Horizon lets you use Batch Transfer Budget Unspent Amounts to do any transfer or rollover of unspent budget amounts.
When you are ready to close budgets for the year or if one budget in a year is no longer valid, you may still have unspent amounts for those budgets. You can transfer the unspent amounts from one budget’s fiscal year allocation to a new fiscal counterpart. This means you can transfer one budget to another budget, or you can transfer two or more budgets to one single budget. (However, you cannot transfer one budget to two budgets.) You can also transfer unspent amounts from one or more budgets in a year to one budget in the same year.
Before you can transfer budget unspent amounts, you must already have a fiscal year allocation created to which you can transfer amounts. (For more information on creating new fiscal year allocations at once, see Batch Creating Fiscal Year Allocations.)
These are the possible effects:
• | Horizon moves all unspent amounts associated with the “Source Year” fiscal year allocations to their “Target Year” counterparts and adjusts the amounts accordingly. |
• | If you specified a percentage of unspent amounts for Horizon to transfer, Horizon carries over the amount associated with that percentage to the fiscal counterpart. |
• | If your library has budget tracking turned on, Horizon creates one budget transaction record for every budget that it transfers. Linked to each budget transaction record are the individual lines that were transferred in the budget transaction detail record. |
SirsiDynix recommends making a backup of your database before you begin this task.
To transfer budget unspent amounts in a batch
1 | Start the Batch Transfer Unspent Amounts process. |
The default location of this process is the
Horizon displays the Transfer Budget Unspent Amount Options window:
2 | Complete the fields to set up the options for transferring budget unspent amounts: |
Field |
Action |
Source Year |
Enter the year with the unspent amounts you want to transfer. |
Target Year |
Enter the year with the budgets you want to transfer unspent amounts to. |
Transfer Unspent (%) |
Enter the percentage of unspent amounts you want to transfer. |
Override Budget Transfer Unspent (%) |
Mark this box if you want to override the transfer unspent percentage entered for individual budgets. |
Change Status of Source Year to |
Choose the status you want for the source year, if you want to change it. (The default is “No Change.”) |
Change Status of Target Year to |
Choose the status you want for the target year, if you want to change it. (The default is “No Change.”) |
(For more detail on these fields, see Transfer Budget Unspent Amount Options Window.)
3 | When you are finished setting up the options for transferring unspent amounts, click OK to display the list of budget candidates with unspent amounts you can transfer: |
Note: If you want to change some of the options for transferring unspent amounts, click Options to display the Transfer Budget Unspent Amounts Options window and make your changes.
4 | If you want to transfer one budget’s unspent amounts to a different budget than the listed Target budget, or if you want to transfer several budgets’ unspent amounts (from the budgets you have selected) to one budget, use the steps in this table; otherwise, skip to step 5: |
To transfer one or more budget unspent amounts to a different Target budget |
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5 | Do one of these options from the List Transfer Budget Unspent Amount Candidates window (shown in step 3): |
• | If you want to choose certain budgets from the list to transfer amounts for, highlight the budgets you want. |
• | If you want to transfer amounts for all budgets listed, click Select All. |
Important: SirsiDynix recommends that you transfer your unspent amounts only once; otherwise, budgets that you have already transferred but that still have unspent amounts will still appear in the list. You may also want to take note of those budgets for which you choose to transfer unspent amounts in case you do need to transfer other unspent amounts at another time.
6 | Click Transfer. |
If you have budget tracking turned on, Horizon displays the Budget Transaction Note window.
7 | If Horizon displays the Budget Transaction Note window, enter a budget transaction note and click OK; otherwise, skip to step 8. |
When Horizon is finished transferring unspent amounts, it displays the list of the target budgets with their new amounts:
8 | If you want, edit the target budgets individually or in batch mode by choosing the budgets you want and clicking Edit. (For more information on editing fiscal year allocations in batch mode, see Editing Fiscal Year Allocations for Batch Changes.) |
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