Budget Preparation. 301 Tilton Road, Northfield, NJ P:

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1 Budget Preparation Table of Contents: Creating the Budget/Revenue Preparation File Deleting the Budget/Revenue Prep File Creating the Budget Preparation.3 Creating the Revenue Preparation...4 Completing the Preparation File Adding New Accounts Budgetary Expense Detail Function Budget or Revenue Detail...9 Excel Import/Export Function Excel Exporting Working with the Excel Export Excel Importing Departmental Budgeting User Security Set Up...16 Working as a Department User...17 Rolling the Budget and Creating the GL Batch Budget/Revenue Prep Worksheet..18 Verification Listing 19 Budget/Revenue Prep Rollover 20 Budget Amend Batch and Other Amendments Budget Amend Batch.. 21 Budget Adopt/Amend Batch Amending Through Account Maintenance. 23 Budget Transfers Budget Batch Transfers..26 Setting Up a Temporary Budget New Jersey Budgets 27 Temporary Budget through Excel Tilton Road, Northfield, NJ P:

2 Deleting the Current Budget Prep File Go To: Finance>Budget Prep>Delete Budget/Revenue Prep File This allows you to clear the file and start the process all over again. This will not delete account numbers created. Simply click NEXT on the following screen. edmunds & associates - P age 2

3 Creating the Budget Preparation File Go To: Finance>Budget Prep>Budget Preparation Select the Budget Preparation (All) option. Ensure that you select the correct year to create. For our New Jersey Databases you will be able to put in the year in the first account segment. Click OK and the file will generate shortly. edmunds & associates - P age 3

4 Creating the Revenue Preparation File Go To: Finance>Budget Prep>Budget Preparation Select the Revenue Preparation option. Similar to the Budget Preparation, ensure the year to create is correct. Again, for our New Jersey Databases you will be able to put in the year in the first account segment. Click OK and the file will generate shortly. edmunds & associates - P age 4

5 Completing the Preparation File With both the Budget and Revenue preparation files created, you can fill in the amounts in the appropriate boxes according to your stage of budget planning. Double click in a respective box and enter an amount. The preparation file can be fully completed in this manner. Be sure to click SAVE to retain all changes made. When highlighting a Sub Account or Line Item Control type, you will have two balances displayed at the top of the file. One for last year s Appropriation and one for last year s Actual Expense. Keep in mind that these balances are in real time and will update as transactions occur in your system. When highlighting a Revenue Account, you will have two balances displayed at the top of the file. One for last year s Anticipated and one for last year s Actual Revenue. Keep in mind that these balances are in real time and will update as transactions occur in your system. edmunds & associates - P age 5

6 The Duplicate function will copy over an amount and place it in the next appropriate box. For example, if you have 90, in the Requested box, highlighting the account line and clicking Duplicate will place 90, in the Admin. Recmnd box. The MCSJ program will only look at the Adopted column figures as the amounts to apply to your accounts once the budget prep process is completed. The Duplicate function is also available within the Revenue Preparation File. For example, if you have 40, in the Admin. Recmnd box, highlighting the account line and clicking Duplicate will place 40, in the Anticipated box. The MCSJ program will only look at the Anticipated column figures as the amounts to apply to your accounts once the budget prep process is completed. The Go To function can be used to jump directly to another account within the preparation file. Click Go To and enter the entire account number you would like to locate. edmunds & associates - P age 6

7 The Go To function is also available within the Revenue Preparation File. Click Go To and enter the entire account number you would like to locate. edmunds & associates - P age 7

8 Adding New Accounts If you need to add a new appropriation line or revenue line, that is not part of your current chart of accounts, click ADD. Enter a new account number and choose the appropriate type for the account. NOTE: The account entered in this manner will have to be created through either G/L Account Maintenance and/or Expenditure Account Maintenance prior to the completion of the Budget Prep process or errors will occur. If you already have a new account created, but perhaps it did not flow into the preparation file when created. You can again click ADD, and enter the account number and it will populate the rest of the account information. When finished, click SAVE. Adding new accounts to the Revenue Preparation file works in the exact same way as the Budget Preparation file. edmunds & associates - P age 8

9 Budgetary Expense Detail Function While in Budget Preparation or Revenue Preparation, highlight either a Sub Account or Line Item Control and click DETAIL. The Detail function allows us to display what makes up a proposed budget amount. The Budget Prep Detail Window opens up. Click ADD, enter a brief description, and enter your desired amounts according to your stage of budget planning. Repeat this process if more than one line is necessary. When finished click OK. You will return to the preparation file and all lines entered in the Budget Prep Detail will be totaled and displayed. A number on the left hand side will tell us how many lines you have created. edmunds & associates - P age 9

10 The Detail function within Revenue Preparation will work in the same manner. The Budget Prep Detail Window opens up. edmunds & associates - P age 10

11 Click ADD, enter a brief description, and enter your desired amounts according to your stage of budget planning. Repeat this process if more than one line is necessary. When finished click OK. You will return to the preparation file and all lines entered in the Budget Prep Detail will be totaled and displayed. A number on the left hand side will tell us how many lines you have created. edmunds & associates - P age 11

12 Excel Exporting Go To: Finance>Budget Prep>Excel Import/Export Select the routine type: EXPORT and click NEXT. Choose a file path destination and enter a file name. Click SAVE. The Excel File will generate and open the Excel program automatically when finished. edmunds & associates - P age 12

13 Working with the Excel Export With the budget prep file exported here are a few things to remember: -Avoid using formulas. i.e. the Sum Function within the Excel program. -Highlighting rows and/or columns is allowed. -Hiding rows and/or columns is allowed. -Deleting unwanted accounts is allowed. -Adding new rows for new accounts is allowed. In the Excel file you will get five years for comparative analysis. Both the Appropriated and Actual amounts for each account line will be displayed. These figures again, are all based on the time you export the file. If you are using the Detail function, the lines of detail will export to the Excel file. You can use the Tab Key or the Arrow Keys on your keyboard to freely move around in the Excel file and you can complete the budget process right from the Excel file by filling in the appropriate amounts. If you would like to add new accounts in your budget process through the Excel file, be sure the account number is in sequence and the correct account type is chosen. NOTE: The account entered in this manner will have to be created through either G/L Account Maintenance and/or Expenditure Account Maintenance prior to the completion of the Budget Prep process or errors will occur. edmunds & associates - P age 13

14 If you would like to use the Detail function through the Excel file, be sure the account number is the same when adding new lines. Also the Detail account type must be chosen in order to work properly. You DO NOT need to correct or adjust any formulas that are already in place within the Excel file To work with Revenue Accounts, select from the Revenue Tab located at the bottom of the Excel file. While working in the Revenue Accounts, all the above processes will apply. edmunds & associates - P age 14

15 Excel Importing Go To: Finance>Budget Prep>Excel Import/Export Select the routine type: EXPORT and click NEXT. You will have to direct the system to the file path you first selected and then click OPEN. Any changes made in the Excel after will import and over write the existing Budget Prep File. edmunds & associates - P age 15

16 Go To: System Utilities>User Maintenance User Security Set Up The following access will be necessary for Departmental Budgeting. The access described below will be in additional to an individual user s existing security. The Finance tab will denote the accounts a user will have access to, and new departments can be created from Department Security Maintenance. edmunds & associates - P age 16

17 Working as a Department User This process will begin by having all budget accounts created first. Follow pages 2 and 3. With the above mentioned security in place, a department user will Go To: Finance>Budget Prep>Budget Preparation Users will have to enter each Department Id they are responsible for the budgeting process. A user will only be able to see and process accounts based on the user security maintenance. A user will also have all the same abilities listed above in regards to completing the Budget Preparation within the MCSJ program. A user WILL NOT have the ability to export or import an excel file. Be sure each user clicks SAVE to retain any changes made. For a department user to utilize the Excel Import/Export routine, a user must have a 5 in the Adopt/Amend Batch box of User Maintenance. An individual can only export one department at a time depending on how many departments an individual is assigned according to the User Maintenance. A user must follow all the guidelines as outlined above while using the excel file. When completed, a user can select the Import option and merge the changes directly into the budget prep process, which can then be reviewed and updated. edmunds & associates - P age 17

18 Budget/Revenue Prep Worksheet Go To: Finance>Budget Prep>Budget/Revenue Prep Worksheet This report can be used to ensure we have a balance budget. Then report can be printed twice, one for Revenues and one for Expenses or you can print a combined report. Ensure that the total Adopted balances to the total Anticipated. edmunds & associates - P age 18

19 Verification Listing Return to both the Budget Preparation and Revenue Preparation menus and choose each respective Verification Listing. Both Verification Listings will need to be printed to proceed. Also note if any warnings or errors appear on the listing. If warnings exist you can still proceed, but errors would need to be corrected first before proceeding. A common error would be that the account masters do not exist. This means you will have to wait until you complete the End of Year routine which will create the new account masters. edmunds & associates - P age 19

20 Budget/Revenue Prep Rollover Go To: Finance>Budget Prep>Budget/Revenue Prep Rollover With both verifications printed and your budget in balance it s now time to apply the amounts to your accounts. Choose a posting date. If applicable, you can have the MCSJ program create a GL Batch to post your budget to you General Ledger. The MCSJ program creates the batch which will still need to be verified and updated through the GL Batch. Click NEXT. edmunds & associates - P age 20

21 Budget Amend Batch Go To: Finance>Expenditure>Budget Amend Batch The Budget Amend Batch will allow you to Amend adopted amounts. Choose a Posting Date, enter the Budgeting Year, the Fund, and the Reason Code will be Amended Budget. Click NEXT. Enter the accounts you want to amend and the amounts to be amended. The amended batch must balance prior to a successful update. edmunds & associates - P age 21

22 Go To: Finance>Budget>Budget Adopt/Amend Batch Budget Adopt/Amend Batch For New Jersey databases, you will see additional Reason Codes available. Choose the appropriate reason code and continue. This batch can be generated for all accounts or individual accounts can be chosen by just selecting the Batch Entry option. Enter the accounts you want to amend and the amounts to be amended. The amended batch must balance prior to a successful update. edmunds & associates - P age 22

23 Amending Through Account Maintenance An adopted budget amount can also be amended right through the respective account maintenance. Go To: Finance>Expenditure>Account Maintenance Enter in the desired account number and Click EDIT. In the Budgeted field, enter the amount to be the new amended amount. Click SAVE. Upon saving you will be prompted for a reason, posting date, and a description. edmunds & associates - P age 23

24 The same can be done to a Revenue Account. Go To: Finance>Revenue>Account Maintenance Click EDIT and in the Anticipated field, enter the amount to be the new amended amount. Click SAVE. Upon saving you will be prompted for a reason, posting date, and a description. edmunds & associates - P age 24

25 For New Jersey databases, you will again see the additional Reason Codes available for amending through budget account maintenance. Go To: Finance>Budget>Account Maintenance Enter in the desired account number and click EDIT. In the Budgeted field, enter the amount to be the new amended amount. Click SAVE. Upon saving you will be prompted for a reason, posting date, and a description. The same can be done to a Revenue Account. edmunds & associates - P age 25

26 Budget Batch Transfers Budget transfers can be done to reallocate available balances to another account. Go To: Finance>Expenditure>Expenditure Batch In the batch, enter the account number, and the type Transfer Out should be selected to take available funds out. Enter additional lines with the type Transfer In to represent where the funds should be placed. All transfer outs must balance to all transfer ins in order to update successfully. Click SAVE. Verify and Update the batch. edmunds & associates - P age 26

27 New Jersey Budgets For New Jersey databases, there will be an option to create temporary budgets. A temporary budget can be up to 26.25% of the reserve year s appropriations. Go To: Finance>Budget Prep>Set Up Temporary Budget The routine can be used to update all available budget accounts with one percentage. The routine type will be Update Budget Accounts with Percentage. Verify the New Current Budget Year is the year you want to create the temporary budget. Designate one fund at a time or leave blank to hit all funds at once. The percentage can be a value less than if you desire. Finally, choose a posting date. Click NEXT to finalize. A generation report will print out and detail the amounts posting as temporary budget amounts. You may want to save this print as it cannot be regenerated. edmunds & associates - P age 27

28 Temporary Budget through Excel Temporary budgeting can be done through Excel to allow for varying amounts, if an exact percentage is unwanted. Return to the Set Up Temporary Budget Routine. Choose Export to Excel File for the routine type. Click NEXT. The Excel file will automatically generate and open when finished. Within the Excel file you can simply place your temp amounts in the respective account lines. edmunds & associates - P age 28

29 To import back into MCSJ, you will want to save the Excel file. Choose Import/Update Budget Accounts from Excel File and choose a posting date. Click NEXT and you will need to locate the saved file. As soon as the file is chosen and uploaded, MCSJ will automatically post the temporary budget according to you file and a generation report will print out and detail the amounts posting as temporary budget amounts. You may want to save this print as it cannot be regenerated. edmunds & associates - P age 29