Financial Budgeting. User Guide

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1 Financial Budgeting User Guide

2 Copyright (c) 2002 Jenzabar, Inc. All rights reserved. You may print any part or the whole of this documentation to support installations of Jenzabar software. Where the documentation is available in an electronic format such as PDF or online help, you may store copies with your Jenzabar software. You may also modify the documentation to reflect your institution's usage and standards. Permission to print, store, or modify copies in no way affects ownership of the documentation; however, Jenzabar, Inc. assumes no responsibility for any changes you make. Filename: ugbdgt Distribution date: 01/05/2002 Contact us at Jenzabar CX and QuickMate are trademarks of Jenzabar, Inc. INFORMIX, PERFORM, and ACE are registered trademarks of the IBM Corporation Impromptu, PowerPlay, Scenario, and Cognos are registered trademarks of the Cognos Corporation UNIX is a registered trademark in the USA and other countries, licensed exclusively through X/Open Company Limited Windows is a registered trademark of the Microsoft Corporation All other brand and product names are trademarks of their respective companies

3 JENZABAR, INC. FINANCIAL BUDGETING USER GUIDE TABLE OF CONTENTS SECTION 1 - GETTING STARTED... 1 Overview... 1 Introduction... 1 Product Differences... 1 Purpose of This Guide... 1 Intended Audience... 1 Learning Objectives... 1 How to Use This Guide... 1 Structure of Jenzabar User Guides... 2 Other Information Resources... 3 Introduction... 3 Resource List... 3 Reporting Tools... 4 Before You Begin Financial Budgeting... 5 Introduction... 5 Purpose of Financial Budgeting... 5 Prerequisite Tasks... 5 Background Knowledge... 5 Default General Ledger Account Structure... 7 Financial Budgeting Process... 7 Financial Budgeting Tables Setup... 8 Introduction... 8 Required Settings... 8 Optional Settings... 8 Conventions Used in This Guide... 9 Introduction... 9 Style Conventions... 9 Jenzabar-Specific Terms Keystrokes SECTION 2 - USING THE FINANCIAL BUDGETING SCREENS Overview Introduction Alphabetical Organization Screen Access Screen and Window Differences Commands Accessing the Screen Commands Add General Ledger Account Screen Purpose Access Example Fields Commands Allocate Budget Screen Purpose Access Example Display of Budget Information Fields i

4 Commands Budget Detail Screen Purpose Access Example Display of Budget Information Fields Commands Budget Entry Screen Purpose Access Example Fields Commands Budget Parameter Screen Purpose Access Example Fields Commands Budget Review Screen Purpose Access Example Fields Commands Budget Transactions Screen Purpose Access Example Fields Commands Create Base Year Data Screen Purpose Access Example Fields Commands Global Adjustments Screen Purpose Access Example Fields Commands Post Budget to G/L Screen Purpose Access Example Fields Commands Recompute Summary Records Screen Purpose Access Example Fields Commands ii

5 Terminate G/L Accounts Screen Purpose Access Example Fields Commands SECTION 3 - CREATING AND ALLOCATING BUDGETS Overview Introduction Before You Begin Process Creating First-Time or Updated Budget Data How to Create First-Time or Updated Budget Data Creating Base Year Budget Data How to Create Base Year Budget Data Making Global Adjustments to an Existing Budget How to Make Global Adjustments Entering and Allocating a Budget The Jenzabar CX Program for Allocating a Budget Budget Parameter Code How to Allocate a Budget How to Use the Budget Detail Screen Posting a Budget to the General Ledger How to Post a Budget to the General Ledger...51 Querying Budget Information The Jenzabar CX Program for Querying Budget Information Pooled Budget Reviews How to Query Budget Information Terminating a General Ledger Account How to Terminate a General Ledger Account Recomputing Summary Records How to Recompute Summary Records...55 SECTION 4 - CREATING BUDGET REPORTS Overview Introduction Before You Begin The Process Budget Report Parameters Introduction Access Budget Report Parameters General Ledger Journal Report Parameters...59 Creating a Report How to Create a Report SECTION 5 - RESPONDING TO SYSTEM MESSAGES Overview Introduction Four Types of Messages Descriptions of Message Types Electronic Mail Messages Warning and Error Messages Messages You Might Receive iii

6 INDEX iv

7 SECTION 1 - GETTING STARTED Overview Introduction Financial Budgeting is a module developed by Jenzabar, Inc. that allows you to create and allocate financial budgets. Financial Budgeting automates the tasks of requesting, adjusting, and controlling budget information. You can produce budget request worksheets with historical and projected data for distribution to budget managers. Before you finalize a budget, Financial Budgeting offers comparison and summarization capabilities that help analyze effects of requests and alternatives on budget centers and revenue/expenditure accounts, in all or selected parts of the budget. After approval of the budget, you can automatically record the approved budget for use by the general ledger. After the budget has been posted to the general ledger, you can also analyze proposed changes to the budget without affecting the approved budget. A complete audit trail tracks all authorized changes recorded in the initial approved budget. Product Differences This guide contains information for using all features developed for the Financial Budgeting module. Your institution may or may not have all the features discussed in this guide. Purpose of This Guide This guide serves as a learning tool and a reference guide for adding, updating, and using Financial Budgeting information. Intended Audience This guide is for use by menu users in the Budget office who perform data entry operations. Menu users include the financial track coordinator, administrative assistants, and operators. Learning Objectives Using this manual, you will be able to: Create base year data Make global adjustments to a budget Enter and allocate budget amounts Post a budget to the general ledger Terminate a general ledger account Recompute summary records How to Use This Guide If you are not familiar with how your institution maintains its Financial Budgeting information, read this guide for detailed information about how to use Financial Budgeting. If you are familiar with how your institution maintains this information, and just need information in a particular area, look through the Table of Contents or Index and refer to the pages you need. Financial Budgeting 1 Getting Started

8 Structure of Jenzabar User Guides Jenzabar user guides contain the following sections: Section 1 - An overview of general information Section 2 - A reference of the application s screens, fields, and commands Section 3 (and up) - Detailed procedures for using the application Last Section - A reference of application error and warning messages Index Getting Started 2 Financial Budgeting

9 Other Information Resources Introduction This user guide contains information about the screens, options and procedures that are specific to Financial Budgeting. However, some of these may be used in other Jenzabar CX products. Documentation for these common features appears in the manuals or guides to which they most specifically relate. Resource List The following provides references to other Jenzabar documentation for certain functions, screens, and options that are not described in this user guide. For more information about: Financial Budgeting Reports Financial Budgeting screen flow diagram Common windows Communications Management Detail windows CX menus CX universal commands: Help ID-type Query Scroll Table Lookup PERFORM screens: Common commands General description Ring menus Program screens: Common commands General description Toolbars Query tools QuickMate Reporting tools Financial Budgeting tables and table maintenance Budget Review processes and reports See: Financial Technical Manual Financial Technical Manual Getting Started User Guide Using Communications Management Getting Started User Guide Getting Started User Guide Getting Started User Guide Getting Started User Guide Getting Started User Guide Getting Started User Guide Using QuickMate Getting Started User Guide Financial Technical Manual Using General Ledger Financial Budgeting 3 Getting Started

10 Reporting Tools Jenzabar CX provides several solutions to serve Financial Budgeting reporting needs. In addition to standard reports located on the Financial Budgeting menus, your institution can choose from a variety of reporting tools. The reporting tools are as follows: ACE Reports The standard reports located in the Jenzabar CX menu system. You can access and run ACE reports from the menus to which they relate. For example, standard Financial Budgeting reports appear on the Financial Budgeting Reports menu. The initial screen that appears when you select a report prompts you to enter any required parameters for producing it. Note: For more information on running ACE reports, see Producing Standard and Customized Reports in Getting Started User Guide. Impromptu A PC/Windows based reporting tool intended for technical users. Using Impromptu and the Jenzabar ODBC driver, you can access CX data to produce reports. Impromptu organizes reporting information in catalogs. Jenzabar, Inc. created the Financial Budgeting catalog to serve the reporting needs of Financial Budgeting. Note: For more information on using Impromptu, see the online help provided with the product. PowerPlay A PC/Windows-based executive management date analysis tool. Using static data files downloaded from CX, you can use PowerPlay to display and analyze data in a graphical, multilevel, drill-down structure. Note: For more information on using PowerPlay, see the online help provided with the product. Getting Started 4 Financial Budgeting

11 Before You Begin Financial Budgeting Introduction A checklist of information you need to know and tasks you need to perform before using Financial Budgeting Background knowledge you must possess to use Financial Budgeting A summary of the Financial Budgeting process Purpose of Financial Budgeting The primary purpose of Financial Budgeting is to enable you to create a budget, then modify and allocate budget funds before posting the budget to the general ledger. Prerequisite Tasks Use the following checklist to ensure that you have reviewed all required tasks before you begin using Financial Budgeting. Identify the fiscal year for which you are creating financial budget information. Identify the fiscal year(s) from which you are basing this year s financial budget Determine the amount in which to adjust the base budget for the current budget Identify the budget parameter code for running the Budget Allocate program Background Knowledge The following list describes the necessary background information that you should know. Jenzabar CX Know how to use the following: Jenzabar CX menu system Jenzabar CX screen command lines, ring menus, and comment lines Jenzabar CX universal commands, including: Help ID-type Query Scroll Table Lookup Authorized personnel Know answers to the following questions: Who is authorized to change financial budgeting information? Who is authorized to access online financial budgeting information? Important dates Know when the following occur: The beginning date of the fiscal year The ending date of the fiscal year The first date that changes can be made to general ledger accounts linked to the fiscal year and amount type (e.g., the open date) The last date that changes can be made to general ledger accounts linked to the fiscal year and amount type (e.g., the close date) The Distribution of budget requests Financial Budgeting policies and procedures Know answers to the following questions: When does the budget preparation begin? Financial Budgeting 5 Getting Started

12 When does the budget have to be delivered to the board for approval? Getting Started 6 Financial Budgeting

13 Default General Ledger Account Structure This guide refers to the Jenzabar CX default general ledger account number structure: Fund, Function, Object, and Subfund. If your institution s structure is different from the default, this structure will be reflected on the screens and reports of the Financial Budgeting module. Financial Budgeting Process The following list describes the overall process involved in using Financial Budgeting. Note: The process shown below is an example and is not intended as policy guidance. Your institution's Financial Budgeting process may vary. 1. The Budget office makes entries to the Budgeting tables, accessed from the Table Maintenance: Budgeting (A-Z) menu, for the current fiscal year. 2. The Budget office uses the Create Base Year Data process to create the budget based on a previous fiscal year, or loads the current year actuals into the module. 3. The Budget office uses the Global Adjustments process to create a working copy of the budget, and, if desired, makes a global adjustment to the budget amounts. 4. The Budget office creates and prints budget request forms for distribution to each budget function of the institution. 5. Referencing the returned budget request forms, the Budget office uses the Budget Allocate program to enter and update budget amounts to each function (center), object (account), and subfund (project) of the institution. 6. The Budget office runs Object, Function, and Subfund reports to review various aspects of the budget. 7. When the institution approves the budget, the Budget office posts the budget to the general ledger. 8. The Budget office does either or both of the following actions: Uses the Budget Review program to review actual, encumbered, and budgeted balances for general ledger accounts Runs the G/L Journal reports 9. When necessary, the institution uses the Terminate G/L Accounts process to terminate a general ledger account for a fiscal year. Financial Budgeting 7 Getting Started

14 Financial Budgeting Tables Setup Introduction Before you use the features of the Financial Budgeting module, you must ensure that the Budgeting Maintenance tables contain appropriate settings for the fiscal year in which you are working. Financial Budgeting contains four tables, including: Budget Adjustment table Budget Calendar table Budget Distribution table Budget Parameter table The settings for the above tables are divided below into those that are required or optional in the operation of the Financial Budgeting module. Required Settings Budget Calendar The Budget Calendar table must contain entries for every combination of Fiscal Year (e.g., 9899) and Amount Type (e.g., ACT for Actual) codes before you use any feature of the Financial Budgeting module. For each of these combinations, the following dates must be specified: The beginning date of the fiscal year The ending date of the fiscal year The first date that changes can be made to general ledger accounts linked to the fiscal year and amount type (e.g., the open date) The last date that changes can be made to general ledger accounts linked to the fiscal year and amount type (e.g., the close date) Budget Parameters The Budget Parameters table must contain an entry that controls the display of budget information in the Budget Allocate program. You can analyze and compare budget information displayed in four columns in the Budget Allocate screens. The Budget Parameter table sets the values for these columns, such as the type of column, fiscal year, budget amount type, and comparison year and amount. Optional Settings Budget Adjustments The Budget Adjustment table must contain appropriate entries before you run the Global Adjustments process. If you want to make global adjustments to the budget in which you are basing the current budget, the Budget Adjustments table must contain entries that indicate the percentage or flat amount that you want adjusted. Budget Distribution The Budget Distribution table must contain entries for the current fiscal year and amount type (e.g., BGT) before you use the automatic distribution feature of the Budget Allocate program. The Budget Distribution table controls how the system divides the yearly budget allocation into monthly budgeting. The entry for the fiscal year/amount type specifies percentages to be allocated for each period (e.g., Period 0-13) totaling 100 percent for the year. Getting Started 8 Financial Budgeting

15 Conventions Used in This Guide Introduction Jenzabar, Inc. has established a set of conventions to help you use this guide. The conventions presented below are not exhaustive, but they include the more frequently used styles and terms. Style Conventions Jenzabar CX guides observe the following style conventions. Boldface type In a procedure, represents text that you type into the system (e.g., Type UNDG.) and command names or keys you use to execute a command or function (e.g., Finish, <Enter>). Bulleted list Show items not ranked or without a sequential performance. CAUTION: Indicates a caution or warning of a potential risk or condition. <Enter> Represents the Enter, Return, Line Feed, or key on your keyboard. Italic type Is used in any of these ways: To represent a new or key term To add emphasis to a word To cross-reference a section of text or another Jenzabar CX reference To represent a variable for which you substitute another variable (e.g., substitute filename with an appropriate filename) <Key name> Represents a key that you must press. Note: Indicates a note, tip, hint, or additional information. Numbered lists Show ranking of items or sequence of performance. Parentheses When uses around a field name, indicate the field is unlabeled. The field description includes the location of the field. Quotation marks Represent information written in this manual exactly as it appears on the screen (e.g., The message, "Now Running..." appears.). Financial Budgeting 9 Getting Started

16 Jenzabar-Specific Terms The following list identifies term conventions used in this manual. Keystrokes Application A group of one or more software programs that enables you to perform a particular procedure, such as entering information. Data Specific information you enter into fields on a particular data entry screen. Enter To type information on a keyboard and execute by either of the following actions: Pressing the <Enter> key Clicking on the OK button F key Any of the function keys located on your keyboard (e.g., <F1>). Hot key The capitalized and highlighted letter of a command on a ring menu. ID The number assigned to each student or organization associated with your institution (e.g., 12345). Parameter A variable in the system that is given a constant value for a specific application (e.g., a date can be a parameter for producing a report). Select To execute a command by any of the following actions: Performing the keystrokes Pressing the hot key Highlighting the command or option and pressing the <Enter> key Clicking the mouse System The Jenzabar, Inc. product, the CX. When you see two keys separated by a dash (e.g., <Ctrl-c>), hold down the first key (Ctrl) while pressing the second (<c>). Getting Started 10 Financial Budgeting

17 Overview SECTION 2 - USING THE FINANCIAL BUDGETING SCREENS Introduction The purpose of this section is to show each screen that you use in the Financial Budgeting module and to explain each of the fields on those screens. This section also references the commands and options that you use when you perform procedures in Financial Budgeting, such as: major procedures like allocating budgets or more simple procedures like posting a budget to the General Ledger. Refer to this section when you have questions about a specific field or command, or when you are completing the procedures in this guide. Alphabetical Organization The screens, windows, field names, and commands appear in alphabetical order so that you can locate the information quickly. Screen Access The access instructions for the screens and windows presume you are starting at the Budgeting menu. Access the Budgeting menu by selecting the following, beginning at the Main menu: 1. Fiscal Management 2. Budgeting menu Screen and Window Differences The screens and windows illustrated in this section represent those contained in the Jenzabar CX standard product in GUI format unless otherwise noted. If your institution changes these screens and windows to meet its specific needs or if you use the Jenzabar CX in character-based format, then your screens and windows will differ from those shown in this section. Commands The toolbars, command lines, and menus on the Jenzabar CX screens and windows can change, depending on the procedures that you perform or the commands that you have previously selected. For example, Query mode and Update mode in any particular screen or window display different commands. This guide describes all the commands associated with a screen or window. Note: You can use a specific command only when it appears on the current toolbar, command line, or menu, or when it is black (not dimmed) when you select Commands. Accessing the Screen Commands On the GUI-format screens, you can access the commands in any of the following ways: Pressing the corresponding keys on your keyboard Clicking on the icons Selecting Command from the menu bar and then selecting the desired command from the list of commands that appears Financial Budgeting 11 Screens

18 Add General Ledger Account Screen Purpose The Add General Ledger Account screen enables you to add a general ledger account while adding and updating budgets in the Allocate Budget screen. Access Access the Add General Ledger Account screen by: 1. Selecting the Allocate Budget option 2. Entering a Budget parameter 3. Selecting Execute 4. Entering a function 5. Selecting Allocate in the Allocate Budget screen 6. Selecting Add Line Example Following is an example of the Add General Ledger Account screen. Screens 12 Financial Budgeting

19 Fields The following is a list of fields and their descriptions that appear on the Add General Ledger Account screen. Commands Fund Displays the fund value for the general ledger account. Function When the object axis is displayed in the Allocate Budget screen, enter the function value for the general ledger account. When the function axis is displayed in the Allocate Budget screen, displays the function value for the general ledger account. Net Asset Type Displays the net asset type of the general ledger account. Object When the object axis is displayed in the Allocate Budget screen, displays the object value for the general ledger account. When the function axis is displayed in the Allocate Budget screen, enter the object value for the general ledger account. Subfund Enter the subfund value for the general ledger account. Cancel Exits from the current screen. Financial Budgeting 13 Screens

20 Allocate Budget Screen Purpose The Allocate Budget screen enables you to enter a requested budget into the system. The Allocate Budget screen is the main screen in the Budget Allocate program, the primary program in the Financial Budgeting module. The Budget Allocate program places the budget data that you enter into Budget Amount records and summarizes the data in Budget Summarization records. Access Access the Allocate Budget screen as follows: 1. Select the Allocate Budget option 2. Enter a budget parameter code 3. Select Execute Example Following is an example of the Allocate Budget screen. Screens 14 Financial Budgeting

21 Display of Budget Information You can display budget information in four columns in the Allocate Budget screen. You use the different columns to analyze and compare previous budgets with the current budget. The values for these columns, such as the type of column, fiscal year, budget amount type, and comparison year and amount, are set in the Budget Parameter table. For more information on viewing the parameters for the columns, select the Parameters command. The following fields label the four budget information columns in the example screen above: $ 9394 ACT $ 9495 ACT $ 9495 BGT $ 9495 REQ Fields The following is a list of fields and their descriptions that appear on the Allocate Budget screen. Description Displays the description of the function or object, based on the current axis. Func Displays the function(s) (e.g., 1001 Art Dept.) for the object value (e.g., 6100 Material_Supplies). Note: This field appears when the screen displays the object axis. The screen displays each function that has the object value entered in the OBJ field. FUNC Enter the function value (e.g., 1001 Art Dept.) for the budget. Note: This field appears when the screen displays the function axis. Level Displays the level of detail in which you are viewing the budget information. Values displayed in the field, which indicate the level of detail, include (from top to bottom order): All Blocks - Displays all blocks in the Budget Summarization records Blocks - Displays all groups under the current block Group - Displays all schedules under the current group Schedule - Displays all items (objects/functions) under the current schedule item Item - When the axis is function, displays all the objects under the current function. When the axis is object, displays all functions under the current object Detail - Displays all monthly amounts for a given object and function Note: The Item and Detail levels display budget amount information. The other levels display budget summarization information. Month Displays the month for the budget. You can view the budget by month or for the entire year. Obj Displays the object values (e.g., 6100 Material_Supplies) for the function (e.g., 1001 Art Dept.). Note: This field appears when the screen displays the function axis. The screen displays each object value under the function value entered in the FUNC field. Financial Budgeting 15 Screens

22 OBJ Enter the object value (e.g., 6100 Material_Supplies) for the budget. Note: This field appears when the screen displays the object axis. Subf Displays the subfund to which the object or function relates. Commands The following is a list of the commands that appear on the Allocate Budget screen command line and their purposes. Remember that you can use a specific command only when that command appears on the current command line. Add Enables you to add a general ledger account that is needed but not displayed on the screen. The Add command appears in the command line after you have selected the Allocate command. When you select the Add command, the Add General Ledger Account screen appears. Allocate Enables you to enter or update budget amounts. When you select the Allocate command, the screen opens fields for you to enter and update budgets, as follows: Axis Enables you to view the budget by function or by object. When you select the Axis command, the screen toggles the display of the OBJ and FUNC fields, and accesses query mode for you to enter a function or object value. The Allocate Budget screen displays the OBJ field for you to view the budget by object and the FUNC field for you to view the budget by function. Cancel Returns you to the Allocate Budget screen without adding any entries. Copy Enables you to copy all amounts from one column on the screen to another. When you select the Copy command, the system displays the following prompt: Enter the column number (1-4) to copy FROM:. Do the following: Specify the column number you want to copy. The following prompt appears: Enter the column number to copy column (X) To:. Specify the column number in which you want column X to be copied. Detail Lets you view the budget for a single object and function combination for the entire year. When you select the Detail command, the Budget Detail screen appears. Done Adds your entry to the general ledger account. Screens 16 Financial Budgeting

23 Exit Returns you to the Budgeting Menu. Level Down Changes the display of the budget to the next level down in detail. When you select the Arrow Level Down command, the screen displays the next level down in the Level field and displays the objects/functions for this level. Example: If the current axis is function, and the current level is Schedule, all objects for the current function appear on the screen. When you select Arrow Level Down, the level changes to Item and all objects under the function appear. Level Up Changes the display of the budget to the next level up in detail. When you select the Arrow Level Up command, the screen displays the next level up in the Level field and displays the objects/functions for this level. Example: If the current axis is function, and the current level is Item, all objects for the current function appear on the screen. When you select Arrow Level Up, the level changes to Schedule and all functions under the new schedule appear. Month Lets you change the display of the budget by month or by the entire fiscal year. When you select the Month command, the system prompts you to enter a letter that specifies a month to view. This following command line appears: Note: When you select All for displaying the entire fiscal year, the system prorates the amount entered to each month based on entries in the Budget Distribution table. Page Backward Displays the previous page of objects or functions in a budget, if all the information does not fit on a single screen. Page Forward Lets you view the next page of objects or functions in a budget, if all the information does not fit on a single screen. Parameters Lets you display the parameter values that set the display of the budget in the screen. When you select the Parameters command, the Budget Parameter screen appears. Query Lets you enter a object or function value to view budget information from the database. When you select the Query command, the cursor advances to the OBJ or FUNC field, depending on the current axis, where you can enter a value. Note: The Allocate Budget screen appears in query mode when you initially access the screen. Write Lets you save your changes to the budget. Financial Budgeting 17 Screens

24 Budget Detail Screen Purpose The Budget Detail screen enables you to view, add, and modify a budget for a single object and function combination for the entire year. The Budget Detail screen is a screen in the Budget Allocate program, the primary program in the Financial Budgeting module. The Budget Allocate program places the budget data that you enter into Budget Amount records and summarizes the data in Budget Summarization records. Using the Budget Detail screen, you can enter an amount for each month and allow the program to compute the totals, or enter an amount for the entire year and allow the program to distribute the allocation to each month, based on the entries in the Budget Distribution table. Access Access the Budget Detail screen by selecting Detail in the Allocate Budget screen. Example Following is an example of the Budget Detail screen. Screens 18 Financial Budgeting

25 Display of Budget Information You can display budget information in four columns in the Budget Detail screen. You can use the different columns to analyze and compare previous budgets with the current budget. The values for these columns, such as the type of column, fiscal year, budget amount type, and comparison year and amount, are set in the Budget Parameter table. For more information on viewing the parameters for the columns, you can select the Parameters command. The following fields label the four budget information columns in the example screen above: $ 9394 ACT $ 9495 ACT $ 9495 BGT $ 9495 REQ Fields The following is a list of fields and their descriptions that appear on the Budget Detail screen. Func Displays the function (e.g., 1001 Art Dept.) when the current axis is function. Enter the function (e.g., 1001 Art Dept.) when the current axis is object. Note: You set the axis in the Allocate Budget screen. Level Displays the level of detail in which you are viewing the budget information. Values displayed in the field, which indicate the level of detail, include (from top to bottom order): All Blocks - Displays all blocks in the Budget Summarization records Blocks - Displays all groups under the current block Group - Displays all schedules under the current group Schedule - Displays all items (objects/functions) under the current schedule item Item - When the axis is function, displays all the objects under the current function. When the axis is object, displays all functions under the current object. Detail - Displays all monthly amounts for a given object and function. Note: The Item and Detail levels display budget amount information. The other levels display budget summarization information. You set the level in the Allocate Budget screen. Obj Displays the object (e.g., 6100 Material_Supplies) when the current axis is object. Enter the object (e.g., 6100 Material_Supplies) when the current axis is function. Note: You set the axis in the Allocate Budget screen. Sbfd Enter the subfund to which the object/function relates. Financial Budgeting 19 Screens

26 Commands The following is a list of the commands that appear on the Budget Detail screen command line and their purposes. Remember that you can use a specific command only when that command appears on the current command line. Cancel Discontinues your field entries. Done Saves your field entries. Screens 20 Financial Budgeting

27 Budget Entry Screen Purpose The Budget Entry screen enables you to enter a budget for the first time, or to adjust budgeted figures that are posted in the general ledger. The screen is part of the Voucher program, an accounting entry program. Because Voucher is an accounting entry program, any entries made on this screen must be balanced (i.e., debits must equal credits). Since the Budget Entry screen provides the capability of modifying budgets through Voucher, it contains several budget-related defaults. Access Access the Budget Entry screen by Selecting Budget Entry from the Accounting: Journal Processing menu. Example Following is an example of the Budget Entry screen. Fields The following is a list of fields that appear on the Budget Entry screen and their descriptions. Amount The type of amount that appears in the journal (e.g., BGT for budgeted, the default value for this screen). This field is display-only. Financial Budgeting 21 Screens

28 Ast The Net Asset Indicator that shows whether the account contains permanently restricted, temporarily restricted, or unrestricted funds. Cash Receipts/ Disbursements The total amount of the changes to the cash account in the entry. This field is display-only. Credits The amount of the credit to the account. This field is display-only. Debits The amount of the debit to the account. This field is display-only. Description A 24-character description of the entry (e.g., Xfer from anthro to bio or Adjustment to Budget ). Document The document code and document number from the Document table and the Voucher table. Entry A system-generated sequence number for the entries in the journal. Fd The fund number for the account (e.g., 10 for General-Unrestricted). Fiscal Period The fiscal period and fiscal year in which you want to post the entry (e.g., ADJ, MAR, CLS). The current period is the default. Func The function number for the account (e.g., 1002 for Biology department). G/L Account Description The description of the account, based on the entries in the Fund table, the Function table, the Object table, and the Subfund table. Journal The name of the journal type (e.g., BG for Budget). Mode A system processing code. For budget entries, the Mode is always 2. Name Your name, or the name of the person who originated the request for the journal entry. You must complete either this field or the Reference ID field. Obj The object number for the account (e.g., 6100 for supplies). Posting Date The date on which you want to post the entry. The current date is the default. Reference ID Your ID number, or the ID number of the person who originated the request for the journal entry. You must complete either this field or the Name field. Screens 22 Financial Budgeting

29 Stat (line 1) The status of the journal. Valid codes include the following: C (Continued) I (Incomplete) S (Started) W (Working) This field is display-only. Stat (line 2) The posting status of the current entry. For budget entries, the Status is always P. Subf The subfund number for the account (e.g., a construction project that is a subfund of your endowment fund). Subs The subsidiary, if any, that relates to the account that you entered. Subs Id The subsidiary number, if any, that relates to the account that you entered (e.g., the student s ID number for the Student Accounts Receivable control account). Total The total debits and credits for the entry. This field is display-only. Type The entry type for the entry that you are creating, as defined in the Entry Type table. ABGT is the default. Commands The following is a list of the commands that you can execute from the Budget Entry screen and their purposes. You can use a specific command only when that command appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Abort When selecting an incomplete journal, causes the system to ignore the Incomplete command. Add Enables you to start adding an entry. Bye Displays the Journal Processing menu. Continue Enables you to open and work with a journal that you previously started and saved as Incomplete. Down Enables you to view the next screen of entry information, if all the information does not fit on a single screen. Drawer Enables you to perform cashier functions. You do not need to use this command for entering budget information. Erase Deletes information that you entered, as if you had never entered it. For security purposes, you can use this command only before you use the Write command for the entry. Financial Budgeting 23 Screens

30 Finish One of the following: Indicates that you have finished entering entry information, and are ready to review and to write the entry. Completes the journal that you have been using. GL Enables you to add general ledger records. You do not need to use this command for entering budget information. Help Displays the following two help screens: Field editing control keys (commands for accessing and moving through the fields) Budget Entry commands (descriptions of the commands on the Budget Entry screen) Incomplete Closes the journal that you have been using, and enables you to reopen it later to add additional entries. Use the Continue command to reopen the journal. Level Enables you to view the transaction level of the entry, or if you are already at the transaction level, returns you to the entry level (i.e., this command serves as a toggle between the transaction and entry levels of detail). You do not need to use this command for entering budget information. New Enables you to add subsidiary accounts, balance records, and total records. You do not need to use this command for entering budget information. Query Displays a query screen so you can locate subsidiary information. Although this command enables you to access Budget Entry s querying logic, acquery and saquery offer enhanced querying capabilities. Jenzabar, Inc. recommends that you use Budget Entry for entering budget adjustments, and acquery and saquery for all queries. Start Opens a new journal. Terminate Cancels the current journal and voids all the entries you recorded in the journal. Up Returns you to the previous screen of information. Update Enables you to make changes to an entry that you have created but not yet written in the journal. Void Reverses the entry. When you want to void an entry, select Void, then confirm that you want to perform a void. The system displays an empty Budget Entry screen, and the cursor appears in the Entry number field. Enter the number of the entry that you want to void, then confirm that you want to void the entry number that you entered. Write Records the entry in the journal. After you use this command, you cannot erase or change it; you can use the Void command to reverse it. Screens 24 Financial Budgeting

31 Budget Parameter Screen Purpose The Budget Parameter screen enables you to review the values entered in the Budget Parameter table, which defines the setup of the budget information columns in the Allocate Budget and Budget Detail screens. Access Access the Budget Parameter screen by selecting Parameters in the Allocate Budget screen. Example Following is an example of the Budget Parameter screen. Fields The following is a list of fields and their descriptions that appear on the Budget Parameter screen. Amount Type Displays the budget amount type code for each budget column. Axis code Displays the current axis code (e.g., OBJ). Code Displays the parameter code you entered upon accessing the Budget Allocate program. Financial Budgeting 25 Screens

32 Commands Column 1 Displays the following values for the first budget information column in the Allocate Budget and Budget Detail screens: Column Type Fiscal Year Amount Type Comparison Year Comparison Amount Column 2 Displays the following values for the second budget information column in the Allocate Budget and Budget Detail screens: Column Type Fiscal Year Amount Type Comparison Year Comparison Amount Column 3 Displays the following values for the third budget information column in the Allocate Budget and Budget Detail screens: Column Type Fiscal Year Amount Type Comparison Year Comparison Amount Column 4 Displays the following values for the fourth budget information column in the Allocate Budget and Budget Detail screens: Column Type Fiscal Year Amount Type Comparison Year Comparison Amount Column Type Displays the column type code for each budget column. Comparison Amount Displays the comparison amount for each budget column. Comparison Year Displays the comparison year for each budget column. Fiscal Year Displays the fiscal year code for each budget column. G/L Fund Displays the general ledger fund code for each budget column. Done Saves your field entries. Screens 26 Financial Budgeting

33 Budget Review Screen Purpose The Budget Review screen enables you to review actual, encumbered, and budgeted balances for general ledger accounts. Access Access the Budget Review screen by: 1. Selecting Budget Review 2. Defining the fiscal year that you want to review 3. Selecting a printer for the output 4. Selecting Execute Example Following is an example of the Budget Review screen. Fields The following is a list of fields that appear on the Budget Review screen and their descriptions. Act The actual number of dollars charged to the account. Ast The Net Asset Indicator that designates accounts for compliance with FASB 117. Valid codes are as follows: P (Permanently restricted) T (Temporarily restricted) U (Unrestricted) Financial Budgeting 27 Screens

34 Bgt The budget for the account. Budgetary Totals The total budgeted and actual amounts for all the accounts represented in your budget, including both discretionary and non-discretionary accounts. Description The object code description. Discretionary Totals The total budgeted and actual amounts for the accounts in your budget over which you have discretionary control. For example, salaries expense usually is not discretionary, but supplies expense usually is discretionary. Enc The amount encumbered for the account. Exp % The percentage of the budgeted amount that the function, or department, has spent, or committed to spend. The system computes the percentage as (Act + Enc) / Bgt. You can remove this column and display pending requisitions by selecting the Pend Req command. Fd The fund that you want to review. Freq: The frequency parameter for the information you want to review. The Freq and Prd codes control the information that appears on the Budget Review screen. The results of completing the two fields appear in the following table: Note: You specify the fiscal year that you want to review when you first access Budget Review. Freq value Description PRD value A All fiscal period ALL amounts M Monthly amounts (e.g., JAN) Y Year-to-date fiscal (e.g., period amounts JAN) Information on the Budget Review screen All fiscal period information for the year appears. Only the specified month s (e.g., January) information appears. All fiscal period information through the specified period (e.g., January) appears. Func The function code that you want to review (e.g., 1001 for the Art department). Note: You can mask this field if desired. Lvl The level of pooling you want to view. Valid codes, in order of consolidation, are as follows: B (Block) G (Group) S (Schedule) I (Item) Screens 28 Financial Budgeting

35 Note: Pooling relates to the ability to view budget information about a single account (using the (I)tem code), or a group of related accounts (using the other three codes, where the (B)lock code produces the most summarized information). For example, if a department has several salary accounts and needs to hire a temporary employee to perform a task, the department head can pool all the salary accounts (by entering B, G or S in this field). In order to see if any salary dollars are available for the temporary employee; you set up the blocks, groups, schedules and items in the Financial Statement table. Obj (top portion of screen) The object code that you want to review (e.g., 6100 for Materials and Supplies). Note: You can mask this field if desired, or leave it blank if you want to review all the object codes for a specific function. Obj (lower portion of screen) The object code related to the line item on the screen. Pend Req The total amount of unapproved requisitions that apply to the account. You can remove this column and display the percent of the budget that has been expended by selecting the Percent command. Prd: The fiscal period that you want to review (e.g., JAN, ADJ, ALL). Note: Enter ALL in this field if you want to review all fiscal periods; this field works with the Freq field to define the information that appears on your Budget Review screen. Subf The subfund code that you want to review (e.g., a construction project that is a subfund of your endowment fund). Note: Subfunds are self-balancing; when you use them, CX automatically creates due to/due from entries related to the subfund. Unexp The amount remaining in the budget, computed as follows: Bgt - (Act + Enc) Year The fiscal year for which you are displaying budgeted, actual, and encumbrance information. Commands The following is a list of the commands that you can execute from the Budget Review screen and their purposes. Note: You can use a specific command only when that command appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Abort In the Query or Selection Modes, restores the previous search criteria and displays the Budget Review information that matches the search criteria. Change Display Enables you to retrieve another Year or Prd/Freq combination. Financial Budgeting 29 Screens

36 Execute In the Query or Selection Modes, initiates the search for information that matches your search criteria. Exit Displays the Budgeting Main menu. Forward Scrolls one page forward. Backward Scrolls one page backward. Help Displays a Budget Review Help screen. Output Prints the results of your Budget Review query. Pend Req Changes the column headings on the Budget Review screen to include Pend Req (Pending Requisitions) and to remove Exp % (Expended Percentage). This command toggles with the Percent command. Percent Changes the column headings to include Exp % (Expended Percentage) and to remove Pend Req (Pending Requisitions). This command toggles with the Pend Req command. Query Perfoms an ID query. Review Enables you to enter another Fund/Function/Object/Subfund combination for review. Note: This command also enables you to enter another Year or Prd/Freq combination if desired. Scroll Down Enables you to view the next screenful of object information, if all the information does not fit on a single screen. Scroll Up Enables you to view the previous screenful of object information, if all the information does not fit on a single screen. Transactions Places you in Selection mode, and enables you to select an amount on the Budget Review screen for display on the Budget Transactions screen. Screens 30 Financial Budgeting

37 Budget Transactions Screen Purpose The Budget Transactions screen enables you to view the detail transactions that support the summary information that appears on the Budget Review screen. Access Access the Budget Transactions screen by selecting Transactions from the Budget Review screen, and then selecting the transaction for which you want to view supporting information. To select a transaction, use <Enter> and your arrow keys to move the brackets to the amount that you want to review, then select Execute. You can review actual, encumbered, and budgeted amounts from this screen. Example Following is an example of the Budget Transactions screen. Fields The following is a list of fields and their descriptions that appear on the Budget Transactions screen. Amt Displays the dollar amount of the transaction. Desc/Name Displays the description of the transaction, or the name of the person associated with the transaction, if the screen is set to display names. Financial Budgeting 31 Screens

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