Changing Appropriations, Encumbrances, and Expenditures in the Fund Adjustment Table

You can increase or decrease the appropriation, expenditure, or encumbrance for the funds in the Current Funds folder by using the Fund Adjustment Table. You can make up to 500 adjustments at a given time. After changing the table, you can effect the changes by posting the transaction.

To adjust appropriations, expenditures, and encumbrances of funds:

1. Choose Funds from the Function list.
2. Select the Adjustment tab. The fund codes listed in the Current Funds folder display alphabetically in the Fund Adjustment Table. The table shows Appropriation, Expenditure, Encumbrance, Free Balance, and Cash Balance data for each fund.
3. Edit the data in the table by directly clicking any fund field that is not shaded or use the form tool. Change the amount under Appropriation, Expenditure, or Encumbrance. You can enter changes in more than one column for each fund. You can also right-click any of the fields to Copy or Paste data from one column to another, or Add Note for a given fund.

When you change any data in the table and continue to the next field, the adjustments appear in blue for the fund that was altered.

At the bottom of the table, the Totals row calculates the total for each column.

4. To save your changes and then return to the Data tab, choose Finish from the toolbar.

To return to the Data tab without saving changes, choose Cancel from the toolbar and select No when asked Do you want to save new fund adjustments?

5. To post your transaction, choose Post from the toolbar. You can choose to print the posting transaction as the system prompts you. For more details on posting, see Posting an Invoice Processing Session.

Using the Form Tool for Editing

To adjust funds by using the form tool at the top of the table:

1. Select Use Form. (Otherwise, do not mark the checkbox and directly click editable fields on the table to make your adjustments.)
2. In the form tool, enter the fund code under Fund Code.
3. Select Appropriate, Expend, or Encumber from the drop-down menu.
4. When you click the accompanying entry field, it automatically provides the current data for the appropriation, expenditure, or encumbrance amount already reflected in the table. After the plus sign, enter the amount as a decimal value that you want to add or enter the amount to subtract by entering a negative number.
5. If you want to add a note, enter it under Note.
   
6. To save your changes and then return to the Data tab, choose Finish from the toolbar.

To return to the Data tab without saving changes, choose Cancel from the toolbar and select No when asked Do you want to save new fund adjustments?

7. To post your transaction, choose Post from the toolbar. You can choose to print the posting transaction as the system prompts you. For more details on posting, see Posting an Invoice Processing Session.