Frequently
Asked Questions
Budgeting
Click on one of the questions below to find the answer.
Table of Contents
What
is a Budget Prep Field?
They are the “What-If” budget figures for the next fiscal year. You can change the heading in the Budget Prep Fields. The headings are defined by year so you will have to do this for each year on your system. The fields are all the same on all accounts, so you cannot have different headings on the same prep field on different accounts.
How do I enter my Budget?
There
are several ways, for this question we will use the most common way.
From
the General Ledger Main Menu, select option 63 Budgeting.
Once in the budgeting menu, to manually enter the original budget or
to populate the budget prep fields, select option 1 Manual Budget Projections
and press enter.
NOTE:
At this point you must decide whether you will enter your budget in the original
budget field or a budget prep field. The Budget Projection screen is based
on the fiscal year. If you will be entering the budget for the next fiscal
year and you select the current fiscal year you must enter your budget in
a budget prep field. If you will
be entering the budget for the next fiscal year and you select the next fiscal
year you must enter your budget in the original budget field. In the below
example we selected the fiscal
year 2004 and want to enter the budget for
fiscal year 2005 so we would be using the budget prep section of the
screen.
After
selecting Manual Projections, the Search and Select Screen may appear, giving
the option to select the account number you want to begin entering budget
figures. Once you entered the necessary information to this screen, you can
hit F9 to accept your search.
The Budget Projection screen for that account will appear and you will see the following:
Original
Budget: This field is the original
budget value entered for this account number.
This value can be manually entered, and when in Update mode, can be
overwritten at anytime.
NOTE:
Entering the budget value here DOES NOT create any transactions to the account
The Budget Projection screen shows details for Previous and Current Fiscal
Years, as well as the four Prep
Fields to prepare the next fiscal year budget
Adjustments:
This field reflects the total dollar value of any adjustments made
to the original budget. These adjustments are entered via the Budget Adjustments
Menu Option.
Adjusted Budget:
This field reflects the “new” budget amount after any adjustments are
entered. (Original Budget plus/minus Adjustments)
Actual Amount:
This field reflects Year to Date total of transactions updated for
the displayed account.
Percent:
This field reflects the percentage of what has been expended or realized
against the current budget.
# of Adjustments:
This field reflects the total number of adjustments made to the displayed
account number.
Prep Fields:
The 4 Prep Fields on the bottom of the screen can be manually entered,
or you can use Automatic Projections to populate these fields using basic
mathematic calculations
Field Access: If you want to limit the fields that can be accessed,
while updating, simply hit F6 from the first prep field.
A small pop up screen will appear.
Place an “X” next to the fields to accept.
If an “X” is next to the field, you will be able to access that field
from the Manual Projection screen
How do I enter a Budget Adjustment?
There
are several ways, for this question we will use the most common way.
From the General Ledger Main Menu, select option 63 Budgeting. Once in the Budgeting Menu, to manually enter the budget adjustment, select option 3 Budget Adjustments. Enter the account you which to adjust or F1 to Search and Select. Once you entered the account you which to adjust The Budget Projection screen for that account will appear and you will see the following:
The cursor will be blinking in the Period Field enter in the accounting period of the changes and press enter.
The cursor will then move to the Date Field enter in the date of the changes and press enter.
The cursor will then move to the Reference Field enter in the reference (if there is one) and press enter.
The cursor will then move to the Reason Field enter in the reason and press enter.
The cursor will then move to the Debit/Credit Field, a Debit (increase) or Credit (decrease) regardless of the type of account.
The cursor will then move to the Amount Field enter in the amount of the amendment and press enter.
You can then see the amendment added to the adjustment line above and the amended budget changed on the next field. Hit F1 to move to the next account or hit F8 to finish.
How can I export my Budget to an Excel spread sheet?
The system will allow you to export and import your budget; however, we recommend that you contact phone support to assist you.
You can also click on one of the links below to view a Power Point Presentation on how this is done:
Can I enter my Budget in one department line item and have the system spread it into other line items in that same department?
At this time the system can not spread an amount over several accounts. You must enter the budget for each account.
How do I roll my Budget?
You will also see that you can create your budget amount automatically for next year using these prep fields.
From the General Ledger Main Menu select option 21 Year End. Once in the year end menu select option 5 Roll Budgets.
Warning: be sure to run this option only after you have run the other Year-end Options previous to it.
After selecting roll budgets, the year end roll of budget’s screen may appear.
The cursor will be blinking in the “Enter the year to roll” field. Enter the fiscal year, (this is the year you did the Budget Prep work in), that you wish to roll and press enter.
The cursor will be blinking in the “Enter the Division” field enter in the division and press enter.
The cursor will be blinking in the “Budget field to Roll” field, enter in the Prep field (1-4, choosing the field number where you enter your budget) you wish to roll out of and become your actual budge and press enter.
The cursor will be blinking in the “Roll Funds From” field enter in the funds from and press enter.
The cursor will be blinking in the “Roll Funds Thru” field, enter in the through funds and press enter. To roll all the funds leave the from field and thru field blank and press enter.
The cursor will be blinking at the bottom of the screen asking you to confirm that your information is correct and that you wish to proceed. Type in a Y for yes and an N for no to answer this question.
If you answered with a Y and pressed enter the system will start to roll once finish it will return to the menu and now the budget is on all the accounts for which you had data on the Prep Field you choose to roll out of.
If
you answered with an N to the question and press enter the system will return
to the menu without rolling the budget.