Revised: 10/07/2024
This process is performed when an agency's budget approver wants to enter adjustment budget journals online in OAKS FIN.
Only OBM has the authority to post at the appropriation and allotment level. Agencies may create and post agency-level budget journals.
OAKS FIN uses the Control ChartField to determine whether it should enforce budgetary control over the transaction. ALI is the Control ChartField that tells OAKS FIN to check whether a budget appropriation exists and cash is available for the transaction.
While entering a budget journal only requires a single line, entering a budget transfer requires a double-sided entry, meaning that journals must balance.
Enter "STATE" in the Business Unit field.
When entering a budget journal, you will always accept the Journal Date provided.
Enter a meaningful Journal ID.
Start with the agency BU code, then add something that will help coworkers recognize the Journal ID. For example, for a Forestry budget journal, perhaps enter "DNR01FOR."
Click Add.
The Budget Header page displays.
Select a Ledger Group.
See the Ledger Group Crosswalk for a detailed description of each ledger group displayed on this page.
Select the Budget Entry Type. This will be one of the following:
| Description | Definition |
| Original | This will originate from an Executive Operating or Capital Budget Bill only. |
|
Adjustment |
Entered when legislation is approved other than an Executive Operating or Capital Budget bill. Entered when it is not a Controlling Board action or an OBM Director Memo approved item. |
| Executive Order Reduction | Reductions to budgets by Executive Authority (e.g., Appropriation reductions). |
| Adjustment-Controlling Board | Entered when item is approved by the Controlling Board. |
| Adjustment-Director Memo | Entered when item is approved by the OBM Director. |
Enter a description for the budget in the Long Description field.
Click the Budget Lines tab.
The Budget Lines page displays.
Enter or select the Budget Period.
Enter the budget ChartFields, including Fund, Account, ALI, Dept (department), and Amount (scroll to right).
Verify that "Post Journal" is selected in the Process dropdown menu.
Agencies can only post agency-level budget journals. Agencies cannot post appropriation or allotment-level budgets. Only OBM may post these.
Click Process button.
Click Yes to confirm the budget journal posting.
The Budget Header Status changes to "Posted."
Click the Budget Header tab.
Notice that the Budget Header Status field displays "Posted."
If there are errors, the field displays "Edit Errors."
Click the Budget Errors tab to verify that no errors exist in the budget journal.
