Entering Pre-Approved Batches

1. Batch. Give the Batch a unique name to identify this set of expenditures.
Example: CopyCenter 20-JUN-2011
2. Ending Date. Use the List of Values (LOV) to enter the ending date. This will default to the
following Friday.
3. Class. Use the pull down to select Usages. (Always select Usages for this field).
4. Description. Put in a precise description of what this batch is for.
5. Amounts.
a. Totals Control (Optional). Enter the total dollar amount for all usage lines that will be
entered.
As Usage lines are being created, the Running Total field will populate. This is a
way to check your totals. This will not prevent you from submitting, but will
only give you a warning that your control total is different from the running total.
b. Count Control (Optional). Enter the total Organizations for all usage lines that will be
entered.
As Usage lines are being created, the Running Total field will populate. This is a
way to check the count of how many Organizations are being used. This will not
prevent you from submitting, but will only give you a warning that your count
total is different from the running total.
6. Click Expenditures.

Entering Expenditures and Expenditure Items

(Use the List of Values (LOV)

to look up information for any of the following fields)

1. The curser will automatically default to the Employee Name field. Tab to the Organization field and
type in the Organization that will be charged for the Usage. (Note: Never enter an Employee
Name, always enter an Organization).
2. The Expenditure Ending Date will automatically populate. (Do not change this date)
3. Tab to the Control Total (Optional) and enter the total dollar amount for all usage lines for that
Organization.
As Usage lines are being created, the Running Total field will populate. This is a way to
check your totals. This will not prevent you from submitting, but will only give you a
warning that your control total is different from the running total.
4. Tab through Running Total and [ ]. Tab one more time.
5. Expnd Item Date will automatically populate. (If it is incorrect, you can change the date by
using the LOV).
6. Tab to the Project Number field and type in the Project Number.
7. Tab to the Task Number field and type in the Task Number.
8. Tab to the Expenditure Type (Expnd Type). Use the LOV to find the department that is
charging for service (ie: CHG Copy Services)
9. Tab to the Non-Labor Resource field. Click on the LOV. The field will automatically
populate.
10. Tab to the Non-Labor Org field. Click on the LOV. The field will automatically populate.

11. Tab to the Quantity field and type in the dollar amount of this usage line.
12. Tab to the Comment field and type in a description for this usage line.
13. Tab to enter the Fund Source that pertains to the Expenditure Organization. An Expenditure
Items box will appear. Type in the Fund Source and click OK.

14. The cursor will automatically drop to the next line. It will copy everything except Quantity and
Comment. Make any necessary changes along that transaction line to enter additional Usage
lines for this same Organization.
If you do not want the line automatically created under the line you are working on, use
the clear record button
to clear this line. Be sure your cursor is on the line you wish
to delete. Make sure your Control Total and Running Total match.
15. Click the Save

button.

16. Once all expenditure transactions have been entered, there are two options: (1) Create another set of
expenditure transactions for a different organization or (2) Save your work and exit the Expenditures
window.

Additional Transactions for Another Organization

1. On the top half of the window, place your cursor in the next available line of the Organization
field.
2. A fresh set of expenditure items lines will appear for this organization
3. Enter the data the same way as with the previous organization. (See Entering Expenditures and
Expenditure Items on Pg. 5, Steps 1 15).
4. Make sure to Save your work and exit the Expenditures window.

Opening an Unfinished Batch

1.

Select BUPA Usage Specialist and under Expenditures: Pre-Approved Batches, click
Enter.

2.

When the Expenditure Batches screen appears, hit the F11 key to put it in Query mode. The
fields will turn blue. You can type in the whole name of the batch or part of the name using
Oracles wildcards of _ or %. (Example: copy%)

3.

Hold the Ctrl + F11 keys to run the query. If your batch does not appear, use the down
arrow on your keyboard to scroll through to find your batch.

4.

When you find your batch, click Expenditures. This will open the batch for you to continue
working on the batch or to make changes.

Submitting, Reworking or Releasing an Expenditure Batch

Submit: You can Submit the batch at any time. However, the batch does not go anywhere; it sits in the
system in limbo. The Status will read Submitted. You can either Rework the batch to make changes
or Release the batch for processing into the General Ledger.

Rework: If you want to make changes to a Submitted batch, you will need to click Rework. This
allows you to make changes. The Status will read Working.

Please Note: You can only make changes to a Working batch and the batch must be opened
following the Opening an Unfinished Batch (Pg. 8) to make changes.

Release: You must click Submit before you can Release a batch. Once the batch is Released you
cannot make any changes. The Status will read Released.

Resolving Problems in Expenditure Entry

You may encounter these problems when entering expenditures:

The project or task does not allow charges.

The expenditure batch-control totals do not match running totals.

What if the Project or Task Does Not Allow Charges?

Read the description and try to determine the proper number.

Contact the source of the information to confirm the correct Project and Task.

What If the Expenditure Batch-Control Totals Do Not Match the Running Totals?

Determine whether the problem is with the entry or the control total:
o Missing or duplicated entries
o Wrong Amounts
Change the control total when:
o It is incorrectly calculated
o An expenditure is removed from the batch

What If the Expenditure Batch-Control needs correction after it has been Released?

No changes are possible once a batch has been released.

The entire batch can be reversed. For the process of reversing an expenditure batch, contact the
Project Coordinator.