Module: Budget Processing Topic: Next Year Budget Entry Next Year Budget Entry Munis Version 11

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1 Module: Budget Processing Topic: Next Year Budget Entry Next Year Budget Entry Munis Version 11 Objective This document provides instructions on how to enter next year budget requests. Overview Departments are responsible for submitting level one budget requests to the budget office. This document outlines the entry of next year budget requests using Munis budget detail and the submission of these records to initiate the review process. Prerequisites Before you can successfully use this feature, you must ensure that the necessary settings and codes are in place. If settings and codes are not set up, or not set up correctly, you may need to contact your Munis system administrator or department manager to have them updated or added into the Munis system. Confirm the following: You have permissions to enter budget level one and the capability to view, create, modify, and delete A projection has been generated by budget staff through the Define/Start Budget Projection program, and set as the default in the Budget Settings program. Page 1

2 Procedure Budget Detail Entry To add next year budget requests into Munis: 1. Open the Next Year Budget Entry program. Financials > Budget Processing > Next Year Budget Entry 2. Select the projection number for which to add accounts. 3. Click Accept. The program displays the Account Find screen. Complete one or more of the fields to find an account or accounts Page 2

3 4. Click Accept or select Segment Find. The Segment Find option displays the GL Segment Find Screen. Complete one or more of the fields to find an account or accounts 5. Click Accept. The program returns to the Next Year Budget Entry screen with the selected accounts included. Note: Regardless of which account selection method utilized, each Munis user is restricted to accounts for which they have budget authority. Page 3

4 6. To view account detail, double-click an account line, or single-click an account line and then click the Account Info button. The program displays the Account Info screen. The Account Info screen provides information specific to the account at the top of the screen. The Main tab presents any current year data including the original budget, any revisions, actual and encumbered expenses. This may be useful for analysis and forecasting what should be requested for the new budget year. Page 4

5 Click the GL Account Inquiry button to display the Accounts Inquiry screen to view summarized and detail history for the account for up to four years, as well as to view information on the current available budget. You cannot modify data in this program, but you can view data and create reports of collected data. Add Budget Detail To add budget requests: 1. Click Budget Detail Page 5

6 2. The program displays the Detail Info screen. 3. Click Add, and then complete the fields to enter initial budget requests within the defined target using a detail record for each account. Refer to the following table for specific field details Field Description Account Sequence Yr This box stores the account number for the budget project entry. If your organization uses the org/object/project format for account numbers, the program displays the account number in this format. This box contains the line sequence number. Munis programs automatically assign sequence numbers in increments of 10, or you can assign them manually. Using increments of 10 allows you to insert detail between records. This box contains the year of the budget, if your organization uses the biennial budgeting process. The budget year is not required. This list indicates the item description as it applies to the program: Continuing item New item in an existing program New or expanded program Is This a 1-Time Expenditure or Revenue? This description is required. This check box directs the program to consider the expenditure a one-time expense or one-time revenue budget request. Page 6

7 Field Priority Item Request Group User-Defined Status Item Type Requested Quantity Unit Cost Total Description Justification Qty Description This check box indicates that an item needs to be considered immediately. This list identifies the requesting group for the budget item. If your organization does not use Munis Project Accounting, these codes allow you to incorporate projects in budget projections; if your organization does use Project Accounting, these codes allow you to incorporate multiple funding sources for a program across multiple projects. Request Group codes are established in Budget Miscellaneous Codes. This list identifies user-defined codes, if applicable. This code allows you to further break down programs within projects. If your organization does not use Munis Project Accounting, these codes allow you to incorporate projects in budget projections; if your organization does use Project Accounting, these codes allow you to incorporate multiple funding sources for a program across multiple projects. User-defined codes are established in Budget Miscellaneous Codes. This list indicates the status of this item. The Approve button allows you to change the status; the options are Approved, Denied, or Clear. This list determines the type of item for the entry: Amounts, Vendor, Position, Position Value. The value of this list determines the accessibility of the fields on the Vendor/Commodity and Position tabs. If you enter Vendor or Position, the type automatically reverts to Amounts and the record is stored with Amounts. This is to identify which records were manually added versus those that may have been imported (from a Payroll process, for example). This box contains the projected quantity. This box contains the unit cost, if applicable. If the unit cost changes, the amount is recalculated, regardless of any prior amount. If you leave this box blank, the default value of the cost is the cost in the Commodity Codes program. If you enter a cost that does not match the information in Commodity Codes, you receive a prompt, asking if you would like to replace the information. This box is not accessible if you do not have the appropriate budget level permissions. This box displays the total amount for the projected quantity at the projected unit cost. The program completes this box; the value is display only. This box contains the description of the detail budget item. If you leave this box blank, the default description is the description in the Commodity Codes program. If you enter a description that does not match the information in Commodity Codes, you receive a prompt, asking if you would like to replace the information. The description can contain up to 100 characters. This box contains the justification, or the reason, for the budgeted item. For example, the justification could be an explanation of cost. The justification text can contain up to 100 characters. This box indicates the projected quantity required over the next budget year. Page 7

8 Field Amount Account Totals Description The Quantity box is available when the Project Detail Operational Quantity Access check box is not selected in the Budget Settings. If this check box is selected, the Amount box is accessible. If the quantity changes, the value of the Amount box is recalculated, regardless of any prior amount. This box contains the amount for the detail line. If the quantity changes, the value of the Amount box is recalculated, regardless of any prior amount. The Quantity box is available when the Project Detail Operational Quantity Access check box is not selected in the Budget Settings; in this instance, you cannot access the Amount box. If the Project Detail Operational Quantity Access check box is selected, the Quantity box is not available, but the Amount box is accessible. These boxes display the total amounts for each of the budget levels. These boxes are display only. 4. Click Accept to save the new detail record. a) If any changes need to be made to the specific record, click Update to modify any of the available fields, and then click Accept to save any changes. b) In the event additional detail records need to be added for this account, click Add and repeat steps until all detail records have been added, and the desired requested budget amount is reflected in the Account Totals box. 5. Click Return to close the Detail Info screen to return the Account Info screen to review totals entered for this account. Use the navigation bar at the bottom of the screen to move to the next account record in the active set of records and click the Detail Info button to add budget requests for the current account. 6. When you finish adding budget requests, close the Account Info screen to return to the Next Year Budget Entry screen to review totals for each account request. The screen also displays detail records in a summary format under each account line. The total initial budget request must be submitted within the target figure provided by the budget office staff. Any supplemental or reduction requests will be submitted in separate accounts for additional review. Page 8

9 Procedure Budget Entry To add next year budget requests into Munis: 1. Open the Next Year Budget Entry program. Financials > Budget Processing > Next Year Budget Entry 2. Select the projection number for which to add accounts. 3. Click Accept. The program displays the Account Find screen. Complete one or more of the fields to find an account or account. Page 9

10 4. Click Accept or select Segment Find. The Segment Find option displays the GL Segment Find Screen. Complete one or more of the fields to find an account or accounts 5. Click Accept. The program returns to the Next Year Budget Entry screen with the selected accounts included. Page 10

11 6. Highlight the account to enter the budget into and click Update. The program moves the cursor to the level one field of the account number selected. 7. Enter the amount to request for this specific account number, and then press Tab to move to the next account number. If the account requires budget detail information, the program moves the cursor to the Detail Info line after you enter the dollar value. a) Enter the quantity and amount of each item comprising the total amount requested in the Account detail. For example, if you enter $10, in the Account group, you need to enter Account Detail that totals this amount. b) Click Accept to save the details. c) Click Return on the ribbon to return to the Next Year Budget Entry screen. Update Budget To update an amount direct from the Next Year Budget Entry screen: 1. Highlight the account to change and click Update. 2. Enter the necessary changes, and then click Accept to save the changes. Page 11

12 Update Budget Detail To make changes to the detail lines: 1. Click Detail Entry. 2. Click Update, enter the changes, and then click Accept to save the changes. Send Notification of Budget Changes Once departmental budgets have been entered and reviewed, you must notify the budget office that level 1 budget entry has been completed. To send workflow notification of budget requests: 1. With the projection and budget level record open on the Next Year Budget Entry screen, click Dept Alert. Page 12

13 The program displays the Department Notify screen and displays the default department code associated with your user profile in the Department Code box. 2. Confirm your department code or click the help button to select the code from a list. 3. Click Accept. The program displays a confirmation message. 4. Click Yes to continue. The program generates the notification to the budget office approver indicating that your department has completed budget entry for level 1 Results Departmental budget requests have been entered for level 1. Budget staff has been notified that level 1 entry has been completed, and access to the budget projection will be restricted once the level 1 cutoff date defined by the budget calendar is reached. Status Change There is no status change to this record. GL Impact This process does not affect the general ledger. Other Munis Modules Impact This process does not affect other Munis Modules. Page 13

14 What s Next? Level 1 figures for this projection are now available for reporting within the Next Year Budget Reports program. Until the level 1 cut-off date is reached, the projection is available for any changes to be made to next year requests. Salary and benefit information will be generated from the Payroll/Human Resources department and linked to the budget projection for reporting purposes. The Budget office will roll the level 1 figures to level 2 as the budget process continues. Any approvals, denials, or changes made by each governing body will be reflected in this projection at the appropriate level. Upon adoption, the final projections will be posted to the master so that departments or agencies can enter transactions against the funds. The Budget Completion Journal will be posted as part of the year-end close process at which time the journal entries are created to post the original budgets for all accounts. Page 14