901X

RL

53901X

EL

Note: The transactions posted to the GL as a result of this allotment entry are as follows:

Account
Keyed

Transaction
Posted to GL

Description

111270

111270
439100

Cash in allotment account
State appropriation

43901X

63901X
68901X

Allotted estimated revenues - quarterly allotment
Estimated revenues - quarterly allotment

53901X

73901X

78901X

Allotted budgeted expenditure/expense - quarterly allotment
Budgeted expenditure/expense - quarterly allotment

14.

TAB to the CNTR part of the COMP/ACCT/CNTR field and type your center number.

15.

Type the amount being debited or credited in the DEBIT/CREDIT AMOUNT field.

16.

To credit the account, type CR (or 60) in the DEBIT/CREDIT CODE field.
To debit the account, type DR (or 10) in the DEBIT/CREDIT CODE field.

17.

Type a description that will enable you to track the transaction in the DESCRIPTION field.

18.

Type the appropriate accounting rule in the ACCOUNTING RULE field.

19.

Press ENTER. The system is now ready to accept additional lines of your transaction.

20.

Repeat steps 11-19 until all lines of the transaction are complete.

21.

When the last line has been entered, TAB to the OPTIONS field, type E (End) and press ENTER. You return to the Journal Voucher Entry (211) screen and a message appears indicating the transaction status.