Budget Information

Modify Budget Information allows you to set up budgets for your accounts.

This Section Includes:

Filters

Select the desired Fund, and/or Department. Choose the Account Range to select a group. Select a Budget Revision period from the drop-down list if you want to alter the budget for that period.

Budget Revisions

When entering a budget revision you select the Adjustment % and whether to use Original Budget or Revised Budget to do the calculation. Click the Apply button to adjust the budget. Click the Next button to go to the next account or the Previous button to go to the previous account. Click the Done button to save your budget changes, the Reset link to undo all changes since the last time the page was updated, or the Cancel link to return to the main Budget Information page.

NOTE: Making changes using the Budget Revisions function does not change your original budget. Budget Revisions create a completely separate, secondary set of budgets that you choose to use in lieu of (or in addition to) your original budgets by choosing that option on the report.

Budget Revisions are available on the following 3 reports:

•Budgeted Financial Report

•Financial Spreadsheet

•Preliminary Budget Report

The Show Inactive Accounts check box is unchecked by default so that only active accounts display on the grid. This check box also affects the Budget export feature. For example, if the Show Inactive Accounts check box is not checked, then only active accounts are exported when selecting to export a budget.

When ready, click the Search button to display the grid. The Reset link undoes all changes since the last time the page was updated and the Cancel returns you to the main General Ledger page.

You must make a selection for each level before clicking the Search button. These filters cannot be blank.

Budget Grid

Use the Account History Column Options link to add historical budget columns to the Account History window. You can access the Account History window by clicking the History icon in the History column. Hovering over the Chart icon by each account in the grid shows graphical representations of budget information. You can also place checks next to accounts you want to see then select the View Selected option to view only those accounts in the grid.

The grid contains the following columns:

•Account #

•Name

•Account Type

•Distribution Type

•Current Budget: If the Distribution Type is Annual you can click the amount in this column and edit the Annual Budget. Click the Update button to change the budget or the Cancel link to return to the previous page without changing the budget. If the Distribution Type is not Annual you can click the amount in this column to Edit (More Information).

•Original Budget: This column only appears if you have selected a Budget Revision in the Filters area other than Original.

•History: Click the History icon to display the Account History window.

•VB: Place a check if this account has a variable budget. See below for more information.

•Note: Hover over the Note icon to preview the note.

Variable Budget accounts allow you to print any percentage of the budget when printing the Budgeted Financial Statement report. For example, when you are printing the Budgeted Financial Statement and you change the Adjust Variable Budgets field to 75% (meaning that you have only received 75% of the expected revenue), the accounts marked as variable budget re-calculates the budget to print only 75% of the original budget amount. The same is true if you have received more than the expected revenue (e.g., you have received 110% of expected revenue). The adjusted amount is only printed on the report and does not change the actual budget amount on file.

Double-click an account in the grid or click the Edit icon to edit (More Information).

Import/Export Budget

Click the Import/Export Budget button to access a page where you can specify the levels from your account structure that you want to export.

You have the option to “Export to a single worksheet”. When left un-checked, the export works in the traditional way (one worksheet per department).

After making your selections click the Export button to be prompted to download the BudgetExport.xlsx file or the Cancel link to return to the Budget Information page. To edit budget information, open the downloaded file and make your changes.

3 Common mistakes when importing a budget:

•Importing the budget to the wrong year

•Not entering income accounts as a credit using the minus key in Excel

•Adding accounts to the Excel budget that have not been added to your Chart of Accounts

Enter the Periodic (monthly) amounts in each field corresponding to the period name. All budget figures import as "by Period" unless the amounts are evenly distributed across the periods. In that case, they import as an "Annual" distribution type. Any rounding should be added to the first period. For example: If you enter $34.33 in each period and enter $34.47 to the first period, this account imports as an Annual budget of $412.

NOTE:

•Do not enter calculations in the Period fields, only numbers.

•If a value is given for any period, then the distribution type will be "By Period", if no prior distribution type exists. This will not override the prior distribution type if one exists. Also, if the distribution type is "By Period", the "Annual Budget" column will be ignored.

•If no values are given for any period, the Annual Budget will be evenly distributed by period with any rounding being added to first period.

Budgets are entered for credit balance accounts (Income accounts) in the program using positive amounts. In the spreadsheet, you need to enter negative amounts for credit balance accounts (Income accounts) so that they are imported properly back into the program.

Click the Choose File button when ready to import your edited BudgetExport.xlsx file. Select the file and then click the Import button to begin the import process. Otherwise, click the Cancel link to return to the Budget Information page without importing.

The Distribute Budget setting for imported budgets works in the following ways:

•If each period has the same budget amount, the system imports the budget as Annual.

•If each period has the same amount except the first one (and the first one is different by five cents or less), the system imports the budget as Annual. This is to account for a small amount of rounding.

•If each period has the same amount except the first one (and the first one is different by more than five cents), the system imports the budget as By Period.

•If each period has different amounts, the system imports the budget as By Period.