# Data Entry Procedures

##  Data Entry Overview

The Budget Execution Procedures perform the following functions:

1.  Identify transactions and inquiry tables associated with the Budget
    Execution subsystem

2.  Identify transactions and inquiry tables associated with tracking
    authority, commitments, obligations, and expenditures related to
    appropriated funds

3.  Provide procedures to enter and process budget transactions

### Data Entry Documents and Budget Levels

Funds are distributed in HUDCAPS by processing budget documents. Some
levels require both an entry transaction and approval transaction prior
to further distributing the funds. The following table lists the
necessary transactions for each budget level.

  ----------------------------------------------------------------------------
  HUDCAPS      HUDCAPS Budget Term    Entry Document(s)        Approval
  Budget Level                                                 Document
  ------------ ---------------------- ------------------------ ---------------
  1            Appropriation          Appropriation/           Appropriation
                                      Apportionment(AA), and   Transfer
                                      Appropriation Transfer   Approval (TC)
                                      (TA)                     

  2            Apportionment          Appropriation/           Apportionment
                                      Apportionment (AA)       Approval (PA)

  3            Advice of Allotment    PAS Advice of Allotment  \- None -
                                      (B4) or Budget Execution 
                                      (BE)                     

  4            Distribution to        PAS Distribution to      \- None -
               Program/Object Class   Pgm/Obj Cls (B5) or      
                                      Budget Execution (BE)    

  5            Distribution to        PAS Distribution to      \- None -
               Program                Program (B6) or Budget   
                                      Execution (BE)           

  6            Assignment/Operating   Assignment/Operating     \- None -
               Budget (level 1)       Budget (SA)              

  7            Assignment/ Operating  Assignment/Operating     \- None -
               Budget (level 2)       Budget (SA)              

  8            Assignment/Operating   Assignment/Operating     \- None -
               Budget (level 3)       Budget (SA)              
  ----------------------------------------------------------------------------

Use the Budget Execution Document (BE) for entry of the administrative
funds.

### Verify Fund Availability

Prior to processing a HUDCAPS budget document, fund availability should
be verified by scanning the budget inquiry table which corresponds to
the preceding budget level.

+---------------+-----------------------------------+-----------------+
| > HUDCAPS     | > HUDCAPS                         | > HUDCAPS Table |
| > Budget      | >                                 |                 |
| > Level       | > Budget Term                     |                 |
+---------------+-----------------------------------+-----------------+
| > 1           | > Appropriation                   | > APPR          |
| >             | >                                 | >               |
| > 2           | > Apportionment                   | > APOR          |
| >             | >                                 | >               |
| > 3           | > Advice of Allotment             | > ALOC          |
| >             | >                                 | >               |
| > 4           | > Distribution to Program/Object  | > SALC          |
| >             | > Class                           | >               |
| > 5           | >                                 | > ALLT          |
| >             | > Distribution to Program         | >               |
| > 6           | >                                 | > SASP          |
| >             | > Assignment/Operating Budget     | >               |
| > 7           | > (Level 1)                       | > SASP          |
| >             | >                                 | >               |
| > 8           | > Assignment/Operating Budget     | > SASP          |
|               | > (Level 2)                       |                 |
|               | >                                 |                 |
|               | > Assignment/Operating Budget     |                 |
|               | > (Level 3)                       |                 |
+---------------+-----------------------------------+-----------------+

Note Users can not verify fund availability at the Appropriation level,
as it is the first level of distribution.

## Appropriation/Apportionment for No-Year and Multi-Year Funds

### Appropriation/Apportionment (AA) Document for Appropriation of No-Year and Multi-Year Funds

#### Record Appropriation Amount to Master Fund Code With an AA Document 

##### Perform the following steps to process an Appropriation/Apportionment (AA) document to record appropriation amount:

###### Select **File** from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation/Apportionment (AA).

###### Enter the Document ID.

Note All AA document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). By entering the \# sign, the system will
assign the next available sequentail number for the document ID prefix
entered.

![](media/image1.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key.

##### Enter the following fields on the Appropriation tab:

> ![](media/image2.emf){width="5.15in" height="3.433333333333333in"}

+-------------------+--------------------------------------------------+
| Field             | Description                                      |
+===================+==================================================+
| (1) Budget Fiscal | For a **no-year** fund enter the last two digits |
|     Year(s)       | of the Budget Fiscal Year. For a **multi-year**  |
|                   | fund enter the last two digits of the Beginning  |
|                   | Budget Fiscal Year and the Ending Budget Fiscal  |
|                   | Year.                                            |
+-------------------+--------------------------------------------------+
| (2) Fund          | Enter the appropriate master fund code for the   |
|                   | no-year fund, or click on the search icon for a  |
|                   | listing of valid fund codes.                     |
+-------------------+--------------------------------------------------+
| (3) Budget Line   | Select Add/Activate if this is the first AA      |
|     Action        | document for the BFY/fund code, or select Change |
|                   | if previous AA documents have been processed for |
|                   | the BFY/fund code.                               |
+-------------------+--------------------------------------------------+
| (4) Appropriation | Enter **01** for an apportioned no-year fund.    |
|     Trans Type    |                                                  |
|                   | Enter **03** for an inactive, unanticipated,     |
|                   | unapportioned no-year fund.                      |
|                   |                                                  |
|                   | Enter **04** for an unapportioned no-year fund.  |
|                   |                                                  |
|                   | Enter **MY** for an apportioned multi-year fund. |
+-------------------+--------------------------------------------------+
| (5                | Enter the appropriation amount from the SF-132.  |
| ) Appropriation - |                                                  |
|     Inc/Dec       |                                                  |
|     Amount        |                                                  |
+-------------------+--------------------------------------------------+

(6) Select Document from the Main menu.

(7) Select Edit from the Document menu.

(8) View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

Note If an error message occurs, use the Online Error Guide by double
clicking on the error message. If unable to resolve the error with the
Online Error Guide, call the HUDCAPS Help desk.

(9) Select Document from the Main menu.

(10) Select Process from the Document menu.

(11) When the message, "The document has been accepted, do you want to
     close the document?" appears, select Yes to close the document, or
     No to keep the document open.

     Refer to Appendix A for examples of populated documents for a
     **No-Year** fund and a **Multi-Year** fund. See Example A-1.A.

#### Create Component Fund Record with an AA Document

##### Perform the following steps to process an Appropriation/Apportionment (AA) document to establish each of the Component funds:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation/Apportionment (AA).

###### Enter the Document ID.

Note All AA document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#).

> ![](media/image1.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key. 

##### Enter the following fields on the Appropriation tab:

> ![](media/image3.emf){width="5.15in" height="3.433333333333333in"}

+------------------+---------------------------------------------------+
| Field            | Description                                       |
+==================+===================================================+
| (1) Budget       | For a **no-year** fund enter the last two digits  |
|     Fiscal       | of the Budget Fiscal Year. For a **multi-year**   |
|     Year(s)      | fund enter the last two digits of the Beginning   |
|                  | Budget Fiscal Year and the Ending Budget Fiscal   |
|                  | Year.                                             |
+------------------+---------------------------------------------------+
| (2) Fund         | Enter the component fund code, or click on the    |
|                  | search icon for a listing of valid fund codes.    |
+------------------+---------------------------------------------------+
| (3) Budget Line  | Choose Add/Activate to add a new budget line.     |
|     Action       |                                                   |
+------------------+---------------------------------------------------+
| (                | Enter **01** for an apportioned no-year fund.     |
| 4) Appropriation |                                                   |
|     Trans Type   | Enter **03** for an inactive, unanticipated,      |
|                  | unapportioned no-year fund.                       |
|                  |                                                   |
|                  | Enter **04** for an unapportioned no-year fund.   |
|                  |                                                   |
|                  | Enter **MY** for an apportioned multi-year fund.  |
+------------------+---------------------------------------------------+
| (5) Inc/Dec      | Enter zero or leave blank (the system will        |
|     Amount       | interpret the Inc/Dec Amount as zero when this    |
|                  | field is left blank).                             |
+------------------+---------------------------------------------------+

Note No data needs to be entered on the Apportionment tab.

(6) Select Document from the Main menu.

(7) Select Edit from the Document menu.

(8) View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

Note If an error message occurs, use the Online Error Guide by double
clicking on the error message. If unable to resolve the error with the
Online Error Guide, call the HUDCAPS Help desk.

(9) Select Document from the Main menu.

(10) Select Process from the Document menu.

(11) When the message, "The document has been accepted, do you want to
     close the document?" appears, select Yes to close the document, or
     No to keep the document open.

     Refer to Appendix A for examples of populated documents for a
     **No-Year** fund and a **Multi-Year** fund. See Example A-1.A.

### Appropriation Transfer (TA) Document for Transfer from a Master Fund to a Component Fund

#### Transfer Funds from Master Fund to Component Fund(s) with a TA Document

##### Perform the following steps to process an Appropriation Transfer (TA) document to transfer funds from the Master fund to the Component fund(s) for no-year funds:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation Transfer (TA).

###### Enter the Document ID.

Note All TA document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#).

> ![](media/image4.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key.

1.  

##### Enter the following fields on the Main tab:

> ![](media/image5.emf){width="5.275in" height="3.625in"}

+--------------------------+-------------------------------------------+
| Field                    | Description                               |
+==========================+===========================================+
| 1.  Default Line Action  | Select New.                               |
+--------------------------+-------------------------------------------+
| 2.  Document Type        | Select Budget Authority.                  |
+--------------------------+-------------------------------------------+
| 3.  Transfer Total       | Enter the amount to be transferred.       |
+--------------------------+-------------------------------------------+
| 4.  Transfer Authorizing | Enter SF-132, appropriation symbol and    |
|     Document             | approved date.                            |
+--------------------------+-------------------------------------------+

1.  Refer to Appendix A for example of populated document. See Example
    A-1.B.

##### Enter the following fields on the Details tab:

> ![](media/image6.emf){width="5.266666666666667in" height="3.625in"}

+--------------------+-------------------------------------------------+
| Field              | Description                                     |
+====================+=================================================+
| 1.  Line Number    | Enter the appropriate three digit line number   |
|                    | (001 for the first line, 002 for the second     |
|                    | line, etc.).                                    |
+--------------------+-------------------------------------------------+
| 2.  Transfer       | Enter the dollar amount to transfer.            |
|     Amount         |                                                 |
+--------------------+-------------------------------------------------+
| 3.  Inc            | Select the radio button to increase funds.      |
+--------------------+-------------------------------------------------+
| 4.  From Trans     | Enter the transaction type MC for current year  |
|     Type           | funds.                                          |
+--------------------+-------------------------------------------------+
| 5.  From Srce      | Enter the last two digits of the Budget Fiscal  |
|     Year(s)        | Year.                                           |
+--------------------+-------------------------------------------------+
| 6.  From Fund      | Enter the fund code of the Master fund from     |
|                    | which the amount is being transferred.          |
+--------------------+-------------------------------------------------+
| 7.  To Trans Type  | Enter the transaction type MC for current year  |
|                    | funds.                                          |
+--------------------+-------------------------------------------------+
| 8.  To Srce        | Enter the last two digits of the Budget Fiscal  |
|     Year(s)        | Year.                                           |
+--------------------+-------------------------------------------------+
| 9.  To Fund        | Enter the fund code of the Component fund to    |
|                    | which the amount is being transferred.          |
+--------------------+-------------------------------------------------+

1.  Select Document from the Main menu.

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1.  

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1.  Select Edit from the Document menu.

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1.  

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1.  View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

Note If an error message occurs, use the Online Error Guide by clicking
on the error message. If unable to resolve the error with the Online
Error Guide, call the HUDCAPS Help desk.

1.  Select Document from the Main menu.

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1.  

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1.  Select Process from the Document menu.

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1.  

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1.  When the message, "The document has been accepted, do you want to
    close the document?" appears, select Yes to close the document, or
    No to keep the document open.

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2.  Refer to Appendix A for example of populated document. See Example
    A-1.B.

###  Appropriation Transfer Approval (TC) Document 

#### Approve Transfer with TC Document

##### Perform the following steps to process the Appropriation Transfer Approval (TC) Document:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation Transfer Approval (TC).

###### Enter the Document ID.

Note All TC document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). By entering the \# sign, the system will
assign the next available sequential number for the document ID prefix
entered.

> ![](media/image7.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key. 

##### Enter the following fields on an Appropriation Transfer Approval (TC) document:

> ![](media/image8.emf){width="5.266666666666667in"
> height="1.5166666666666666in"}

+------------------+---------------------------------------------------+
| Field            | Description                                       |
+==================+===================================================+
| 1.  Transfer     | Enter the document ID of the Appropriation        |
|     Document     | Transfer (TA) being approved. Enter TA in the     |
|                  | first box and the Document ID in the second box.  |
+------------------+---------------------------------------------------+
| 2.  Transfer     | Enter the total dollar amount to approve (as      |
|     Total        | entered on the Main tab of the TA).               |
+------------------+---------------------------------------------------+
| 3.  Treasury     | Enter SF-132.                                     |
|     Voucher      |                                                   |
|     Number       |                                                   |
+------------------+---------------------------------------------------+
| 4.  Action       | Select Approve Anticipated Amounts or Reject and  |
|                  | Clear Anticipated Amounts.                        |
+------------------+---------------------------------------------------+

1.  Select Document from the Main menu.

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1.  

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1.  Select Edit from the Document menu.

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1.  

```{=html}
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```
1.  View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

Note If an error message occurs, use the Online Error Guide by double
clicking on the error message. If unable to resolve the error with the
Online Error Guide, call the HUDCAPS Help desk.

1.  Select Document from the Main menu.

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1.  

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1.  Select Process from the Document menu.

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1.  

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1.  When the message, "The document has been accepted, do you want to
    close the document?" appears, select Yes to close the document, or
    No to keep the document open.

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```
3.  Refer to Appendix A for example of populated document. See Example
    A-1.C.

###  Appropriation/Apportionment (AA) Document for Apportionment of No-Year and Multi-Year Funds

Funds transferred from a master fund code to a component fund code must
be apportioned by the component fund code. Funds are not apportioned by
the master fund code. Apportionment of component fund codes cannot take
place until funds have been transferred to the component fund code by an
Appropriation Transfer (TA) Document, and have been approved of by an
Appropriation Transfer Approval (TC) Document. Subsequently, an
Appropriation/Apportionment (AA) Document is required to apportion funds
transferred to component fund codes of no-year appropriations.

#### Verify Funds with APPR 

##### The Appropriation Query (APPR) is displayed as follows:

###### Select Options from the Main menu.

###### Select Tables and Queries from the Options menu.

###### Click on the Category drop-down list and select Budget Execution.

###### Select the Appropriation Query (APPR).

###### Choose the OK button.

> ![](media/image9.emf){width="5.233333333333333in"
> height="3.3916666666666666in"}

###### Enter the last two digits of the Budget Fiscal Year in the Budget Fiscal Year(s) field, and enter the fund code in the Fund field.

###### Select Actions from the Main menu.

###### Select Display from the Actions menu.

###### Verify funds available in the Unapportioned Appropriation field.

1.  Refer to Appendix A for example of populated document. See Example
    A-8.A.

#### Apportion Funds with an AA Document

##### Perform the following steps to process an Appropriation/Apportionment (AA) document:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation/Apportionment (AA).

###### Enter the Document ID.

Note All AA document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). By entering the \# sign, the system will
assign the next available sequential number for the document ID prefix
entered.

> ![](media/image1.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key.

##### Enter the following fields on the Appropriation tab:

> ![](media/image10.emf){width="5.15in" height="3.433333333333333in"}

+------------------------+---------------------------------------------+
| Field                  | Description                                 |
+========================+=============================================+
| 1.  Budget Fiscal      | Enter the last two digits of the Budget     |
|     Year(s)            | Fiscal Year.                                |
+------------------------+---------------------------------------------+
| 2.  Fund               | Enter the Component fund code.              |
+------------------------+---------------------------------------------+
| 3.  Budget Line Action | Defaults to Add/Activate. Select Change.    |
+------------------------+---------------------------------------------+

Note Do NOT enter any additional data on the Appropriation tab.

4.  Refer to Appendix A for example of populated documents for a
    **No-Year** fund and a **Multi-Year** fund. See Example A-1.D.

##### Select the Apportionment tab and enter the following fields:

> ![](media/image11.emf){width="5.15in" height="3.433333333333333in"}

+-----------------------+----------------------------------------------+
| Field                 | Description                                  |
+=======================+==============================================+
| 1.  Apportionment     | Enter PA (Pending Apportionment).            |
|     Transaction Types |                                              |
|     Period 1-4        |                                              |
+-----------------------+----------------------------------------------+
| 2.  Apportionment     | Enter the dollar amount of the transaction.  |
|     Distribution      | The amount must include a decimal and cents  |
|     Inc/Dec           | (enter two zeros if it is an even dollar     |
|                       | amount). Apportion all program funds in      |
|                       | quarter 1, and distribute administrative     |
|                       | funds by the applicable quarters.            |
+-----------------------+----------------------------------------------+

1.  Select Document from the Main menu.

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1.  

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1.  Select Edit from the Document menu.

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1.  

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1.  View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

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1.  Select Document from the Main menu.

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1.  

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1.  Select Process from the Document menu.

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1.  

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1.  When the message, "The document has been accepted, do you want to
    close the document?" appears, select Yes to close the document, or
    No to keep the document open.

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```
5.  Refer to Appendix A for example of populated document. See Example
    A-1.D.

### Apportionment Approval (PA) Document for No-Year and Multi-Year Funds

#### Approve Pending Apportionment with PA Document

##### Perform the following steps to process the Apportionment Approval (PA) document to approve and post pending apportionment amounts:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Apportionment Approval (PA).

###### Enter the Document ID.

Note All PA document IDs referencing a no-year or multi-year fund code
include the allotment holder (ex: CFO, HSNG, CPD, PIH, etc.) in the
first field. The last digit of the current fiscal year, the third and
fourth digit of the fund code and the \# sign are included in the second
field (Example: CFO 0HA#). By entering the \# sign, the system will
assign the next available sequential number for the document ID prefix
entered.

> ![](media/image12.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key. 

##### Enter the following fields on the Apportionment Approval (PA) document:

> ![](media/image13.emf){width="5.275in" height="2.6416666666666666in"}

+-----------------------+----------------------------------------------+
| Field                 | Description                                  |
+=======================+==============================================+
| 1.  Budget Fiscal     | Enter the last two digits of the Budget      |
|     Year(s)           | Fiscal Year.                                 |
+-----------------------+----------------------------------------------+
| 2.  Fund              | Enter the fund code, or click on the search  |
|                       | icon for a listing of valid fund codes.      |
+-----------------------+----------------------------------------------+
| 3.  Budget Approval   | Defaults to Approve Pending Amounts. Must    |
|                       | select Reject and Clear Pending Amounts to   |
|                       | reject and clear pending amounts.            |
+-----------------------+----------------------------------------------+
| 4.  Approval          | Enter AP.                                    |
|     Transaction Type  |                                              |
+-----------------------+----------------------------------------------+
| 5.  Post YTD Budget   | Select the box (ensure that there is an x in |
|     Authority         | the box).                                    |
+-----------------------+----------------------------------------------+
| 6.  Posting           | Enter 01.                                    |
|     Transaction Type  |                                              |
+-----------------------+----------------------------------------------+
| 7.  Apportionment     | Enter the appropriate period through which   |
|     Period            | you are posting authority. Valid values are  |
|                       | 1, 2, 3, 4.                                  |
+-----------------------+----------------------------------------------+

1.  Select Document from the Main menu.

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1.  

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1.  Select Edit from the Document menu.

```{=html}
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```
1.  

```{=html}
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```
1.  View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

Note If an error message occurs, use the Online Error Guide by double
clicking on the error message. If unable to resolve the error with the
Online Error Guide, call the HUDCAPS Help desk.

1.  Select Document from the Main menu.

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1.  

```{=html}
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1.  Select Process from the Document menu.

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1.  

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1.  When the message, "The document has been accepted, do you want to
    close the document?" appears, select Yes to close the document, or
    No to keep the document open.

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```
6.  Refer to Appendix A for example of populated documents for a
    **No-Year** fund and a **Multi-Year** fund. See Example A-1.E.

#### Verify Approval with Apportionment Query (APOR)

The Apportionment Query (APOR) is used to review information about the
status of an apportionment including the year-to-date apportioned,
committed, obligated, and expended amounts.

##### The Apportionment Query (APOR) is displayed as follows:

###### Select Options from the Main menu.

###### Select Tables and Queries from the Options menu.

###### Click on the Category drop-down list and select Budget Execution.

###### Select the Apportionment Query (APOR).

###### Choose the OK button. 

> ![](media/image14.emf){width="5.266666666666667in"
> height="3.558333333333333in"}

###### Enter the last two digits of the Budget Fiscal Year(s) in the Budget Fiscal Year(s) field (for a multi-year fund, enter the last two digits of the beginning year and the last two digits of the ending year), and enter the fund code in the Fund field.

###### Select Actions from the Main menu.

###### Select Display from the Actions menu.

7.  Refer to Appendix A for example of populated document. See Example
    A-9.A.

###### Click on the Distribution tab to view fund availability in the Quarterly Apportionments Approved field(s).

> ![](media/image15.emf){width="5.266666666666667in"
> height="3.558333333333333in"}

8.  Refer to Appendix A for example of populated document. See Example
    A-9.B.

##  Appropriation/Apportionment Annual Funds

### Processing an Appropriation/Apportionment (AA) Document for Annual Funds

#### Record Appropriation Amount with an AA Document 

##### Perform the following steps to process an Appropriation/Apportionment (AA) document to record appropriation amount:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Appropriation/Apportionment (AA).

###### Enter the Document ID.

Note The AA Document ID referencing an annual fund includes the last
digit of the current fiscal year, the last 4 digits of the Treasury
symbol and the \# sign in the second field (Example: CFO 00143#). By
entering the \# sign, the system will assign the next available
sequential number for the document ID prefix entered.

> ![](media/image1.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key. 

##### Enter the following fields on the Appropriation tab:

> ![](media/image16.emf){width="5.15in" height="3.433333333333333in"}

+------------------+---------------------------------------------------+
| Field            | Description                                       |
+==================+===================================================+
| 1.  Budget       | Enter the last two digits of the Budget Fiscal    |
|     Fiscal       | Year(s).                                          |
|     Year(s)      |                                                   |
+------------------+---------------------------------------------------+
| 2.  Fund         | Enter the appropriate fund code for the annual    |
|                  | fund, or click on the search icon for a listing   |
|                  | or valid fund codes.                              |
+------------------+---------------------------------------------------+
| 3.  Budget Line  | Select Add/Activate if this is the first AA       |
|     Action       | document for the BFY/fund code, or select Change  |
|                  | if previous AA documents have been processed for  |
|                  | the BFY/fund code.                                |
+------------------+---------------------------------------------------+
| 4                | Enter transaction type 01.                        |
| .  Appropriation |                                                   |
|     Trans Type   |                                                   |
+------------------+---------------------------------------------------+
| 5.               | Enter the appropriation amount from the SF-132.   |
|  Appropriation - |                                                   |
|     Inc/Dec      |                                                   |
|     Amount       |                                                   |
+------------------+---------------------------------------------------+

9.  Refer to Appendix A for example of populated document. See Example
    A-2.A.

##### Select the Apportionment tab and enter the following fields:

> ![](media/image17.emf){width="5.15in" height="3.433333333333333in"}

+----------------------+-----------------------------------------------+
| Field                | Description                                   |
+======================+===============================================+
| 1.  Apportionment    | Enter PA (Pending Apportionment).             |
|     Transaction      |                                               |
|     Types Period 1-4 |                                               |
+----------------------+-----------------------------------------------+
| 2.  Apportionment    | Enter the dollar amount of the transaction.   |
|     Distribution     | The amount must include a decimal and cents   |
|     Inc/Dec          | (enter two zeros if it is an even dollar      |
|                      | amount). Apportion all program funds in       |
|                      | quarter 1, and distribute administrative      |
|                      | funds by the applicable quarters.             |
+----------------------+-----------------------------------------------+

3.  Select Document from the Main menu.

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3.  

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3.  Select Edit from the Document menu.

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3.  View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

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6.  Select Document from the Main menu.

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6.  Select Process from the Document menu.

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6.  When the message, "The document has been accepted, do you want to
    close the document?" appears, select Yes to close the document, or
    No to keep the document open.

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10. Refer to Appendix A for example of populated document. See Example
    A-2.A.

###  Apportionment Approval (PA) Document for Annual Funds

#### Approve Apportionment with PA Document

##### Perform the following steps to process the Apportionment Approval (PA) document to approve and post pending apportionment amounts:

###### Select File from the Main menu.

###### Select New from the File menu.

###### From the Document drop-down list box, select Apportionment Approval (PA).

###### Enter the Document ID.

Note The PA Document ID referencing an annual fund includes the last
digit of the current fiscal year, the last 4 digits of the Treasury
symbol and the \# sign in the second field (Example: CFO 00143#). By
entering the \# sign, the system will assign the next available
sequential number for the document ID prefix entered.

> ![](media/image12.emf){width="4.302083333333333in" height="1.9375in"}

###### Select OK or press the Enter key. 

##### Enter the following fields on the Apportionment Approval (PA) document:

> ![](media/image18.emf){width="5.275in" height="2.6416666666666666in"}

+-----------------------+----------------------------------------------+
| Field                 | Description                                  |
+=======================+==============================================+
| 1.  Budget Fiscal     | Enter the last two digits of the Budget      |
|     Year(s)           | Fiscal Year(s).                              |
+-----------------------+----------------------------------------------+
| 2.  Fund              | Enter the fund code, or click on the search  |
|                       | icon for a listing of valid fund codes.      |
+-----------------------+----------------------------------------------+
| 3.  Budget Approval   | Defaults to Approve Pending Amounts. Must    |
|                       | select Reject and Clear Pending Amounts to   |
|                       | reject and clear pending amounts.            |
+-----------------------+----------------------------------------------+
| 4.  Approval          | Enter AP.                                    |
|     Transaction Type  |                                              |
+-----------------------+----------------------------------------------+
| 5.  Post YTD Budget   | Select the box (ensure that there is an x in |
|     Authority         | the box).                                    |
+-----------------------+----------------------------------------------+
| 6.  Posting           | Enter 01.                                    |
|     Transaction Type  |                                              |
+-----------------------+----------------------------------------------+
| 7.  Apportionment     | Enter the appropriate period through which   |
|     Period            | you are posting authority. Valid values are  |
|                       | 1, 2, 3, 4.                                  |
+-----------------------+----------------------------------------------+

8.  Select Document from the Main menu.

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8.  

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8.  Select Edit from the Document menu.

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8.  

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8.  View the message area at the bottom of the window for warning or
    error messages and make the necessary changes.

Note If an error message occurs, use the Online Error Guide by double
clicking on the error message. If unable to resolve the error with the
Online Error Guide, call the HUDCAPS Help desk.

11. Select Document from the Main menu.

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11. 

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11. Select Process from the Document menu.

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11. 

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11. When the message, "The document has been accepted, do you want to
    close the document?" appears, select Yes to close the document, or
    No to keep the document open.

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```
11. Refer to Appendix A for example of populated document. See Example
    A-2.B.

#### Verify Approval with Apportionment Query (APOR)

The Apportionment Query (APOR) is used to review information about the
status of an apportionment including the year-to-date apportioned,
committed, obligated, and expended amounts.

##### The Apportionment Query (APOR) is displayed as follows:

###### Select Options from the Main menu.

###### Select Tables and Queries from the Options menu.

###### Click on the Category drop-down list and select Budget Execution.

###### Select the Apportionment Query (APOR).

###### Choose the OK button.

> ![](media/image14.emf){width="5.266666666666667in"
> height="3.558333333333333in"}

###### Enter the last two digits of the Budget Fiscal Year(s) in the Budget Fiscal Year(s) field and enter the fund code in the Fund field.

###### Select Actions from the Main menu.

###### Select Display from the Actions menu.

1.  Refer to Appendix A for example of populated document. See Example
    A-9.A.

###### Click on the Distribution tab to view fund availability in the Quarterly Apportionments Approved field(s).

> ![](media/image15.emf){width="5.266666666666667in"
> height="3.558333333333333in"}

12. Refer to Appendix A for example of populated document. See Example
    A-9.B.