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Recording an Allotment Step-by-Step

Step # Action
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:

Step Action
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.