Budget Development in BannerWeb

Transcription

1 Budget Development in BannerWeb BannerWeb can be accessed directly from the Middlebury College and MIIS homepages, which bring you first to Banner Self-Service. Or from your web browser, type go/bw. Login is required. Enter your employee ID number and pin. Click on the Login button. Click on Finance Information Click Budget Development Menu. -1-

2 Budget Worksheet: Making Reallocations Click on the Create Budget Worksheet button. Click on Create Query. -2-

3 Do not check any of the boxes..leave them blank and just click on Continue. Now you are in the Budget Development Worksheet. Enter in the Chart of Accounts (1), the Budget ID (FY2014), the Budget Phase (EXP14 or REV14) and your Index as shown: -3-

4 For EXP14, also click in the checkboxes to include Labor Accounts (to view your student wage budget in ) and Expenses checkboxes. For REV14, only click on Revenue Accounts. Then click on Submit. The resulting screen clears the Index field and populates the Fund-Org-Program fields. (you can also manually enter the Fund-Org-Prog codes) Save Query as: and enter the Phase name and Index code for your future reference. Then click on Submit once again. -4-

5 The resulting screen requires scrolling. The top section shows the parameters selected. Scrolling down, the middle section lists your FY14 Expense budgets in Account order

6 .and at the bottom you ll find an Account lookup feature for entering new budget lines, the action buttons for submitting changes, as well as summary totals. -6- You reallocate budget dollars using the Change Value field. Use a minus sign, such as , to reduce a budget as shown. To increase a budget, just enter the number: Note: be sure to enter here the amount to change by, not the new budget total. -6-

7 Click on the Account Code to bring up the Text Box for your initials, date & explanation. The top Print section will appear on reports run by the Budget Office as documentation. Be sure to enter your name, date, amount of change & the from-and-to account codes. The No Print section below is for your own explanations and reference. Click Save. To Exit, click on either the X or the [Exit budget text page] line. -7-

8 Now enter the other side of the reallocation the account to be increased. Repeat steps for entering text for each change that you make. Click on the Calculate button. This will enter your changes for your review. Your changes are not being saved yet! The Requery button will undo your most recent unsaved changes. -8-

9 N N The Proposed Budget and New Budget columns show the new budget total. The Base Budget column retains the original starting budget. The Cumulative Change column collects the sum of all changes in that line. In the bottom section, you can also see the results of your changes: Labor has been reduced and Expenditures have increased. Note the Net Result = 0.00 This is your key that you have reallocated correctly! Changes in the Expense phase should always net to zero. -9-

10 Budget Worksheet: Adding a new Budget To add a new budgeted account line, use the Account/Program Code lookup section. First, click on the title itself, Account/Program Code lookup. Select Account from the Code Type drop-down box. Next, type in part of the account s title that you want to budget, surrounded by % signs to search. -10-

11 Change the Maximum rows to return to return more choices, and Execute Query. Now you see the result(s) of your search. Make note of the desired account code and Close Window -- there is no automatic population from this screen. -11-

12 Manually enter this account code into the Account field and enter the Proposed Budget amount, making sure that Permanent Budget is showing. Then click on Calculate. N N This newly budgeted account is now inserted in numerical order, and says NEW in the Status column. Click on the Account code and add Text Notes as before, for each change. Be sure to enter your name, date, amount of change & the from-and-to account codes. -12-

13 Remember to check the Summary Totals! Now it s out of balance by $150 another budget s total must be reduced by $150 to offset this additional budget amount. Go back to the Accounts and reduce the desired budget to offset the new budget added. Enter Text Notes. Click on Calculate. Again, this will enter your changes but not save them. -13-

14 Budget Worksheet: Posting to SAVE Now the Summary Total is balanced once again, and all changes are noted. Once your budget reallocations are done, click Post to save your changes. Your changes are not saved until you click on the Post button. The Text column changes from an N to a Y to indicate that text exists on that line. Calculating first, reviewing, and then Posting is the best way to insure that you have not unintentionally added to or reduced your budget. -14-

15 Where changes have been made, the Proposed Budget amount is a link. Click on any link to see its history. When you are done with your budget reallocations, close the session by clicking on EXIT. -15-

16 When you return to either make more reallocations or to review your work during the reallocation period, you may Retrieve Existing Worksheet Query by clicking on the dropdown menu and selecting your saved query. Budget Worksheet: Main Points Recap Use the EXP phase for expense budgets; use the REV phase for revenue budgets. Use the Change Value column to enter the amount to change the budget by.don t enter in the total amount you want the budget to be. Use minus signs to reduce a budget. No sign is necessary to increase a budget. Enter text notes for each change, including name, date, amt of change and accounts. Do NOT delete a budget line using the Delete Record column. If you don t want a budget in that account, simply change the budget to zero. Use the Calculate button first to enter your changes and to review them. If you don t like what you see, click on the Requery button to undo your most recent unsaved changes. In most cases, unless you are changing revenue, your changes should net to zero. Use the Account Summary at the bottom of the screen to check yourself. Use the Post button when everything looks good and you are ready to save your changes. You will be timed-out after 30 minutes of inactivity you will lose your changes if they were entered but not calculated or posted. -16-

17 Budget Development Query: Viewing Next Year s Budget The Budget Reallocation window is open for only 2 weeks in January. After this time you can no longer change or reallocate your budgets for the next fiscal year. You can, however, still view them. Return to the Budget Development section, but this time click on the Create Budget Development Query option. Click on Create Query. If you re returning here, you can Retrieve a saved query. -17-

18 Check the Base Budget and Cumulative Change checkbox, and click on Line Item Detail. Then Continue. Enter in the Budget ID, the Budget Phase, and Index. For EXP14, also check the boxes to include Labor Accounts (to view your student wage budget) and Expenses. For REV14, only click on Revenue Accounts. Save Your Query As Phase + Index code. Click on Submit to populate Fund-Org-Prog codes, and then click on Submit again. -18-

19 Here you will see next year s Base budget, the Proposed budget, and cumulative Changes. If Text exists, you can click on View to read the text notes. Where changes have been made, the Proposed budget is a link. Click on it to see history. -19-

20 You can download budget data to Excel. Click Download Selected Ledger Columns. An Excel spreadsheet will appear automatically. Scroll to the far right to see all of your data. Save to your files. To close, click on the Excel window s X. -20-

21 Save Query as: with this query saved you will be able to access it later in the year, or even in future years for reference. To close out of BannerWeb securely, click on the EXIT link at the top of any screen. Please feel free to contact the Budget Office if you have any questions. Instructions by Susan Simmons 11/6/12-21-