Central Budget Entry Munis - Financials: Central Budget Entry

Transcription

1 MU-FN-8-F, MU-FN-14-C Central Budget Entry Munis - Financials: Central Budget Entry CLASS DESCRIPTION This class will provide an overview of the Central Budget Entry program that is new to Munis version 11.1! The class will highlight basic navigation, budget entry and a number of new tools available to users as they prepare their budget including: Custom User Interfaces, Analysis Tiles, Microsoft Office Integration, as well as access to Account Central and Next Year Budget Reports. Objective After completing this class, users will have a high level understanding of how Central Budget Entry can be leveraged to effectively enter budgets into Munis. Central Budget Entry The Central Budget Entry program is designed as a consolidated resource for completing the budget entry and request process. The program allows entry of budget figures by department, and displays those figures by account, project string, employee, or position. The program enforces maximum threshold amounts and budget access dates, and produces department notifications.

2 Central Budget Entry Setup In order for Central Budget Entry to enforce budget thresholds and budget access dates, there are some settings that need to be in place prior to using Central Budget Entry for the first time. This next section will highlight those settings. Budget Department Settings Financials > Budget Processing> Budget Department Settings To establish departmental budget thresholds, the Budget Department Settings program needs to be selected within budget module to select the respective segments to be used. Munis Menu Budget Department Settings 1. The Budget Department Settings program allows you to define which segment from your chart of accounts represents the department or agency as well as define the segments that budget thresholds will be set at during the creation of a budget projection. 2

3 2. Once the Budget Department Settings are established the next step is to create a budget projection in the Define/Start Budget Projection program. The creation of the budget projection is no different than how they have been created in the past; however there are two new menu options have been added specifically for use with Central Budget Entry functionality. Define Start Budget Projection Access Dates/Threshold Amts Options Budget Threshold Amounts Financials > Budget Processing> Define Start Budget Projections 1. The Threshold Amounts menu option is where you will formally indicate the budgetary thresholds based on the segments defined in the Budget Deparment Settings. In the example below of budget threshold of $2,000, was set for the Finance Office. Define Start Budget Projection Threshold Amounts 2. In the event the Finance Office exceeds 2,000, in Central Budget Entry, the program will prompt the user with a message that indicates that they are not only over their threshold, but they can see what is available to them in the ceiling information in Central Budget Entry. 3

4 Budget Access Dates Financials > Budget Processing> Define Start Budget Projections 1. The Access Dates menu option is used to establish a budget calendar and to grant access or restrict access for budget entry users during the various budget levels of the appropriation process. Define Start Budget Projection Budget Access Dates 2. Note: For the departments that are notoriously late on completing their budget requests every year there is the option to grant level and or date access override permissions as needed in the Account Access Folder of your projection: Define Start Budget Projection Account Access 3. Simply select the department that requires level access override or date access override to complete their budget request in Central Budget Entry. 4

5 Define Start Budget Projection Account Access Central Budget Entry Financials > Budget Processing > Central Budget Entry Tyler Menu 5

6 Central Budget Entry Landing Screen Central Budget Entry Munis Ribbon The Munis Ribbon is located at the top of the page and supplies you with various search and action options. It is broken up into five categories: Search, Actions, Tools, Office, Options, and View. Below will breakdown these various options. Search Ribbon 1. There are three search options available. The first is a quick search option that allows you to quickly find an account within the projection 2. View all allows you go clear the filtered accounts that have been search on previously. 3. Advanced allows you to search on specific criteria on accounts that will allow you to filter in a more detail view. 6

7 Central Budget Entry Ribbon Central Budget Entry Ribbon Advanced Find Action Ribbon 1. The first four options within the Action area are your basic account maintenance options. You are able to change to a different projection, add or delete an account from the projection or Mass delete accounts from the projections. 7

8 Central Budget Entry Ribbon - Actions 2. Mass Update will allow you to do two different updates. Budget Amounts and Projected Actuals. Central Budget Entry Ribbon Mass Update a. Budget Amounts Questions are supplied for what type of Mass Update of Budget Amounts should occur. Central Budget Entry Ribbon Mass Update Budget Amounts 8

9 b. Projected Actuals Options are available to create Projected Actuals off calculated Amounts from within Munis. Central Budget Entry Ribbon Mass Update Projected Actuals Option Ribbon 1. Besides, the obvious new look and feel to the Central Budget Entry program, users can customize their screen to surface the information that is most important to them. To do so simply click on the Account Columns icon from the options menu ribbon and check the columns that you would like to view and click okay to save your changes. 9

10 Additional Ribbon Options Option Description View Opens the Account Central program for account transactional history and detail. Opens the Project Master program to add, update, and delete projects that should be included in the appropriation process. Opens Project Budget Package Entry to allow for Project Budget Updates Opens Budget Reports for additional budget reporting options. The Budget Scenarios program allows you to prepare multiple versions of proposed budget packages at any budget level. Multiple scenarios are created by applying one or more decision packages to a budget projection. You can view the impact upon a budget by applying dollar value or percentage point increases or decreases to specific accounts. Central Budget Entry Additional Ribbon Options 10

11 Collapsible Information Window The collapsible window will supply you with various information amount the projection as a whole and specific account information for a selected account. The window is broken up into four sections. 1. Supplying you with Projection information, like the Projection number and the description and notes that have been added to the projection setup. 2. You will be able to see what current level you are at into the projection. Along with some breakdown of Salary information that has been imported in from the Salary and Benefits Projection. 3. Section three is will total for the projection as whole will be supplied. Here you will be able to see the total amount of the Projection along with a breakdown of the Expense and Revenue amounts for that current level. 4. The final section is connected to all of the setup information that was done earlier for both Access dates and Threshold amounts. First you will see the date for the current level that you are on and how many days left till access will be locked for the level. This information will show when window is collapsed. Ceiling information is also provided in this section and there are two options that will display. 1. If a rollup code is setup for the selected account it will show the rollup code available/ceiling information. 2. If Threshold amounts are setup and the selected account falls under the setup it will display available/ceiling information. Collapsed Expand 11

12 Procedure for Amount Entry 1. Open the Central Budget Entry program. Financials > Budget Processing > Central Budget Entry Central Budget Entry 2. The Operating Budget will load by default. To change the projection to the Capital Projection, click the Change Projection icon. 12

13 3. To enter flat amounts with no detail, click the number under the DEPARTMENT column for the account and enter the amount. Note: Column header descriptions will be based on the budget level labels defined in the General Ledger Settings. Central Budget Entry Flat Amount Entry 4. Click the Down Arrow key or the Enter key to advance to the next account for entry. 5. To save all of the entries made, click the Ok key in the bottom right corner of the screen. 6. The amounts will be saved and the total will display under the Department Total at the top of the screen. Central Budget Entry Total Amount Comparison 13

14 Procedure for Detail Entry 1. Open the Central Budget Entry program. Financials > Budget Processing > Central Budget Entry Central Budget Entry Detail Entry 2. The Operating Budget will load by default. To change the projection to the Capital Projection, click the Change Projection icon. 3. To add detail to an account, click the Add Detail icon to the left of the account. The account detail screen will appear as shown below. Central Budget Entry Detail Entry 14

15 The screen will be presented with a listing of accounts to the left with the account selected from the previous screen highlighted in blue. To the right of the account will be the detail records summarized once entered. Please note that Project Ledger detail and Salary Detail will be imported to the Capital and/or Operating Budget projections which will automatically populate detail records. 4. Click the Add Detail icon from the ribbon to add a detail record for the account highlighted. The following pop-up dialog screen will appear. Central Budget Entry Detail Options 5. Choose the Add Detail icon from the following options: Operating/Capital to enter non-salary detail or Salary to enter salary detail. Both screens are described below. Operating/Capital Detail 15

16 Field Year Quantity Unit Cost Amount Projected Request Group User-Defined Project String Description This box contains the Fiscal Year of the budget request. Enter the quantity in this field. Enter the unit cost for one quantity in this field. The Quantity will be multiplied by the Unit Cost and the resulting amount will be populated in this field. Enter the projected actual for this detail for the current year. 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. Vendor This box contains the vendor number, if applicable. This box is accessible if the value of Item Type is Vendor. Commodity This box contains the commodity code. This box is accessible if the value of Item Type is Vendor. Click the folder button to open the Commodity Codes program, where you can view the attributes of the current commodity code. Inventory This box identifies the item number if the request is for an inventory item. Item UOM This box indicates the unit of measure of the inventory or commodity item, such as pounds, boxes, each, and so on. Freight Pct. This box contains the percent of the item or commodity cost that should be reserved for freight. Bid This box contains a bid number, if applicable. This box is accessible if the value of Item Type is Vendor. Asset This box identifies the asset that is being replaced by the budget item. Description This box contains the description of the detail budget item. The description can contain up to 100 characters. Justification 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. Classification This list indicates the item description as it applies to the program: Continuing item 16

17 New item in an existing program New or expanded program One -Time Expenditure or Revenue? Priority Item This description is required. This check box directs the program to consider the expenditure a one-time expense or onetime revenue budget request. This check box indicates that an item needs to be considered immediately. Salary Detail Field Year Quantity Unit Cost Amount Projected Request Group User-Defined Description This box contains the Fiscal Year of the budget request. Enter the quantity in this field. Enter the unit cost for one quantity in this field. The Quantity will be multiplied by the Unit Cost and the resulting amount will be populated in this field. Enter the projected actual for this detail for the current year. This list identifies the requesting group for the budget item. These codes allow you to identify funding sources or program categories and assign to multiple detail lines across accounts. Request Group codes are established in Budget Miscellaneous Codes. This list identifies user-defined codes, if applicable. 17

18 This code allows you to further break down programs or projects. User-defined codes are established in Budget Miscellaneous Codes. Project String The Project String associated with the detail record is identified in this field. Job This box indicates the job class code. Job classes are established in Job Class Codes in Munis HR Personnel/Payroll. This box is accessible if the value of Item Type is Position. If you enter a job class and there are General Ledger job class records for the current account, then the job class that you enter must exist in General Ledger job class records for the current account. Group This list indicates the payroll group to which the position belongs. Grade/Step These boxes contain the payroll grade and step for the selected position. Type the grade in the first box and type the step in the second. Loc This box contains the location code, if applicable. This box is accessible if the value of Item Type is Position. P/R Proj This is the payroll projection on which the position appears, if applicable. Pos This box contains the position control number, if applicable. Position codes are associated with job class codes. This box is accessible if the value of Item Type is Position. Empl This box contains the employee number. This box is accessible if the value of Item Type is Position. Ben This list indicates the benefit/deduction code for benefits, if applicable. This box is accessible if the value of Item Type is Position. Description This box contains the description of the detail budget item. The description can contain up to 100 characters. Justification 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. Classification This list indicates the item description as it applies to the program: Continuing item New item in an existing program New or expanded program One -Time Expenditure or Revenue? Priority Item This description is required. This check box directs the program to consider the expenditure a one-time expense or onetime revenue budget request. This check box indicates that an item needs to be considered immediately. 18

19 6. Click the Save and Close icon in the lower right column of the screen to save the record and return to the previous screen. The detail line will be displayed on the screen as shown below. You will also see that the total amount of the detail lines for the year. Central Budget Entry Detail Entry 7. Detail can be entered for another account by clicking on an account list on the left of the screen and following the same procedures listed above under To return to the main Central Budget Screen from the Detail Entry Screen, choose the return icon form the ribbon. Position View Position information, such as total FTEs and costs can be viewed by clicking the Positon View and defining how the position information should be displayed. The screen will allow for three levels of position detail. Central Budget Entry Positions Reporting 19

20 1. Choose the 4 Levels of position detail from the drop down menus. Click the Load Data button to display the detail. Central Budget Entry Positions Tab The information displayed will include the Quantity (FTE), total Salary and Benefits for each of the three levels chosen. 1. All levels or a single level can be changed at any time by selecting the chosen options below the dropdowns. In the Example above if the LOC4 option is selected below the Location dropdown will set the criteria back to the Department 2210 filter. 2. To clear all levels by selecting Start Over 20

21 Projection Totals Subtotals by any segment on the General Ledger or Project Ledger segment can quickly be calculated by clicking on the Projection Totals View. 1. Choose up to 4 segments to calculate projection totals on. Central Budget Entry Projection Totals 2. Click Load all totals or select from the dropdown menu Load total expenses or Load total revenues. Central Budget Entry Projection Totals 21

22 The Projection totals will load based on the selected search criteria in the order that it was selected. In this example the projection totals will show the fund totals with the ability to drill down to totals by function and then totals by the departments within each function. Central Budget Entry Projection Totals The General Fund Totals are now displayed. By clicking on the highlighted fund number, the screen displays the budget totals by each function within that fund. Central Budget Entry Projection Totals To see budget totals by deparment, click on any of the highlighted fucntions. 22

23 Central Budget Entry Projection Totals Clear your search criteria by clicking the Start Over Button at any time Columns Option In 11.2 we added an option between the load option and start over called Columns. Selecting the Columns button will allow you to choose which amounts you would like to see. You will be supplied with all budget access levels along with the future years for the current level. The future years available is connected to the future year s field in Define Start Budget Projections. Below is an example what the columns Option looks like. 23

24 Central Budget Entry Projection Totals Columns Analysis Tiles In addition to budget entry and inquiry processes, the Central Budget Entry program provides an Analysis tab. When this tab is active, the Add Analysis Tile option is active on the ribbon. When you click Add Analysis Tile, the program displays a New Analysis Tile dialog box from which you can define the tile by row and column. 24

25 The Analysis Tiles allow for 1. From the main Central Budgeting Screen click the Analysis View. Central Budget Entry Analysis Tab Add Analysis Tile 2. To create an Analysis Tile, click the Add Analysis Tile icon. The following screen will appear. 3. Enter a Title for the Analysis Tile and then choose a Row and Column for information to be displayed and click Ok. For example: To view budget requests by Object and Department, choose Object under the Row and Department under the Column. The budget requests will then be displayed by that criteria as shown in the example below. Central Budget Entry Add Analysis Tile 25

26 Central Budget Entry Analysis Tile 4. Analysis Tiles can be deleted at any time by choosing the delete option in the upper right corner of the Analysis Tile. 5. Additional Analysis Tiles can be added by following procedures 1-3 above. 26

27 Microsoft Office Microsoft Office integration with Excel and Outlook makes proofing data and sharing information easier than ever. Click to export the budget projection into Microsoft Excel. The data will open in a preformatted and tabulated workbork as seen below. One tab will display projection account totals and the other displays the Projection Account Details. Click to create a new message with a link to the budget projection you re working in to quickly share information as seen below. 27