linear_scale How To

Create or Modify a Budget Using iBudgets

Modifications to expense or revenue control information documented in the Sept. 1 University Consolidated Budget can be initiated using the iBudgets system.

Create New or Modify Existing Budget Journal

Used to create a new budget, or increase or decrease budget lines in an existing budget.

The following is required:

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password

  1. Select SU iBudgets 

  1. Select one of the following on the iBudgets Home page:
    • New
    • Increase
    • Decrease Budget

  1. Check the Period for the correct month
  2. Enter a Title for the journal
  3. Enter a Justification that explains the purpose of the journal

  1. Enter the first Project, Task and Fund/Awd. (PTA) in line 10
  2. Enter the Exp. Type
  3. Enter a Dept. Ref
  4. Enter either a From (Decrease) or a To (Increase) value; only one per line
  5. Enter a Description for line 10
  6. Repeat for remaining lines
  7. Select Next when finished

  1. Select Previous to return to the Creation page and correct any errors 
  2. Select Next to validate again
  3. Select Next when the journal is valid and saved
     

  1. Add additional Approver Name(s) if needed

    Approvers are selected based on PTAs. You cannot change the approver(s) selected by Oracle.

  2. Select Next when the Approver Name list is complete

  1. Select Previous to return to any page that needs updating
  2. Select Next to return to the Submit page
  3. Select Submit to send the journal to the first approver

  1. Select Journal Number on the Submit the Journal page
  2. Select Printer Friendly (pdf) in the Journal Display
  3. Select Print in the Adobe window to print a copy of the journal (not the Print in the browser window)
  4. Select Back in the Browser window to return to the Journal Display

  1. Select Return to Portal 
  2. Select Logout 
What Happens Next?
  • The budget journal is routed, in sequence, to the approvers listed on the routing list.
  • After approval, the budget lines are used to recalculate expense control and revenue control amounts.

Create Reallocation Budget Journal

Used to transfer budgets between PTAs or expenditure types.

The following is required:

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password

  1. Select SU iBudgets 

  1. Select Reallocation Budget on the iBudgets home page

  1. Check the Period for the correct month
  2. Enter a Title for the journal
  3. Enter a Justification that explains the purpose of the journal

  1. Enter the Project, Task, and Fund/Awd. (PTA) in line 10
    The first line in a Reallocation Budget Journal is the source or recipient of the transfer of planned money. Only one PTA or expenditure type is allowed.
  2. Enter the Exp. Type
  3. Enter a Dept. Ref
  4. Enter either a From (Decrease) or a To (Increase) value; only one per line
  5. Enter a Description for line 10
  6. Repeat for remaining lines
    • The remaining lines can contain a maximum of two PTAs for any expenditure type. All of the remaining lines must offset the first line (if line 10 is a decrease, all of the remaining lines must be increased).
    • The journal totals must balance.
  7. Select Next when finished

  1. Select Previous to return to the Creation page and correct any errors 
  2. Select Next to validate again
  3. Select Next when the journal is valid and saved
     

  1. Add additional Approver Name(s) if needed

    Approvers are selected based on PTAs. You cannot change the approver(s) selected by Oracle.

  2. Select Next when the Approver Name list is complete

  1. Select Previous to return to any page that needs updating
  2. Select Next to return to the Submit page
  3. Select Submit to send the journal to the first approver

  1. Select Journal Number on the Submit the Journal page
  2. Select Printer Friendly (pdf) in the Journal Display
  3. Select Print in the Adobe window to print a copy of the journal (not the Print in the browser window)
  4. Select Back in the Browser window to return to the Journal Display

  1. Select Return to Portal 
  2. Select Logout 
What Happens Next?
  • The budget journal is routed, in sequence, to the approvers listed on the routing list.
  • After approval, the budget lines are used to recalculate expense control and revenue control amounts.

Upload Budget Journals

Used for completing the Creation page for New, Increase/Decrease or Reallocation Budgets in Excel, then processing normally in iBudgets.

The following is required:

  1. Launch the iBudgets Upload Template in Excel
  2. Read the instructions included in the file. 
  3. Print a copy for reference.

  1. Enter HEAD in cell A1
  2. Enter the Journal Date in cell B1
  3. Enter the Period in cell C1
  4. Enter the Category in cell D1
  5. Enter the Title in cell E1
  6. Enter EXPL in cell B1
  7. Enter the Justification in cell B2

  1. Enter DETL in column A for each detail line
  2. Enter the first Project in cell B3
  3. Enter the Task in cell C3
  4. Enter the Award in cell D3
  5. Enter the Expenditure Type in cell E3
  6. Enter the Item Effective Date in cell F3
  7. Leave cell G3 blank
  8. Enter the Dept. Ref. in cell H3
  9. Enter the Line Description in cell I3
  10. If the line is a decrease, enter the Decrease Amount in cell J3
  11. If the line is an increase, enter the Increase Amount in cell K3
  12. Repeat until all of the decreases and increases have been entered

  1. Enter the Journal Total in cell F1

  • PC: save the upload spreadsheet as a tab-delimited text file
  • MAC: save the upload spreadsheet as a Text (Windows) file

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password

  1. Select SU iBudgets 

  1. Select Budget Upload on the iBudgets Home page
  2. Browse to the file and Select the Open button
  3. Select Upload on the Upload a File page

Select Justification for more information on requirements and samples. 

  1. Select Home tab
  2. Select the Number of the uploaded journal from the iBudgets at a Glance section

  1. Select Next when finished

  1. Select Previous to return to the Creation page and correct any errors 
  2. Select Next to validate again
  3. Select Next when the journal is valid and saved
     

  1. Add additional Approver Name(s) if needed

    Approvers are selected based on PTAs. You cannot change the approver(s) selected by Oracle.

  2. Select Next when the Approver Name list is complete

  1. Select Previous to return to any page that needs updating
  2. Select Next to return to the Submit page
  3. Select Submit to send the journal to the first approver

  1. Select Journal Number on the Submit the Journal page
  2. Select Printer Friendly (pdf) in the Journal Display
  3. Select Print in the Adobe window to print a copy of the journal (not the Print in the browser window)
  4. Select Back in the Browser window to return to the Journal Display

  1. Select Return to Portal 
  2. Select Logout 
What Happens Next?
  • The budget journal is routed, in sequence, to the approvers listed on the routing list.
  • After approval, the budget lines are used to recalculate expense control and revenue control amounts.
Last Updated: Oct 19, 2022
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