Global Software Budget Manager User Manual

Transcription

1 Global Software User Manual Worldwide Headquarters 3201 Beechleaf Court Raleigh, NC USA EMEA Headquarters 500 Chiswick High Road London, W4 5RG UK +44 (0)

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3 All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without the written permission of the publisher. Microsoft, Excel, Windows, Outlook, Office, Access, and SQL Server are all registered trademarks of Microsoft Corporation. BPCS and INFINIUM are registered trademarks of Infor Global Solutions in the United States and/or other countries. Lawson and Movex are registered trademarks of Lawson Software, Inc. and its affiliates in the Unites States and/or other countries. Oracle, JD Edwards, PeopleSoft, World, and OneWorld are registered trademarks of Oracle Corporation and/or its affiliates. SAP is a registered trademark of SAP AG in Germany and in several other countries. JACK HENRY trademarks are owned by Jack Henry & Associates, Inc. Trade names referenced are the service marks, trademarks, or registered trademarks of their respective manufacturers in the United States and/or other countries. Global Software, Inc. is not associated or affiliated in any manner with the respective owners of the foregoing trademarks, trade names or service marks unless expressly stated otherwise. The respective owners of the foregoing trademarks, trade names or service marks have not endorsed, certified or approved any of Global Software, Inc.'s products for use in connection with their respective products. While every precaution has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document. Printed: July 2010

4 I Table of Contents Part I Introducing 1 Overview Part II Installation 4 1 Additional Components Installation 5 3 Uninstall Process... 6 Part III Getting Started 7 1 Initiate Excel Add-In Settings 8 3 Process Overview... 9 Part IV Building Spreadsheets 10 1 GXB Formula Calculation Options Part V Budget Files 16 1 Creating a Budget... File 16 2 Control Level... Hierarchy 18 Adding Base... Control Levels 19 Adding Sub-Control... Levels 20 Adding Detail... Controls 21 One Workbook... per Control Level 22 Multiple Workbooks... per Control Level 24 Control Level... - Additional Options 28 Part VI Tracking Budget Progress 29 1 Setting the Status Using the Status... Summary Notifications Part VII Consolidation and Upload to Host 32 1 Load Budget... PC Database 32 2 Working with... the Budget PC Database 36 Display Account... Summary 38 Display Account... Detail 39 Verify Accounts Load SS Budget Export To CSV... File 42 Upload to Host... G/L 44

5 Contents II BPCS 405CD... Ledger 45 BPCS Ledger 47 Infinium Ledger JD Edwards... Ledger 51 Movex Ledger Jack Henry... Silverlake Ledger 56 Index Global Software, Inc. 57 II

6 3 1 Introducing 1.1 Overview What is? Global Software's allows an organization to streamline and control the budgeting process, ensuring timeliness, accuracy, and consistency of the budgets. transforms the budgeting process into a dynamic, flexible, and responsive system. Ease of Use Leveraging the popularity of Microsoft Excel spreadsheet as a budget building tool, the extracts budget data from spreadsheets into a central database. Less time accumulating the budget detail means more time for analysis and strategic planning. The allows full maintenance of budget data as well as optional transferring of the budget data into the General Ledger (where allowed by the host system). The budget work flow process allows managers to plan and control the budget process with a minimal amount of effort. This program provides a tool that enables the budget analyst to monitor budget progress and generate alerts against user-defined schedules to ensure that budgets are completed, validated, and authorized on schedule. Features & Benefits Leverage Excel as the budget input tool of choice Tree-View control of all budget spreadsheets Allows for multiple budget revisions Track budget completion by manager Extracts budget data from spreadsheets into a central budget database Reduce number of days to consolidate and upload the budget Eliminate requirement for IT or super-users to create/upload budgets with the automatic update of budget data into the General Ledger Works in conjunction with to send deadline reminders for the incomplete components

7 Installation 2 Installation 2.1 Additional Components 4 OPTIONAL CONNECTIVITY COMPONENTS For some ledgers the application communicates with the host ledger to validate accounts and upload budgets to application files. The appropriate host communication or connectivity software must be loaded and configured on the PC intended for use with. The communication software required for is the same as the communication software used by the ledger's corresponding Spreadsheet Server product. Contact your IT department to determine what is required to be installed. Global Software, Inc.

8 5 2.2 Installation NEW INSTALLS 1. Close any open sessions of Excel. 2. Run the Setup.exe program from the installation CD -or- from the downloaded and uncompressed zip file from Global's web site. 3. Follow and respond to the installation prompts. Global recommends taking the defaults. After installation customers may be directed to reboot depending upon the PC's MDAC level. This is generally typical for Windows 9X / Office 97 configurations. UPGRADE INSTALLS Generally upgrade installs follow the same process as a new install. Occasionally there are exceptions, so it is important to read Upgrade Guidelines published when a new version is released.

9 Installation Uninstall Process It is not necessary to uninstall Spreadsheet Server prior to installing new versions. An uninstall should only be performed in order to completely remove the product from the PC. 1. Start Excel. 2. For Excel 2003 and Prior: From the Excel menu, select Tools>Add-Ins. The Add-Ins panel appears. De-select the add-in named Global's GXB Add-In for Budgeting, and click OK. For Excel 2007 and Above: Click the Office button. The Excel Options panel appears. Select Add-Ins, and click Go. The Add-Ins panel appears. De-select the add-in named Global's GXB Add-In for Budgeting, and click OK. 3. Exit Excel. 4. Run the Unwise.exe program installed with the product. The program is located in the Program Files\Global Software BM folder if installation defaults were taken. Global Software, Inc.

10 7 3 Getting Started 3.1 Initiate Excel Add-In 1. Start Excel. 2. For Excel 2003 and Prior: From the Excel menu, select Tools>Add-Ins. The Add-Ins panel appears. Select the add-in named Global's Add-In for Budgeting, and click OK. For Excel 2007 and Above: Click the Office button. The Office Menu panel appears. Click the Excel Options button. The Excel Options panel appears. Select Add-Ins, and click Go. The Add-Ins panel appears. Select the add-in named Global's Add-In for Budgeting, and click OK.

11 Getting Started Settings allows the user to define various criteria to control processing. Settings should be established prior to building any budget files. 1. From the desktop, click Start>Programs>Global Software BM>. The Main panel appears. 2. From the menu, select Tools> Settings. The Settings panel appears. 3. Use the table to enter data on the Settings panel. Field Description General Ledger Versions: Select the appropriate General Ledger version. If the required GL is not specified in the list, select the All Others option. Select the appropriate server being used. Value options are Microsoft Outlook Exchange, IBM Lotus Notes and Novell GroupWise. Select the check box to indicate to ignore GXB formulas with zero balances. Select the check box to indicate to not validate account numbers. The account number validation routine is disabled for ledgers where it is not available. Note: For BPCS, Infinium, JD Edwards and Movex, where budgets are to be uploaded to the host, do NOT select this option. Browse and select the location of the MDB files that contain the budget balances. Note: This does not refer to the budget file (.BGX) which contains the budget control levels (trees) where the source spreadsheets are identified. Server: Ignore GXB Formulas with Zero Balances Do Not Validate Account Numbers PC Budget Master Files' Location 4. Click the Save button to write changes and exit the panel. Global Software, Inc.

12 9 3.3 Process Overview is a tool that allows for both the management and consolidation of multiple budget units through a centralized control. Below is an overview of the process from beginning to end. 1. Excel spreadsheets are prepared for distribution to each budgetary unit. These units are defined by each organization (i.e. Departments, Plants, Product Lines, etc.). 2. Distribution Manager may be used to distribute these spreadsheets to the appropriate individual per budgetary unit. 3. Create a new budget in. 4. Add Control Levels (or branches) to the budget tree. These control levels will usually correspond directly to the budgetary units defined by the organization. A budget tree may contain multiple levels (branches) under each control level. Only the lowest levels of a branch will contain links to the spreadsheet location, control manager, address, etc. These lowest levels are referred to as Detail Controls. In addition, all budget workbooks may be contained in a single folder through the use of wildcards. For example, "F:\Budgets\Dept_*.xls*" will find all workbooks in the Budgets folder that start with "Dept_", and will find Excel workbooks with the "xls" extension as well as "xlsx" extension (Excel 2007 and Above). 5. Set the status for the control levels to either Completed or Incomplete. Track and review the various budgetary units' progress and send reminders as appropriate. 6. Once the various spreadsheets are completed and approved the budget analyst will review each spreadsheet and create the Data Load worksheet using the GXB formula (refer to GXB Formula). These formulas can be created ahead of time as part of the standard budget template. 7. Load the PC Budget Database. The load option will create a consolidation of the GXB budget detail formulas. The budget data included in the consolidation is dependent on which spreadsheets are flagged to upload. Each load creates a new revision of the budget and can be reviewed, validated, updated with changes, if necessary, and finally uploaded to either the General Ledger on the host (if allowed by the G/L system) or to the Spreadsheet Server product for further analysis.

13 Building Spreadsheets 4 Building Spreadsheets 4.1 GXB Formula Use the GXB formula to retrieve budget amounts from various budget worksheets. Syntax: =GXB("Account String","Key 1","Key 2","Year","Period","Currency","Budget Amount","Memo","Description") Note: It is most common to use cell references within GXB formulas to identify parameters. Parameters: Below is a table outlining the different General Ledger versions with their applicable parameters. Ledger: BPCS 405CD Account String Key 1 Account BPCS 6+ LedgerAccount Ledger Infinium JD Edwards Movex Account All Other Ledgers Account Account Account Book Budget Name Not Used Ledger Type Budget Not Used Number Not Used Balance Key Not Used Key 2 Budget A or Budget B Not Used Year Year Year Year Year Year Year Period Period Period Period Period Period Period Currency Currency is required but not used for reporting Amount Currency is required but not used for reporting Amount Currency is Currency is Currency is Currency is required and required and required and required but used used used not used for reporting Amount Amount Amount Amount User Defined User Defined User Defined User Defined User Defined User Defined Account Description Account Description Account Description Account Description Account Description Account Description Budget Amount Memo Desc. Global Software, Inc. 10

14 11 Formula Example - For BPCS 405CD Ledger: Note: In the formula example below, the budget amount is obtained from a cell reference on a different worksheet (i.e. Actuals) than the worksheet containing the GXB formula (i.e. Budget). Formula Example - For BPCS 6+ Ledger:

15 Building Spreadsheets Formula Example - For Infinium Ledger: Formula Example - For JD Edwards Ledger: Global Software, Inc. 12

16 13 Formula Example - For Movex Ledger: Note: In the formula example below, the budget amount is obtained from a cell reference on a different worksheet (i.e. Budget Submittal) than the worksheet containing the GXB formula (i.e. GXBs). Formula Example - For Jack Heny Silverlake Ledger: Note: In the formula example below, the budget amount is obtained from a cell reference on a different worksheet (i.e. 2007Input) than the worksheet containing the GXB formula (i.e. 2007GXB).

17 Building Spreadsheets 14 Formula Example - For Oracle Ledger (i.e. specified in Tools> Settings>General Ledger Version: All Others) Global Software, Inc.

18 Calculation Options Multiple options are available for retrieving and calculating data within. 1. By default, the calculation function within Excel is set to calculate automatically. Global strongly recommends setting this value to manual so that all required spreadsheet changes or additions can be completed prior to re-calculating. Nav Tip:For Excel 2003 and Prior, this setting is found on the Calculation tab within Excel's Tools>Options menu. Nav Tip:For Excel 2007 and Above, this setting is found in the Calculation Options section on the Excel's Options Formulas panel. Click the Office button. The Office Menu panel appears. Click the Excel Options button. The Excel Options panel appears. Select Formulas. The Excel Options Formula panel appears. 2. The following options are available for calculating spreadsheets: F2+Enter Calculates the active cell. F9 Calculates all worksheets in all open workbooks. Shift+F9 Calculates the active worksheet. Ctrl+Alt+F9 Calculates all worksheets in all open workbooks, regardless of whether they have changed since the last calculation.

19 Budget Files 5 Budget Files 5.1 Creating a Budget File 16 Use the following steps to create a new budget file. 1. From the desktop, click Start>Programs>Global Software BM>. The Main panel appears. 2. From the menu, select File>New Budget -or- select the Create a New Budget icon ( the toolbar. The New Budget panel appears. 3. Enter the following information on the New Budget panel: Budget Title Manager Expected Completion Date Status, Notes and Comments (optional) 4. Click the Save button. The Save As panel appears. Global Software, Inc. ) on

20 17 5. Use the Save As panel to navigate to the appropriate location for the new budget and to specify the file name for the new budget. Global recommends using the default File Name, as it is the same name as the Budget Title entered on the previous panel. In addition, Global recommends using a file location that is backed-up on a regular basis. Click the Save button. The Budget - Control Levels panel appears, displaying the main "root" or ''budget tree" of the budget structure. 6. To display or change any of the data that has been entered thus far, then click on the Budget tab. The Budget - Budget panel appears. Corrected the desired fields, and click the Save button.

21 Budget Files Control Level Hierarchy There are two kinds of objects that can be added to the root of the budget hierarchy (tree): Control Levels: These are the "branches" of the tree. Detail Controls: These objects are where budget detail is specified (including which spreadsheet(s) are providing the budget values. The following text may be deleted: Each of these are affected by how the budget analyst wants to configure the budgets. Two budget scenarios are used to show different Control Level setups. Setup - Common to Both Scenarios Budgets are being prepared for There are 4 departments involved: D275 (Q/C), D235 (Mfg), D540 (Marketing), D760 (Sales). Each budget workbook contains the following worksheets: (2001 Actuals) Current year (2001) actuals Budget input area for (2002 Budget Input) Department Head responsible for data entry. (2002 Budget GXB) Worksheet of GXB formulas. These formulas are used by to take each budget value by Account String by month and consolidate them in the Budget Master file (MDB). When the Department Heads finish populating their budgets, they submit their workbooks to the Budget Analyst/Coordinator. When all have been submitted the Budget Coordinator then loads the budget balances into the budget file (.MDB). Scenario 1 (multiple Control Levels) Each department will be set up in their own control level so that budget tracking (complete/incomplete) as well as the ability to be flagged as "Ready for Upload". Scenario 2 (single Control Level) All Departments will be referenced in one Control Level and will be uploaded in one pass. There will be no individual department notifications of late budget sheets to departments because there is one status per control level and this level contains all four departments. The following sections show how to create Control Levels and Detail Controls. Global Software, Inc.

22 Adding Base Control Levels Control Levels are added from the base level (root) of the budget tree. 1. Right-click on the root of the budget tree and select "Add Control Levels" from the menu. 2. Type in each Control Level using the following rules: Maximum of 25 characters per level One title per line ENTER key starts a new Control Level 3. Once all Control Levels have been entered click the "Add" button. This will add the Control Levels entered to the root of the budget tree. 4. If more Control Levels are to be added, then repeat steps 1-3.

23 Budget Files Adding Sub-Control Levels Control Levels may be added as Sub-Control levels. Using "tree" terminology, it is like having branches on branches. 1. Right-click on the Control Level to which Control Levels are to be added ("Operations" in this example) and select "Add Control Levels" from the menu. 2. Type in each Control Level using the following rules: Maximum of 25 characters per level One title per line ENTER key starts a new Control Level 3. Once all Control Levels have been entered click the "Add" button. This will add the Control Levels entered to the selected Control Level. 4. If more Control Levels are to be added, then repeat steps 1-3. Global Software, Inc.

24 Adding Detail Controls A Detail Control is added to a Control Level. Detail Controls consist of the following data: Control Manager - this is a required field Expected Completion Date - this is a required field Budget Spreadsheets - this is a required field Addresses - optional Notes/Comments - optional Update Budget PC Database - optional Two examples will follow: one with one workbook per Detail Control, the other with multiple workbooks per Detail Control. Multiple Workbooks If more than one workbook is to be referenced (i.e. consolidation of several workbooks) then follow these steps: The Budget Tree will have been updated to look like the following (note that the branch's ext color is now green indicating a responsibility level with Detail Controls):

25 Budget Files One Workbook per Control Level Adding a Detail Control One Workbook Only per Control Level On the Control Levels screen right-click on the Control Level where the Detail Control is to be placed. Select "Add Detail Control to <Control Level Name>" from the menu. NOTE: this should be the lowest level branch. Enter the Control Manager and Expected Completion Date. In the "Budget Spreadsheets" section: browse to and select the appropriate Excel spreadsheet for this Control Level. (Optional) enter " Addresses" (for Incomplete Notifications). All addresses must be entered manually, with the exception of when Outlook is being used where addresses may be selected from the Address Book. (Optional) enter "Notes & Comments". (Optional) check "Update Budget PC Database" if this workbook is ready to be consolidated into the Budget Manager database. If not, leave unchecked. It may be checked later at any time. When data entry is complete click the "Save" button. A completed form looks like this: After clicking "Save" the Control Level structure now contains the Detail Control. Global Software, Inc.

26 23 Note that the Control Level to which the Detail Control is attached now has a green font. This is an indicator that the branch contains a Detail Control. Repeat the above steps for each Detail Control to be added. In this example that is one for every department. A sample completed structure is shown below.

27 Budget Files Multiple Workbooks per Control Level Adding a Detail Control Multiple Workbooks per Control Level On the Control Levels screen right-click on the Control Level where the Detail Control is to be placed. In this example there is only one Control Level. NOTE: This cannot be the Base of the tree. At least one Control Level must be added. Select "Add Detail Control to <Control Level Name>" from the menu. NOTE: this should be the lowest level branch. Enter the Control Manager and Expected Completion Date. In the "Budget Spreadsheets" section: browse to the location of the budget workbooks. Select one Excel spreadsheet (it may be any one that contains GXB formulas for this budget) by doubleclicking the workbook or single-click and click the "Open" button. This opens the "Control Detail" window. Global Software, Inc.

28 25 In the "Budget Spreadsheets" section edit the path\file_name and insert wildcards where necessary to include all of the workbooks applicable to this budget. " Addresses" (for Incomplete Notifications) need not be entered for this configuration. This is because you cannot flag individual workbooks as complete or incomplete. Only the Detail Control can be flagged. (Optional) enter "Notes & Comments". (Optional) check "Update Budget PC Database" if all of the workbooks in this Detail Control are ready to be consolidated into the database. If not, leave unchecked. It may be checked later at any time. When data entry is complete click the "Save" button. A completed form looks like this:

29 Budget Files 26 After clicking "Save" the Control Level structure now contains the Detail Control. Note that the Control Level to which the Detail Control is attached now has a green font. This is an indicator that the branch contains a Detail Control. By using wildcards in the "Budget Spreadsheet" path only one Control Level is necessary. A sample completed structure is shown below. Global Software, Inc.

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31 Budget Files Control Level - Additional Options To specify additional options, right click on a Control Level. Additional options included are: Add Control Levels - used to create branches and sub-levels of the Budget Tree. Add Detail Control to " " - used to attach spreadsheet, manager, and information to the lowest sub-levels of the Budget Tree (not applicable to the root level). Remove this Level (and any sub-levels) from this Budget - to delete a branch from the Budget Tree (not applicable to the root level). Modify this Level's Title - used to edit the description of a Control Level (not applicable to the root level). Set 'Update Budget PC Database' Status ON for this Level (and any sub-levels) - a quick way to select all Detail Control Levels within a summary Control Level as completed and ready for consolidation to Budget PC Database. Set 'Update Budget PC Database' Status OFF for this Level (and any sub-levels) - a quick way to deselect all Detail Control Levels within a summary Control Level indicating that they are not ready for consolidation to Budget PC Database. Set Status of this level (and any sub-levels) as 'Completed'. Used in conjunction with "Incomplete Notifications". Set Status of this level (and any sub-levels) as 'Incomplete'. Used in conjunction with "Incomplete Notifications". Expand All Levels - a way to view all components of a Control Level with one click. Collapse All Levels - a way to compress the view only the major Control Level with one click. Cancel Menu - closes the menu envoking an action. Global Software, Inc.

32 29 6 Tracking Budget Progress 6.1 Setting the Status Setting a Control Level (and any of it's sub-levels) as complete determines how information appears on the Status Summary tab. If the Control Level is set to complete, the Detail Control for the level will appear in the Completed area of the Status Summary tab. If the Control Level is set to incomplete, the Detail Control for the level will appear in the Incomplete area of the Status Summary tab. To toggle a Control Level as either completed or incomplete, right-mouse click on the Control Level and select the appropriate action: Set the Status for this level (and any sub-levels) as "Complete". Set the Status for this level (and any sub-levels) as "Incomplete". A colored block icon with a check mark denotes completed Control Levels. Blank blocks denote incomplete Control Levels. Using the example Budget Tree below, note that Summary level "Marketing" is the only summary level whose status is set to completed. Update Budget PC Database Checking this box indicates that the budget spreadsheet has been reviewed and accepted and is ready to load into the PC'S budget Database in preparation for uploading these values to the Host. Only spreadsheets for Detail Controls whose "Update Budget PC Database" check box is checked will be considered for subsequent uploading to the Host.

33 Tracking Budget Progress 6.2 Using the Status Summary The Status Summary tab can be accessed to conveniently view a status of the budgets that have been completed and more importantly, the budgets that are still not yet complete. In addition, it will allow for a convenient reminder to be sent from within the application. As indicated in the Setting the Status topic Setting the Status, a colored block with a check mark indicates that the Detail Control is now complete and will therefore fall into the completed section of the Status Summary tab. Conversely, an empty block will result in the Detail Control level residing in the Incomplete section and allowing it to be tagged as eligible for the Incomplete Notification selection. s will be sent to those individuals who's status is Incomplete. Global Software, Inc. 30

34 Notifications notifications will only be sent to the Control Level Manager if the status is Incomplete. To send notifications: 1. Make sure that the application is running. 2. Verify, using the Status Summary tab, the status of each Detail Control Level within the Budget Tree to ensure that the correct levels have been updated as Complete or Incomplete. If necessary, update the status under the Control Level tab by changing a level's status as described in the Setting the Status topic Setting the Status. 3. On the Status Summary tab, click on Incomplete Notifications located at the top of the panel. 4. Complete the Subject line with a brief message that will appear in the Subject line of the recipients incoming Click OK to send. Progress information will be displayed as the system is working on the request.

35 Consolidation and Upload to Host 7 Consolidation and Upload to Host 7.1 Load Budget PC Database 32 One of the most beneficial features of the product is the ability to retrieve budget data from the various Control Level spreadsheets and consolidate them into a PC Database file. All Detail Control Level spreadsheets can be consolidated within. The GXB formula is utilized to indicate to the program what data is to be retrieved from the various spreadsheets and brought into the Budget PC Database. This process can be repeated as many times as necessary and each time the resulting Budget PC Database will be captured with a revision ID so that previous versions can be reviewed again or deleted if no longer required. To Load the PC Database file: 1. Make sure that all desired Detail Control Level's "Update Budget PC Database" check boxes within the Budget Tree have been checked. 2. Once all Control Levels are checked for update, click on the Load PC Budget Database button at the top of the window. 3. A confirmation screen will be displayed identifying the selected spreadsheets. A revision number must be input. For information purposes, the previous revision number will be displayed as well as the Budget Title. Input the new revision number and click Next. Global Software, Inc.

36 33 4. A screen will display indicating the new revision id# has been accepted. Click the Next button to extract budget data from spreadsheets. 5. The Status of each spreadsheet will progress from Ready, to Extracting, to Done until the last spreadsheet has been successfully extracted. If account number validation is turned on, click Next to validate the extracted budget data's account numbers. If validation isn't turned on, then the Load process will skip to Step 4.

37 Consolidation and Upload to Host 34 Account Validation Account validation is available for the following ledgers: BPCS, JD Edwards, Infinium, and Movex. 1. Account validation is real-time. You will be required to connect to your ledger's host (JD Edwards in this example). If any invalid accounts are detected, you will be prompted to view them. Global Software, Inc.

38 35 2. A screen will display indicating that the load was successful. Click Finish to complete the process.

39 Consolidation and Upload to Host Working with the Budget PC Database 1. From the menu, select File>Open Budget. Navigate to and select the desired budget. The Budget panel appears for the selected budget. 2. On the Budget panel, click the Maintain PC Budget Database button. The Maintain PC Budget Database panel appears. From the Maintain PC Budget Database screen the following options can be accessed: View the budget by period and summarized by account number. Drill-down to the detail level for a specific account and period. View and modify the source spreadsheet directly via Excel. Global Software, Inc.

40 37 Change the budgeted detail amounts directly to the PC Database - overriding the spreadsheet's source. Connect to the host and verify account numbers, displaying a report of invalid accounts. Remove budget revisions no longer needed from the Budget PC database. Export the budget data from the Budget PC database to Comma Delimited (.CSV) file. Upload the budget data from the Budget PC database to the host.

41 Consolidation and Upload to Host Display Account Summary Display the Account Summary for a specific Budget Title and Revision ID by either double-clicking on its line in the Budget grid or right-clicking on its line and then selecting Display Account Summary from the popup menu. The Account Summary grid will populate with the consolidated budget amounts for periods 1 through 14, summarized by Budget Key, Year, and Account Number. The budget tree will also be displayed in a window to the left of the detail. To view the detail for a specific control within the tree, select the control and right-mouse click to select the View Details option. To position the Account Summary grid to a specific account number, key the value in the Account field and click the Find button. Note: To copy the entire contents of the Account Summary grid to the clipboard, right-mouse click on any line in the Account Summary grid and select Copy Grid to Clipboard from the popup menu. Paste the budget data into other tools, such as Excel, for further analysis and reporting. Global Software, Inc.

42 Display Account Detail Drill-down to the Account Detail for a specific account by either double-clicking on its line in the Account Summary grid or right-clicking on its line and then selecting Display Account Detail from the popup menu. The Account Detail window appears with a grid of the budget account's source for each period's amount. Each line in the grid can be viewed to trace back to the account's Excel workbook, worksheet, and specific cell. Period amounts may be changed directly within the grid. Editing in this manner will be in effect for the upload but will NOT carry back to the source spreadsheet. To view the source's Excel spreadsheet either manually or by right-clicking on the grid line and selecting View Excel Spreadsheet from the popup menu. This action will redirect the user to the cell on the appropriate worksheet. If modifications are made to the spreadsheet, the Budget's PC Database will have to be reloaded with an incremented Revision ID.

43 Consolidation and Upload to Host Verify Accounts Account numbers should be verified prior to uploading the budget data to the iseries Host. verifies the accounts by checking them against the appropriate ledger's Chart of Accounts file of the host. Any invalid accounts can be viewed via Window's Notepad for subsequent correction. Initiate the verification process for a specific Budget Title and Revision ID by right-clicking on its line in the Budget grid and then selecting Verify Accounts from the popup menu. Account validation is real-time. Connection to the ledger's host is required. If any invalid accounts are detected, a prompt to view will appear. Global Software, Inc.

44 Load SS Budget Budget data can be loaded to the PC SSBudget database for use by Global's Spreadsheet Server product. The budget balances can then be brought into spreadsheet cells via GXA or GXL formulas, and analyzed using actual budget data from current or previous years. Initiate the load process for a specific Budget Title and Revision ID by right-clicking on its line in the Budget grid and then selecting Load Budget for Spreadsheet Server from the popup menu. Respond Yes to the next message to continue. A screen will display prompting for the SS Cache location. Use the browse button to select the path if Spreadsheet Server settings not set to the default. Click OK to proceed to next step.

45 Consolidation and Upload to Host Export To CSV File To load the budget data to a CSV file 1. To load an entire revision, select a single revision, right click, and select Export to CSV File. A screen will appear prompting for Key1 which allows for export Key1 specific budget data. Choose ALL KEY1S to export everything. 2. Browse and select the name of comma delimited file (*.csv) where the upload details will be stored. 3. Format for the (*.csv) file fields is shown below. Amount 1 to Amount 14 are budget amount for period 1 to period 14 Budget Name Budget Revision Year Account String Global Software, Inc.

46 43 Account Segments 1 Account Segment 2 Account Segment 3 Account Segment 4 Account Segment 5 Account Segment 6 Account Segment 7 Account Segment 8 Account Segment 9 Account Segment 10 Account Segment 11 Account Segment 12 Account Segment 14 Amount 1 Amount 2 Amount 3 Amount 4 Amount 5 Amount 6 Amount 7 Amount 8 Amount 9 Amount 10 Amount 11 Amount 12 Amount 13 Amount 14 Total Amount for All Periods (Sum of Amount 1 to 14) Description

47 Consolidation and Upload to Host Upload to Host G/L Select the applicable ledger and version for detail pertaining to the upload to host feature. BPCS 405CD Ledger BPCS 6+ General Ledger Infinium General Ledger JD Edwards General Ledger Movex Ledger Jack Henry 2020 Ledger Global Software, Inc. 44

48 BPCS 405CD Ledger This process allows the data transfer from the application to the host General Ledger. The Upload to Host G/L process can be run for a single revision within the budget. To load the budget, follow the steps listed below. 1. To load a particular revision, select the revision, right click, and select Upload to Host G/L. This takes one revision's complete data, compiles it into detail records, and ultimately loads it to the GGM file within BPCS. Key 1 specific budget data or ALL KEY1S data can be uploaded. 2. Enter the required information for the AS/400 upload. 3. A series of informational messages will display at the bottom of this panel to indicate the progress of the request. A connection will be established and host access will be verified. Click Next to proceed.

49 Consolidation and Upload to Host A series of informational messages are displayed during each step of the process. The next steps prepare the budget data and uploads it to the BPCS files. 5. Click Next. 6. Click Finish. Global Software, Inc.

50 BPCS 6+ Ledger This process easily allows the data transfer from the application to the host General Ledger. A BTP Import definition must be created prior to running the final post. The Upload to Host G/L process can be run for a single revision within the budget or can create a net change entry based on two revisions within. To load the budget, follow the steps listed below. 1. To load a specific revision, select the revision, right click, and select Upload to Host G/L. This takes one revision's complete data, compiles it into header and detail records, and ultimately loads it to the GBH and GBL files on the iseries host. To load a net change between two revisions, select the two revision headers, right click, and select Upload to Host G/L Net Change. Key1 specific budget data can be uploaded or ALL KEY1S upload everything. 2. Enter the required information for the AS/400 upload. 3. A series of informational messages will display at the bottom of this panel to indicate the progress of the request. A connection will be established and host access will be verified. Click Next to proceed.

51 Consolidation and Upload to Host A series of informational messages are displayed during each step of the process. The next steps prepare the Budget data and uploads it to the BPCS files: GBH (headers) and GL (detail). Click Next to continue or Cancel to discontinue and exit the process. 5. Click Next. Global Software, Inc.

52 Infinium Ledger This process easily allows the data transfer from the application to the host General Ledger. The Upload to Host G/L process can be run for a single revision within the budget. To load the budget, follow the steps listed below. 1. To load an entire revision, select a single revision, right click, and select Upload to Host G/L. Key1 specific budget data or ALL KEY1S data can be uploaded. 2. Enter the required Key1 information. 3. Browse and select the name of comma delimited file (*.csv) where the upload details will be stored. 4. User will be prompted with successful message and given an option to view the file.

53 Consolidation and Upload to Host 5. The Format of (*.csv) file fields is shown below: Amount1 to Amount14 are budget amount for period 1 to period14 Budget Name Budget Revision Year Account String Account Segment 1 Account Segment 2 Account Segment 3 Account Segment 4 Account Segment 5 Account Segment 6 Account Segment 7 Account Segment 8 Account Segment 9 Account Segment 10 Account Segment 11 Account Segment 12 Account Segment 13 Account Segment 14 Amount 1 Amount 2 Amount 3 Amount 4 Amount 5 Amount 6 Amount 7 Amount 8 Amount 9 Amount 10 Amount 11 Amount 12 Amount 13 Amount 14 Total Amount for All Periods (Sum of Amount 1 to 14) Global Software, Inc. 50

54 JD Edwards Ledger This process easily allows the data transfer from the application to the host General Ledger. The Upload to Host G/L process can be run for a single revision within the budget. To load the budget, follow the steps listed below. 1. To load an entire revision, select a single revision, right click, and select Upload to Host G/L. This takes one revision's complete data, compiles it into detail records, and ultimately loads it to the F0902Z1 or F14112 on the iseries host. Key1 specific budget data or ALL KEY1S data can be uploaded. 2. Enter the required data into the Sign On screen and press OK. 3. Enter the required Key1 information. Click Next.

55 Consolidation and Upload to Host A series of informational messages are displayed during each step of the process. A connection will be established and host access will be verified. Click Next to proceed. 5. A series of informational messages are displayed during each step of the process. The next steps prepare the budget data and uploads to F0902Z1 file. Global Software, Inc.

56 53 6. Click Finish.

57 Consolidation and Upload to Host Movex Ledger This process easily allows the data transfer from the application to the host General Ledger. The Upload to Host G/L process can be run for a single revision within the budget. To load the budget, follow the steps listed below. 1. To load an entire revision, select a single revision, right click, and select Upload to Host G/L. This takes one revision's complete data, compiles it into detail records, and ultimately loads it to the FBUDET file in Movex. 2. Enter the required information for the AS/400 upload and press Next. 3. A series of informational messages are displayed during each step of the process. A connection will be established and host access will be verified. Click Next to proceed. Global Software, Inc.

58 55 4. A series of informational messages are displayed during each step of the process. The next steps prepare the Budget data and uploads to the FBUDET file in Movex. 5. Click Next.

59 Consolidation and Upload to Host Jack Henry Silverlake Ledger The upload is currently accomplished using a CSV file as the source into the Jack Henry Silverlake General Ledger. Please reference the section Export to CSV File. Global Software, Inc.

60 57 Index -Aaccount validation 32 add control levels 28 add detail control 28 add-in 7 -Bbenefits and features 3 BGX file extension 16 BPCS upload to host 45 BPCS upload to host 47 BPCS General Ledger 44 branch 20 Budget File 16 Creating 16 Budget Spreadsheet File Location 21, 22, 24 Budget Title 16 budget tree 16, 19 Adding Control Levels 18 Adding Detail Controls 21, 22, 24 -E Address 21, 22, 24 Notifications 30 Incomplete Status 30 Send 31 Examples 39 Account Detail 39 Account Summary 38 Budget File 16 Control Levels 18 Detail Controls 21, 22, 24 Notifications 31 GXB 10 Load Budget Database to PC 32 Load SS Cache 41 Setting the Status 29 Status Summary 30 Upload to Host G/L 44 Verify Accounts 40 Excel add-in 7 expand all levels 28 Expected Completion Date 16, 21, 22, 24 -F- -Ccalculation options 15 cancel menu 28 Change Budget Amount 39 collapse all levels 28 Control Capabilities 36 Control Level 19, 20 Adding 18 Additional Options 28 Control Manager 21, 22, 24 Copy Grid to Clipboard 38 Creating a New Budget 16 features and benefits 3 Find Account 38 For Infinium General Ledger: -GGBH 44 iseries File GBL 44 iseries File GXB H- -DDetail Control Adding 21, 22, 24 Detail Source 39 Display Account Detail 39 Display Account Summary host communications 4 44

61 Index Incomplete 29 Settings 29 Status Summary Tab sub-control 20 -IInfinium 49 installation 5 introduction 3 Invalid Account Numbers 40, Uunistall 6 update budget PC database 28 Checkbox 29, 32 upload to host 45, 47, 51, 56 Infinium 49 Upload to Host G/L 44 -JJack Henry Silverlake 56 upload to host 56 JD Edwards 51 upload to host 51 JDE 51 upload to host 51 -Vvalidate 32 Verify Accounts 40 View Excel Spreadsheet -LLoad Budget Database to PC MMaintain PC Budget Database modify this level's title 28 multiple workbooks Ooverview 9 -Rremove this level root 16, Sset status 28 settings 8 single workbook 22 Spreadsheets 39 Viewing 39 Status 29 Complete Global Software, Inc Global Software, Inc.