Budget Construction and Maintenance

The ability to handle budget was inherited from KFS by OLE.

Budget adjustment, the ability to move funds between existing accounts as the year progresses, is handled through Budget Adjustment (OLE_BA) documents in OLE. More information on the user interface, various fields and other features of the document is extensively documented here.

Budget construction for a new fiscal year from an existing fiscal year involves a set of predefined steps. A very good guide detailing the various steps that needs to be followed can be found here.

However, there is no OLE document through which an institution can construct a budget from scratch when they implement the solution (OLE) for the very first time. The budget figures are loaded as part of the back end data load and necessary changes made later through the Budget Adjustment document. The following tables need to be populated with the budget data for this purpose

GL_ACCT_BALANCES_T (General Ledger Account Balances table)
GL_BALANCE_T (General Ledger Balance table)

The columns in the GL_ACCT_BALANCES_T are listed below

Column	Data Type	Comment
UNIV_FISCAL_YR	decimal(4,0)	Foreign Key from FS_OPTION_T
FIN_COA_CD	varchar(2)	Foreign Key from CA_CHART_T
ACCOUNT_NBR	varchar(7)	Foreign Key from CA_ACCOUNT_T
SUB_ACCT_NBR	varchar(5)	Foreign Key from CA_SUB_ACCT_T
FIN_OBJECT_CD	varchar(4)	Foreign Key from CA_OBJECT_CODE_T
FIN_SUB_OBJ_CD	varchar(3)	Foreign Key from CA_SUB_OBJ_CD_CHG_DOC_T
CURR_BDLN_BAL_AMT	decimal(19,2)
ACLN_ACTLS_BAL_AMT	decimal(19,2)
ACLN_ENCUM_BAL_AMT	decimal(19,2)
TIMESTAMP	datetime

The columns in the GL_BALANCE_T are listed below

Column	Data Type	Comment
UNIV_FISCAL_YR	decimal(4,0)	Foreign Key from FS_OPTION_T
FIN_COA_CD	varchar(2)	Foreign Key from CA_CHART_T
ACCOUNT_NBR	varchar(7)	Foreign Key from CA_ACCOUNT_T
SUB_ACCT_NBR	varchar(5)	Foreign Key from CA_SUB_ACCT_T
FIN_OBJECT_CD	varchar(4)	Foreign Key from CA_OBJECT_CODE_T
FIN_SUB_OBJ_CD	varchar(3)	Foreign Key from CA_SUB_OBJ_CD_CHG_DOC_T
FIN_BALANCE_TYP_CD	varchar(2)
FIN_OBJ_TYP_CD	varchar(2)
ACLN_ANNL_BAL_AMT	decimal(19,2)
FIN_BEG_BAL_LN_AMT	decimal(19,2)
CONTR_GR_BB_AC_AMT	decimal(19,2)
MO1_ACCT_LN_AMT	decimal(19,2)
MO2_ACCT_LN_AMT	decimal(19,2)
MO3_ACCT_LN_AMT	decimal(19,2)
MO4_ACCT_LN_AMT	decimal(19,2)
MO5_ACCT_LN_AMT	decimal(19,2)
MO6_ACCT_LN_AMT	decimal(19,2)
MO7_ACCT_LN_AMT	decimal(19,2)
MO8_ACCT_LN_AMT	decimal(19,2)
MO9_ACCT_LN_AMT	decimal(19,2)
MO10_ACCT_LN_AMT	decimal(19,2)
MO11_ACCT_LN_AMT	decimal(19,2)
MO12_ACCT_LN_AMT	decimal(19,2)
MO13_ACCT_LN_AMT	decimal(19,2)
TIMESTAMP	datetime

Similar to other financial entries, budget entries need to be assigned to a fiscal year, chart code, account number and object code, along with any sub account number or sub object code.