The 411. Darcy Smith Sam Kepple Shelley Kepple
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1 The 411 Sam Kepple Darcy Smith Shelley Kepple
2 Updates Reminders Trainings Spotlight
3 Updates
4 Updates Next Release Early March 2017?? Purchase Order accounts summarized at end of PO Vendor address on PA Posting page
5 Reminders
6 Reminders Begin work on next year s budget preparation. Hang around for our Spotlight! Begin work on salaries & benefits portion of next year s budget. Document Storage
7 Trainings
8 Upcoming Trainings 411 in March Wednesday, March 29, :00am Webinar Session # in May Wednesday, May 3, :00am Webinar Session #
9 Spotlight
10 Preparing For Next Year s Budget
11 Initial Step - Export and Cleanup Utilities > Export by file ID 1. Select the appropriate file IDs by using the arrow buttons to move the selected file IDs to the right side of the page. 2. Click Execute. You are prompted to continue. 11
12 NY Budget Step 00 db######_n_mmddyyy_bud.rsf db######_7_mmddyyy_bud.rsf Step 03 db######_7_mmddyyyy_bud.rsf
13 Initial Step - Export and Cleanup Cleanup - Compare Finance and Budget Account Codes Tables Tables > Account Codes > Funds 13
14 Updating and Creating History Utilities > Update Budget Data *** *** 14
15 Updating and Creating History Copy Old Budget Data to New File ID Utilities > Copy Current to New File ID F I S C A L Y E A R 7 May need to delete old file ID 7 ( ) prior to copying to to New File ID 7 F U N D S Select All Funds 15
16 Updating and Creating History VERIFY the budget data File > Change File ID - (7) Reports > Budget Reports > Budget Report by Fund ***VERIFY then CHANGE back to File ID (N ), - Next year Budget*** Before updating to school year 16
17 Updating Next Year s Budget from the Current Year s Budget Setup District Budget Options for the New Budget Year Tables > District Budget Options Updating the School Year will change the HEADING dates for all reports 17
18 Updating Next Year s Budget from the Current Year s Budget Move Next Year Amounts to This Year Amounts Utilities > Reinitialize Budget Data *Reinitialize only Once* 18
19 Updating Next Year s Budget from the Current Year s Budget 19
20 Updating Next Year s Budget from the Current Year s Budget Copy Budget Account Code Tables from Finance Utilities > Clear/Copy Budget Tables > Copy Finance Tables to Budget (Tables) ***If Fund Code Table is selected, Funds will automatically add one year to the funds from copied from finance. Ex. Finance = 199/7 Budget = 199/8 20
21 Updating Next Year s Budget from the Current Year s Budget Copy the New Fund/Yr to the Budget Account Code Table Utilities > Mass Change Account Codes > Fund/Year Tables > Account Codes - Table could contain both Fund Years for 7 & 8 21
22 Updating Next Year s Budget from the Current Year s Budget Change the Fiscal Year in the current accounts to the New Year. Utilities > Mass Change Account Codes > Mass Crosswalk 22
23 Clearing Next Year Requisitions to allow entry for Clearing Next Year Requisitions Utilities > Clear Move NYR Requisitions to CYR 23
24 Make a Budget Export (backup) Budget Step 13 Utilities > Export by File ID - N
25 Deleting of Old (prior year/s) Budget Transactions and Tables Deleting Prior Year Fund & Transactions Utilities > Delete Funds 25
26 Deleting of Old (prior year) Budget Transactions and Tables Deleting Fund Codes Tables > Account Codes 26
27 Deleting of Old (prior year/s) Budget Transactions and Tables Clear Simulations and Crosswalks Utilities > Clear/Copy Budget Tables > Clear Budget Tables ****(May keep old simulations and just update accounts) This utility clears any simulations used last year by all users while building the budget and enables the user to create new simulations. Crosswalks should also be cleared, if used. 27
28 Updating Current Year Amended and Actual Amounts from (C) Finance Update Budget from Finance General Ledger Utilities > Update Budget Data 28
29 Updating Current Year Amended and Actual amounts from Finance Verify Budget Data Reports > Budget Reports > Budget Report by Fund 29
30 Updating Current Year Amended and Actual amounts from Finance Verify Budget Data Budget Inquiry 30
31 Updating User and Account Information Mass update User Accounts in District Administration Utilities > Mass Update Users Accounts by Fund Funds only show if accounts are specified for one or more users. From Fund Year XXX/7 To Fund Year XXX/8 31
32 Updating User and Account Information Manually Update User Profiles in District Administration Tables > User profiles Dropdown User then select Retrieve User Must verify that the Fund Yr is a 8 or X May also limit the accounts in which users are allowed 32
33 Updating User and Account Information Mass Delete Zero Balance Accounts (OPTIONAL) Utilities > Mass Delete Zero Balance Accounts This utility is used if you want to remove are any accounts that have a zero amount in the CY Original and in the CY Amended, CY Actual Amounts and you no longer want these accounts to display. They can be deleted by fund/year. 33
34 Updating User and Account Information Mass Lock/Unlock Funds Utilities > Mass Lock/Unlock Funds 34
35 Creating an Export (Backing Up) Make a Budget Export (backup) Budget Step 21 Utilities > Export by file ID 35
36 Inputting Data into Next Year Columns Begin Budget Maintenance Maintenance > Budget Data 36
37 Inputting Data into Next Year Columns Maintenance > Budget Data Quick Entry 37
38 Updating the Approved Column (REQUIRED) Before Moving to Finance Next Year Approved column must be populated BEFORE the accounts and amounts can be moved to Finance 38
39 The 411 Sam Kepple Darcy Smith Shelley Kepple
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