1	How to Enter Budget Under Budget Projection Change and Roll New Budget Forward to G/L By Jennifer Ray LGC Senior Support 5/14/2004
2	How is Budget Projection Used? Used in conjunction with the Finished Budget Statement report and Revenue Estimates/Appropriation Requests report, this option can be a great tool to see the progression of the budget from Department Requests all the way to Commission Approval.
3	Getting Started Before you update budget from G/L be sure to make a daily backup. Add or delete any budget accounts under Budgets, Add New Budget Account or Delete Budget Account. Then go to Budgets, Update Budget File, Update Bg, Update Budget from G/L. It’s important to do this step so that the budget file is up to date with the transaction file. Then next two steps are VERY important.
4	Update Budget from G/L If this is your first time to use budget projection change to enter your budget then update ALL. Make sure G/L month is current.
5	Update Budget from G/L (continued) If this is not your first time to enter your budget under budget projection change then only update fields 1, 3, and 4. 2 only if nothing was keyed in as a budget amendment under budget projection change.
6	Using the Budget Projection Change Prior Year Actual - Use this field for audit adjustments Current Year Remain - Use this field to adjust the current year remain amount
7	Using the Budget Projection Change (continued) Department Request - The first stab at a budget Fiscal Agent Recommendation - Fiscal Agent can put in their changes Budget Committee Approval - You’re ready to present the budget committee the first draft of the final budget Commission Approval - final budget
8	Using the Budget Projection Change (continued) Your cursor will land on the field that you specify. For example, when you ‘X’ 3. Department Requests the cursor will land in column 6 at Dept Request. If you ‘X’ 6. Commission Approval the cursor will land in column 7 at Commission.
9	Using the Budget Projection Change (continued) Enter in the appropriate account number. Use only revenues and expenditures. Fund Balance will be keyed in when you roll the budget forward to G/L (more on that later). Key in the dollar amount and press page down to go to the next account number.
10	Finished Budget Statement The Finished Budget Statement is the easiest report to check against Budget Projection Change BUT it’s best to use this report if your budget has already been approved. The report is found under Budgets, Budget Reports, By Fund or Sub Fund, Finished Budget Statement.
11	Finished Budget Statement (continued) Key in the ‘Number for Budget’ that corresponds to the number you used for Budget Projection Change.
12	Finished Budget Statement (continued) Actual is last fiscal year’s expenditures Calculated Actual is this year’s expenditures Estimated is the budget for the new fiscal year
13	Revenue Estimates and Appropriation Requests This is the best report to use when you are tracking the progression of the budget through the budget projection change fields (Dept Request, Fiscal Agent, Budget Committee, etc). The report is found under Budgets, Budget Reports, By Fund or Sub Fund, Revenue Est/Approp Requests.
14	Revenue Estimates and Appropriation Requests (continued) Enter appropriate information You can customize the headings in columns 4 through 7, if you like
15	Revenue Estimates and Appropriation Requests (continued) This message serves as a reminder that you may have keyed in figures under 2. Current Year Remain in Budget Projection Change
16	Revenue Estimates and Appropriation Requests (continued) Say ‘Yes’ to this message if you have not keyed in any figures in 2. Current Year Remain in Budget Projection Change
17	Revenue Estimates and Appropriation Requests (continued)
18	Revenue Estimates and Appropriation Requests (continued) Column 7 County Commission on the report is where I keyed in my budget figures in field 6. Commission Approval in Budget Projection Change. Do not get confused on the column numbers - just pay attention to the column headings. For example, Dept Request/Fiscal Agent Recommend is on column 6 of the report but it’s fields 3 and 4 in Budget Projection Change.
19	Rolling the Budget Forward to General Ledger Once the budget has been approved you can roll the budget forward to general ledger. Year end must be complete before rolling the budget forward to general ledger. It is HIGHLY recommended that you make a daily backup before rolling your budget. The option is found under Budgets, Roll New Budget Forward to G/L.
20	Rolling the Budget Forward to General Ledger (continued) Be sure you are logged in as July 1. This is the date the system will use to make the BG entries Roll one fund at a time or all funds Equity Offset Account is the fund balance Enter Number for Budget is the number for which you keyed in your budget under Budget Projection Change
21	Rolling the Budget Forward to General Ledger (continued) The following slide is an example of the BG journal after the budget has been rolled.
22	Rolling the Budget Forward to General Ledger (continued)
23	Congratulations! Your budget is posted!