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My Journals (Budget Transfers) Module: Create a Budget Transfer

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8.0 - Updated on 10/28/24 by Pierce, Sheena

7.0 - Updated on 10/27/23 by Pierce, Sheena

6.0 - Updated on 10/27/23 by Pierce, Sheena

5.0 - Updated on 08/30/23 by Pierce, Sheena

Overview

This article contains the steps to create a budget transfer within the same Org and Fund between only two non-salary accounts. Note: Refer to the My Journals (Budget Transfers): Getting Started article before creating a budget transfer.

IMPORTANT NOTE: Grant funds cannot be transferred online. Contact the Grants Office (OSP) for the appropriate forms.

Solution

Table of Contents

Create a Budget Transfer Between Two Accounts

  1. Go to banner.rowan.edu
  2. Select Log in to Self-Service Banner.
    Screen with Button highlighted that says "log in to Self-Service Banner"
  3. Select Log in using Rowan NetID.
    screen with welcome and a link that is highlighted and says "Log in using Rowan NetID"
  4. Enter your Rowan NetID and password.
  5. Select Login. Note: You may be prompted to log in with Duo.
    Pop up window with rowan logo flame and fields for Rowan net id and password with green login button
  6. Select the Finance tab.
    Rowan University Banner tabs with the "Finance" tab highlighted with a red box
  7. Select the Finance Dashboard link.
    Rowan University Banner tabs with the Finance tab open with a red box highlighting the "Finance Dashboard" Link
  8. Select My Journals.
    in the my finance module, the "My Journals" section is highlighted with a red box
  9. Select Create Journal from the My Journal menu.
    The My Journals module, on the upper right corner of the screen, the "Create Journal" button is highlighted with a red box
  10. Choose or enter the Transaction Date (already filled in).
    In the Create Journal window the "transaction Date" field has a red box around it
  11. Confirm NSF Checking has been checked.
    In the Create Journal window the "NSF Checking" field has a checkmark in it and a red box around it
  12. Under Distribution Total, enter the total amount to be transferred. For example: If you are moving $500.00 from one account to another, enter $1,000.00 as the total amount.  Note: Distribution total represents the value of the transaction/journal entry.
    In the Create Journal window the "distribution total" field has a red box around it
  13. Under Accounting Details, select the drop-down for Journal Type and Select BDZ1 Non-Salary Transfer.
    under the "Accounting Defaults" section the "Chosse Journal" drop down menu "BDZ1 Non-Salary Transfer" is chosen in blue
  14. Under Description, enter the reason for the Budget Transfer. For example, Budget Transfer for Office Supplies.
    In the Description Field the description "Budget Transfer for Office Supplies" is entered.
  15. Under Budget Period, select 1.
    In the choose budget period menu "01" is highlighted with a red box around it
    Optional: If you have additional information about the budget transfer, you can enter the information in the Public and Private Comment boxes.
    under the create journal section, Public comment and Private Comment fields both have red boxes around the section to enter comments
  16. Select Create.
    in the create journal screen the "Create" button at the bottom is highlighted with a red box around it
    • You will see a message that a budget transfer has been created and moved to a draft form.
    screen with background darkened and a green message stating "a budget transfer has been created and moved to draft form" highlighted with a red box

    IMPORTANT NOTE: Need to transfer between different Funds? If you need to transfer between two different funds in Banner, a DCA must be initiated. Please see the DCA instructions and workflow.  Please contact DCA@rowan.edu with any questions.
  17. Enter the Chart R Rowan University.
  18. Enter the FOAPAL you will transfer FROM (Debit/-).
    • Enter the Fund.
    • Enter the Organization number.
    • Enter the Banner Account number. Note: Here is the list of Banner  Account Codes.
    • Enter Program Number
      The FOAPAL info screen with the fields: Chart, Fund, Organization, Account, and Program
  19. Scroll down. Under Amount, enter the amount you will transfer from the account. For example: If your transfer amount is $500.00. You will enter $500.00.
  20. Under, Debit/Credit, Select -Minus.

    in the percent section the "Amount" and "Debit/Credit" fields are highlighted with Red Boxes around them
  21. Select Add Accounting. Note: The other fields are optional.
    Add accounting section where there is a Red box highlighting "add accounting" button
  22. Enter the FOAPAL you will transfer TO (Credit/+).
    • Enter the Fund.
    • Enter the Organization number.
    • Enter the Banner Account number. Note: Here is the list of Banner  Account Codes.
    • Enter Program Number
      The FOAPAL info screen with the fields: Chart, Fund, Organization, Account, and Program

  23. Scroll down. Under Amount, enter the amount received from the other account. For example: If you are transferring $500.00. You will enter $500.00.
  24. Under Debit/Credit, Select +Plus.
    in the add accounting screen the fields "amount" and "Debit/Credit" sections highlighted in red
  25. Select Save.
     • You will see a message that the budget transfer has been saved successfully as a draft.
    in the my journals screen the message "accounting sequence number 2 saved successfully" highlighted in a red box.
    •  You can change the FOAPALs and amount by double-clicking on the sequence.
    in the my journals screen the first item sequence is highlighted with a red box
     •  You can also delete the sequence by checking the desired sequence.
    The first sequence item is checked off and there is a red highlight button on the checked box next to the item
     •  Select the trash symbol.
    in the My Journals screen the trash can icon is highlighted with a red box in right hand corner of the application information
  26. Select Submit Journal when you are ready to complete your budget transfer.
    in the my journals screen the "Submit Journal" button at the bottom is highlighted with a red box
  27. A message will appear asking if you want to submit it. Select Yes.
    the message "Do you want to submit journal J0263063" with the "yes" button highlighted in Red.
  28. Check the top of the screen for confirmation (Document _____________ completed).
    my journals screen the confirmation message stating the journal is completed and posted in highlighted in a red box
      •   The completed budget transfer will also show under completed journals.
    in the my journals section, the journal entry shows as completed

Create a Budget Transfer Between Multiple Accounts

To create a budget transfer between multiple non-salary accounts within the same Org and Fund please visit the article  in ServiceNow or video.

Banner Finance Training Resources

 

Revised by Pierce, Sheena
Last modified 08/30/23 03:30:41 PM