Steps
to Set Screen PreferencesNote: The instructions listed below explain each field as they appear on the Budgets screen when the screen preferences are set to the defaults. If the screen preferences were changed, the fields may be out of order as described below and there may even be fields that do not appear on the screen. If desired, the default screen preferences can be restored.
Steps
to Set Screen Preferences
Steps
to Restore Default Screen Preferences
Also, for any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
From the General Ledger screen, select the Data Entry menu and then Budgets.
If a batch already exists, the Budget Batch Search screen will appear. To continue adding budget entries to an existing batch, select the desired batch by double-clicking on the batch description; otherwise, to enter a new batch, click the New Record button and then complete the batch options. If a batch does not exist, the batch options screen will appear immediately in order to create a new batch.
Steps
to Complete Batch Options for Budgets
The Budgets screen will appear for the selected budget batch. The description and processing month for the selected batch will appear in the title bar, and if the Recurring Entries field is selected for the batch, Recurring Batch will also appear.
On the Individual Entry screen (tab), click the New Record button to initialize the screen for a new entry.
Enter the revenue or expenditure account number for which to enter the budget amount in the Chart of Account Number field. If the account number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: The description of the account number and the current year and previous year budget and year-to-date totals (based on the specified Processing Month for the batch) display at the bottom of the screen.
Tip: If the user entering the budget is assigned to one or more account groups with the GL & WL Data Entry usage (in the User Security option), the account number entered here must be included in one of the designated account groups.
The description of the account number displays in the Chart of Account Description field and cannot be changed.
Enter the budgeted amount for the specified account number in the Budget Amount field. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable.
Note: If making budget entries to change or amend an existing budget, the amount entered here will be added to the current budget; therefore, to increase the current budget, enter the amount as a positive number, or to decrease the current budget, enter the amount as a negative number. If desired, to avoid figuring and entering the difference for the increase or decrease for the budget change or amendment, leave the Budget Amount field blank and then complete the Adjusted Budget field (below) instead, if applicable.
If desired, enter a description to explain the reason for the budget entry in the Transaction Description field. The description can be alphanumeric and up to 40 characters long. Leave the field blank to use a description of "Budget Entry".
If the account number already has a posted budget amount in the same fiscal year as the specified Processing Month for the batch, the Adjusted Budget field is enabled. If the Adjusted Budget field is enabled, the final budget total of the posted and unposted budget amounts for the specified account number will appear in the Adjusted Budget field. If the Budget Amount field was completed for the entry, the Adjusted Budget field will not need to be edited. However, if the Budget Amount field was left blank, enter the amount of what the final budget total should be for the specified account number in the Adjusted Budget field, if applicable; the system will then calculate the difference and display the amount for which to increase or decrease the current budget in the Budget Amount field.
Note: The Adjusted Budget field only appears on the Individual Entry screen (tab) and does not appear on the Grid Entry screen (tab).
The Transaction Key field is disabled (cannot be changed) and will be updated with an entry line number once the budget entry is saved. The Transaction Key field is typically only used on the Batch Entries List in order to sort the budget entries within the batch in the order the entries were made.
If desired, enter any additional information for the budget entry in the Comments field. The comments can be alphanumeric and up to 1,000 characters long.
Click the Save button (or the Save and Clear button) and then repeat the steps until all the budget entries have been made.
Tip: If desired, budget entries can also be entered directly into the Batch Entries List (grid) by clicking the Grid Entry tab and then completing all the fields of information in the blank line (indicated with an asterisk) at the bottom of the Batch Entries List.
If desired, multiple budget entries can be made to the same account number in order to specify multiple descriptions and amounts by utilizing the Add Another Entry For This Account option.
Steps
to Add Another Entry For This Account
If desired, the budget entries within the batch can be rounded up to the next whole dollar by completing the Round Up Budget option.
Once all the budget entries have been entered, print a listing and post the batch.
Note: The total of all the budget entries for revenues and expenditures for each fund and a total of all funds are displayed on the screen.