Creating budget worksheets

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1 Creating budget worksheets You can also go to Activities>Budget worksheet from the top menu Note: You can also enter budgets through Transactions enter budgets either manually or by importing the data Budget worksheet After creating a worksheet name, tab out of the field to launch the wizard. Note: Give your worksheet a meaning name such as: YRsource (1314HUD) Budget Version: Select a budget version from the drop-down list. Note: Additional Budget Versions can be created using Administration>Organization>Set Up Modules>Budget>Budget Versions. Note: It is recommended to build worksheets by source and/or depts. etc so that they are easier to work with. But, you can create one large worksheet and then filter the data to build the worksheet. 1 cpaz.com

2 Worksheet Type: Select New Worksheet or Revisions Worksheet. For New budgets - select "New Worksheet" as the worksheet type. For Revisions Worksheet- select "Revisions Worksheet". This worksheet will contain existing posted budget items and a column to enter budget adjustments. Budget Effective Dates: From - Enter the beginning effective date for the budget worksheet (the date the budget fiscal period begins). It is used as the effective date for annual budget entries generated using the Budget Worksheet wizard. To - This date (when the budget period ends) is automatically calculated based on the "From" date and the Budget Cycle. Budget Cycle: It determines the number of budget column entries created on the worksheet. Monthly, Quarterly, Yearly - Indicate the budget cycle interval in which budget items appear on the worksheet.. Number of Cycles - Enter the number of cycles for the budget to calculate the "To" date, or accept the default as 12 (Monthly), 4 (Quarterly), or 1 (Yearly), based on a 12 month calendar year. You can also budget for periods greater then 12 months. (Optional ) - Use this panel to create up to two comparative columns in your worksheet, using actual data or a Budget Version as your Column Type. Column Type: Select a budget comparative from the dropdown list. Selections include actual amounts, original and revised budgets as well as any budget versions created using Administration>Organization>Set Up Modules>Budget>Budget Versions. Final is an example of a custom budget created. Begin Year: Enter the year to begin the actual entries or accept the default. The system uses the previous panel to determine the Month, Date, and Ending Year, and uses the previous Budget Effective Date year as the default. Column Heading: Enter a name for the column heading to appear on the worksheet or accept the default. 2 cpaz.com

3 Use this panel to select the segments that you want to budget for. The General Ledger segment is always selected but you can select as many or as few segments needed for the organization. These segments become columns on the budget worksheet. Note- you do not need to select all segments. You only need to budget at the level in which you want to produce budget to actual reports. Activity Basis - ACT (Accounts with Activity) - includes accounts that have posted activity (either Budget or Actual) when populating the worksheet. - - ALL (All Valid Accounts) - includes all accounts regardless of activity (either Budget or Actual) when populating the worksheet. - - BLANK (Blank Worksheet) - stops the wizard and creates a worksheet with column headings and allows you to enter data manually in the rows. Note In the first year using MIP to create your budgets, use ALL. In subsequent years you can use ACT and use the next panels to look back and gather data for the worksheet. Use this panel to limit the budget to a certain set of account codes, for any of the segments included on the current budget worksheet. For example you may want to filter for a certain department or source/grant. Please note that this panel is optional; you do not have to use the filter. However, you may want to limit what goes into a budget worksheet if you have a large number of account code combinations. Remember, the system creates one budget item for each account code combination for every budget cycle. 3 cpaz.com

4 Calculation Basis: Because the budget is calculated using historical data, indicate whether to create the new budget based on actual activity (actual account balances) or budget activity (budget balances). Actual, Budget - Select the type of activity, either Actual (actual account balances) or Budget (budget balances). Budget Version - If "Budget" activity is selected, select a Budget to base the budget entries. Calculation Method: Select one of the following methods to use to calculate the budget: Average of History - The system calculates the average amount for all the periods included in the history and inserts the average into each budget period. The average is calculated by adding the amounts from each period and dividing the sum by the total number of periods. Thus, the amounts in each budget period are equal. Period Matching - The system matches amounts from the corresponding historical period. Most used method: Zero Budget - The system creates a zero amount budget line for each account combination that contains history (actual or budget depending on the basis selected). This method is usually used if you want the system to generate the account combinations only; you would manually enter the monetary amounts. Number of History Cycles: Enter the number of months of historical data to be used in the budget calculation or accept the default. On the previous panel, if "Period Matching" was selected as the calculation method, the system displays the number of History Cycles for you. Begin date of historical range: Enter the beginning date of the historical range to be used. Beginning Date, Ending Date: The system takes the Number of History Cycles and the Budget Start Date and automatically determines the Beginning and Ending Dates used to gather historical data for the budget worksheet 4 cpaz.com

5 Use this panel to review the number of entries to be generated based on the selections made in the wizard. Click Finish/Save to create a budget worksheet based on the options selected. Note: if budget entries = 0, select the <Back button to review your choices. This will populate with the short titles of your chart of account codes. Put amount in the spread total column & tab out to spread across the months evenly. OR Enter amounts in each month separately to build your total You can add comments. These will show on: - Transaction reports>posted/unposted budget reports - Budget Analysis>Detail budget/actual transactions 5 cpaz.com

6 To add/delete rows highlight the row and right click to get drop down menu. Select insert or delete. A box will pop up asking you how many rows to insert. Creating totals: Important: There should be no B on line 6 as this is just a memo line Formula is =Sum(P3..P5) Enter formula then tab out of the field to see results Note: refresh row to recalculate 6 cpaz.com

7 7 cpaz.com You can create totals for both revenue & expenses to check your work

8 8 cpaz.com

9 Transferring to the general ledger - When you have finished, select transfer to create the unposted budget transactions in the general ledger Session ID suggested format should include, year, month, day, transaction source, initials and an incremental number at the end. For example: BDNP-01. Beg Document no. Not an important field in budgeting. You should end the document number in 01. The budget transfer wizard will create one document for each month in the worksheet and increment this number. (January = Sample-01, February = Sample-02, December = Sample-12) Document date this is NOT the posting date. The transfer wizard will post on the first day of each month in the worksheet. This date might be the first day of your fiscal year as a suggestion. Should you have transferred in error or find you have mistakes once you review the edit report below, you can delete that budget session, copy the budget worksheet, make your changes and retransfer. 9 cpaz.com

10 Note: Once transferred this worksheet can no longer be edited, but you can copy it and then edit the copied version and retransfer. Viewing the unposted entry (optional) The entry is transferred to Transactions>enter budgets in 12 separate monthly transactions. One document for each column in the workbook. Effective date = 1 st day of month of each column. Descriptions follow from the budget worksheet Viewing unposted transactions report before posting: 10 cpaz.com

11 You can select a default report to start with then customize. Default reports are in brackets: <report name> Content tab: Select the check total box Use the mover arrow to move GL code to the first position FILTER TAB - Go to the filter tab, move budget session over to the right and select your session from the drop down 11 cpaz.com

12 When trying to print the report you may get the following message as you started with a default report and if you make changes you need to rename the report. Go to set up tab and name the report for it to print to screen. You do not need to save the report if you do not want. Detail unposted budget transaction report sample Summary report to get, move these 3 columns back to the left and unselect show total for GL code 12 cpaz.com

13 Summary unposted budget transaction report sample Note - You can now post the budget transaction to view on reports. Go to Activities>manage sessions> post or use the post icon on the budget screen Note: Some reports allow you to see the budget before posting. See options tab Budget Financial Statements This should be the current fiscal year in both boxes Creating financial statement formats is covered in a separate training. Use a detailed format if possible so you can see each line item. 13 cpaz.com

14 Content tab: Items by page - Move over the items you want by page. Here a page for each source is selected Move columns up/down with this button Move over the columns you want on the report Current period vs YTD columns how the dates are determined Dates used for column current period actual or budget Dates used for current year actual or budget 14 cpaz.com

15 Filter Tab: filter the report if needed Option Tab You must change the Total budget dates each year Note: before you post your budget you can view it on this report. Lay out tab Layout tab this is where you change orientation and margins and you can also change the font 15 cpaz.com

16 Sample budget to actual report 16 cpaz.com

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