Table of Contents Budgets & Expenses

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1 Table of Contents Budgets & Expenses Budgets & Expenses 3 Introduction... 3 Budget/Expense File (Chart of Accounts)... 3 Budget/Expense Transaction File... 3 Monthly Flow Cycle... 4 Budgets & Expenses Browse Table... 5 Constructing the Budgets & Expenses Chart of Accounts... 6 Sample Chart of Accounts... 7 Sample Chart of Accounts With Departments... 8 Budget/Expense Account Types... 9 Understanding the Total Triggers Budget/Expense Configuration Options Configuration Options Transaction Source Codes Entering Source Code Descriptions Thumbnail Graph Accounts Building the Department Names Table Adding a New Department Name Editing an Existing Department Name Deleting a Department Name Adding/Editing Budget/Expense Accounts Adding a New Budget/Expense Account Editing an Existing Budget/Expense Account Changing Account, Sequence or Department Numbers Adding/Editing Budget & Expense Notes Deleting a Budget/Expense Account Delete Selected Budget/Expense Account & Transactions Entering Daily Transactions Entering Transactions Making Transaction Corrections on Screen Deleting a Transaction from the Transaction Edit List Enter/Edit Daily Transaction Register Making Budget/Expense Account Inquiries Making Additional Inquiries Editing an Existing Transaction Deleting a Transaction Additional Inquiry Tools Monthly Expense Recap Report Budget Report Generator Budget/Expense Summary Transaction Register Report Budgets & Expenses 1

2 Chart of Accounts Report Line/Bar Graphs Pie Charts Create or Change Fiscal Year What Happens When Create or Change Fiscal Year is Run? Budget File Conversion Procedure Budgets & Expenses

3 Budgets & Expenses Introduction The Budgets & Expenses Module is a complete Financial Recording and Reporting System. When used in conjunction with other Program Functions, system integration provides up-to-the-minute Account Status, Reports and Graphs. Setup options allow you to configure the Budgets & Expenses Module to meet your specific recording and reporting needs. Budget & Expense Accounting Programs provide the user with a method of tracking operational and maintenance expenses. Budgets & Expenses operate in conjunction with a Budget/Expense File (Chart of Accounts) and a Budget/Expense Transaction File. Budget/Expense File (Chart of Accounts) The Budget/Expense File contains information on all Budget/Expense Accounts. Each record in the Budget/Expense File contains the Budget/Expense Account Number, Reporting Sequence Number, Department Number, Account Description, Year-To-Date Balances, Budget Amounts and Expenses for the Current Year and Previous Two Years. Budget/Expense Transaction File The Budget/Expense Transaction File contains the daily activity information on the individual Budget/Expense Accounts. Transactions come from a number of different sources including Purchase Orders, Work Orders, Payroll Transfer, Chemical Application Log and Fuel Tickets. Budget & Expense Reports are based on the information contained in the Budget/Expense File. Budgets & Expenses 3

4 Monthly Flow Cycle Before attempting to use the Budgets & Expenses Accounting System, it is important that you understand the setup procedures required for the accounting system to work in harmony with all Program Functions. Your success in using this system depends on a thorough understanding of this information. UBudget/Expense File Account Setup Add/Edit/Delete UPost Budget/Expense Transactions Enter Daily Transactions Purchase Orders Work Orders Chemical Applications Payroll Transfer Print Monthly Expense Recap (To Review Your Work) Is the Monthly Expense Recap Correct? NO YES UBudget Report Generator Budget Variance Report Expenses VS Budgets VS Variance Report Variance Rpt With Previous Year Comparisons Comparative Budget Report Budget Progress Report Budget History Report Budget SnapShot Rpt (Monthly, YTD, Annual) NO Is it the End of Your Fiscal Year? YES Run the Create or Change Fiscal Year Procedure 4 Budgets & Expenses

5 Budgets & Expenses Browse Table The Budgets & Expenses Browse Table displays Budget/Expense Account Numbers, Account Descriptions and Current Period Balances contained within the Budget/Expense File. On screen controls permit you to browse through the file by Account Number, Sequence Number or Description in either ascending or descending sequence. User can choose to display Ej/Gr and Current Balance columns or Current Budget and Current Expense columns. Please refer to System Utilities, Software Registration & Configuration, Software Options to change column display. Expense Accounts with balances that EXCEED the Annual or Monthly Budget will appear highlighted on screen in Red. This will only occur when the Annual Budget Amount for an Account is non-zero. Inquiry Icon is available for quick lookup of transaction history. Menu and Toolbar Functions provide access to the following procedures and reports: PROCEDURES Add Budget/Expense Account Edit Budget/Expense Account Delete Budget/Expense Account Budget/Expense Account Inquiry Enter Daily Transactions Enter/Edit Daily Transaction Register Create or Change Fiscal Year Department Names Budget/Expense Setup Delete Selected Budget/Expense Account & Transactions REPORTS Monthly Expense Recap Budget Report Generator Budget/Expense Summary Transaction Register Chart of Accounts Line/Bar Graphs Pie Charts Budgets & Expenses 5

6 Constructing the Budgets & Expenses Chart of Accounts The first step in constructing the Budget/Expense File is to arrange your Budgets & Expenses Accounts on a legal pad in outline form as you wish them to appear on printed Budget/Expense Reports. From this outline you will create the Budget/Expense File and specify the Budget/Expense Report format. 1. List the general Budget/Expense Headings (CHEMICALS EXPENSE). 2. Under each heading, list the Detail Accounts that fall within this category (Fungicides, Herbicides, etc.). 3. Indicate Totals to be reported (Total Chemicals Expense). 4. Assign an Account Number to each item in your outline. Each item in the Budget/Expense File including headings, detail accounts and totals will require a UuniqueU account number which can contain letters, numbers, and/or other keyboard characters (hyphens, etc). The account number field can be up to fifteen characters in length. 5. Assign a Reporting Sequence Number to each item in your outline. Each item in the Budget/Expense File including headings, detail accounts and totals will require a unique reporting sequence/department number within the range 0-00 through The first portion of this number defines a sequence number and the second portion defines a Department Number. If Departmental Reporting is not to be used, record "00" as the department number. Sequence Numbers control the sequence in which Accounts will appear on printed reports. When assigning Sequence Numbers, be sure to leave gaps in the numbering for future expansion. 6 Budgets & Expenses

7 Sample Chart of Accounts ACCT # SEQUENCE DEPT DESCRIPTION TYPE E/G GC Labor Expenses 1 GC Payroll Wages 2 - M GC Salaries 2 - S GC Regular Pay 2 - S GC Overtime Pay 2 - S GC Double-time Pay 2 - S GC Other Pay 2 - S GC Payroll Taxes 2 GC Group Health Insurance 2 GC Workman's Comp Insurance 2 GC Total Labor Expenses 3 G GC Miscellaneous Expenses 1 GC Security Service 2 GC Communications 2 GC Utilities 2 GC Freight & Postage 2 GC State Sales Tax 2 GC Total Miscellaneous Expenses 3 G GC Total Labor & Miscellaneous 4 GC Repairs & Maint. Expenses 1 GC Equipment Repairs 2 GC Grounds Maintenance 2 GC Building Maintenance 2 GC Total Repairs & Maint. Expenses 3 G GC Chemical Expenses 1 GC Fungicides 2 GC Herbicides 2 GC Pesticides 2 GC Fertilizers & Nutrients 2 GC Total Chemical Expenses 3 G GC Total Maintenance Costs 4 GC Total Expenses 9 Budgets & Expenses 7

8 Sample Chart of Accounts With Departments Below is a Sample with Two Departments: 010 = Golf Course Maintenance (GCM) 020 = Grounds Maintenance (GM) ACCT # SEQUENCE DEPT DESCRIPTION TYPE E/G GC Labor Expenses 1 GC Payroll Wages GCM 2 GC Payroll Wages GM 2 GC Salaries GCM 2 GC Salaries GM 2 GC Regular Pay GCM 2 GC Regular Pay GM 2 GC Overtime Pay GCM 2 GC Overtime Pay GM 2 GC Double-time Pay GCM 2 GC Double-time Pay GM 2 GC Other Pay GCM 2 GC Other Pay GM 2 GC Payroll Taxes GCM 2 GC Payroll Taxes GM 2 GC Group Health Insurance GCM 2 GC Group Health Insurance GM 2 GC Total Labor Expenses 3 G GC Miscellaneous Expenses 1 GC Security Service 2 GC Communications 2 GC Utilities 2 GC Freight & Postage 2 GC State Sales Tax 2 GC Total Miscellaneous Expenses 3 G GC Total Expenses 9 E/G Column with an E = Page Eject for Printer & begin printing these accounts on a new piece of paper. GC Capital Expenditures 1 E GC New Equipment 2 GC Used Equipment 2 GC Total Capital Expeditures 9 8 Budgets & Expenses

9 Budget/Expense Account Types The Budget/Expense Account Types are used to control report formatting when printing Budget/Expense Reports. Account Types define Headings, Detail Accounts and Total Triggers. Heading Accounts Type - 1 The account descriptions in Type - 1 Accounts are printed as Headings on the Budget/Expense Reports. Headings carry no dollar balances and transactions may not be posted to them. When printing Departmental Reports, only those Headings belonging to Department 00 and the specified Department will be printed. Transaction Detail Accounts Type - 2 Transaction Detail Master & Sub - Accounts - Type 2 - M & Type 2 - S. Type - 2 and Type 2 - S are the only Accounts that carry dollar information. You can post transactions UonlyU to these accounts. Master Accounts (Type 2 - M) never carry dollar balances. They are only used for reporting purposes to combine related expense items and report them as if they were in one account. See Sample Budget/Expense Chart of Accounts on page 7. If for example the PAYROLL WAGES ACCOUNT is considered to be a "Master Account" Type 2 - M and the SALARIES, REGULAR, OVERTIME, DOUBLE-TIME and OTHER PAY ACCOUNTS are Sub-Accounts Type 2 - S. Master Accounts are used to report a total of all the detail Sub - Accounts which immediately follow. Sub - Accounts (Type 2 - S) can have transactions posted to them. The Budget/Expense Reports take balances from the Sub - Accounts and accumulate them within the computer until a non - Sub - Account is detected. At this time, the Master Account Description is printed along with the total of its Sub - Accounts. All Headings, Master Accounts, Sub-Accounts and Totals will appear on the Monthly Expense Recap. Sub - Accounts (Type 2 - S) will function as Transaction Detail Accounts (Type -2) if not preceded by a Master Account. Total Triggers Type - 3, 4, 5, 6, 7,8 and 9 Total Triggers cause the Budget/Expense Reports to print Detail Account Totals (Accumulators) at selected points on the Budget/Expense Reports. Total Triggers carry no dollar balances and transactions cannot be posted to them. As Detail Accounts are printed, detail accumulators automatically keep a running total of the balances. There are seven Detail Accumulators numbered 3, 4, 5, 6, 7, 8, and 9. When using the Total Trigger Accounts (Type 3-9), balances contained within the designated Detail Accumulator are printed. The contents of the printed Accumulator along with the contents of those Accumulators of a lower number will then be reset to zero. When printing Departmental Reports, only those Totals belonging to Department 00 and the specified Department will be printed. Budgets & Expenses 9

10 Understanding the Total Triggers See Sample Budget/Expense Chart of Accounts on page 7. Sequence TOTAL LABOR EXPENSES - Total Trigger (a Type - 3 Account) causes the contents of DA - 3 (Detail Accumulator #3) to be printed. DA - 3 contains the total of all preceding Detail Accounts accumulated since DA - 3 was last reset. Detail Accumulator - 3 then is reset to zero. Sequence TOTAL MISCELLANEOUS EXPENSE - Total Trigger (a Type - 3 Account) causes the contents of DA - 3 to be printed. DA - 3 contains the total of all preceding Detail Accounts accumulated since DA - 3 was last reset. Detail Accumulator - 3 is again reset to zero. Sequence TOTAL LABOR & MISCELLANEOUS - Total Trigger (a Type - 4 Account) causes the contents of DA - 4 to be printed. DA - 4 contains the total of all preceding Detail Accounts accumulated since DA - 4 was last reset. Detail Accumulators 3 and 4 are reset to zero. Sequence TOTAL REPAIRS EXPENSE - Total Trigger (a Type - 3 Account) causes the contents of DA - 3 to be printed. DA - 3 contains the total of all preceding Detail Accounts accumulated since DA - 3 was last reset. Detail Accumulator - 3 is reset to zero. Sequence TOTAL CHEMICAL EXPENSE - Total Trigger (a Type - 3 Account) causes the contents of DA - 3 to be printed. DA - 3 contains the total of all preceding Detail Accounts accumulated since DA - 3 was last reset. Detail Accumulator - 3 is reset to zero. Sequence TOTAL IRRIGATION EXPENSE - Total Trigger (a Type - 3 Account) causes the contents of DA - 3 to be printed. DA - 3 contains the total of all preceding Detail Accounts accumulated since DA - 3 was last reset. Detail Accumulator - 3 is reset to zero. Sequence TOTAL MAINTENANCE COST - Total Trigger (a Type - 4 Account) causes the contents of DA - 4 to be printed. DA - 4 contains the total of all preceding Detail Accounts accumulated since DA - 4 was last reset. Detail Accumulators 3 and 4 are reset to zero. Sequence TOTAL EXPENSES - Total Trigger (a Type - 9 Account) causes the contents of DA - 9 to be printed. DA - 9 contains the total of all preceding Detail Accounts accumulated since DA - 9 was last reset. Detail Accumulators 3, 4, 5, 6, 7, 8, and 9 are reset to zero. 10 Budgets & Expenses

11 Budget/Expense Configuration Options Before using the Budgets & Expenses Program Functions, it is necessary to configure this section to meet your specific needs. From the Budgets & Expenses Browse Table, click on the Procedures Toolbar Menu, then choose Budget/Expense Setup. There are two tabs (sections) associated with this procedure, Configuration Options and Transaction Source Codes. Configuration Options Budgets & Expenses 11

12 FIELD Monthly Budgets Budget Commitments Thirteen Fiscal Periods Current Fiscal Period DESCRIPTION If you select Monthly Budgets, Annual Budget entry fields will be disabled. When Monthly Budgets are selected, the Annual Budget for an account will be the sum of its 12 Fiscal Period Budget Amounts. Use this option in conjunction with Inventory & Purchase Orders to record funds committed for goods and services purchased but not yet received. The Fiscal year can be divided into twelve periods of 28 days and one period of 29 or 30 days. If Accept is selected and a change is detected in the setting of the Thirteen Period Option, a Budget File Conversion screen will appear on the Budget Browse Table if Budget Transactions exist. Please refer to File Conversion Documentation on page 39 for more information on Budget File Conversion procedures. Click on the Down Arrow to select the Current Fiscal Period for which you are working. TRIMS allows you to work on any Fiscal Period a three year range. Click on ACCEPT to save and exit. 12 Budgets & Expenses

13 Transaction Source Codes Transaction Sources Codes are used to establish an audit trail and identify the origin of each Budget/Expense Transaction. Budget/Expense Transactions can come from Purchase Orders, Work Orders, Invoices, Payroll, Chemical Applications, Fuel Usage, Monthly Billings, Checkbook, Petty Cash, etc. The Transaction Source Code Screen/Tab is used to insert your own definitions for 10 different Transaction Source Codes (0 through 9). Entering Source Code Descriptions Enter descriptions for each of the 10 Transaction Source Codes (0 through 9). Click on ACCEPT to save and exit. Budgets & Expenses 13

14 Thumbnail Graph Accounts Thumbnail Graph Accounts allow you to display Year-To-Date bar graphs with Budget Comparisons for up to eight (8) Budget/Expense groups such as Labor Cost, Equipment Repairs, Chemical Expenses and more. The Thumbnail Graphs are automatically updated to reflect current Year-To-Date status as you record expense items with TRIMS. Double click the mouse in the Yellow field and an Orange panel will be displayed allowing you to select a Budget/Exepnse Group to Graph. Click on ACCEPT to save and exit. 14 Budgets & Expenses

15 Building the Department Names Table Departments Names define the Departments to be used when reporting Budget/Expense activity. Department Names appear as headings on the Budget/Expense Reports as well as on Project/Labor Reports. From the Budgets & Expenses Browse Table, click on the Procedures Toolbar Menu, then choose Department Names. FIELD Dept Department Name DESCRIPTION A three digit number in the range of corresponding to Department Number portion of a Budget/Expense Account Sequence Number. Department Name (up to 30 Characters). Budgets & Expenses 15

16 Adding a New Department Name From the Department Names Browse Table, click on the NEW tool and the Add/Edit Bar will appear. Enter a Department Number in the range of and its corresponding Department Name. Click on ACCEPT when entry is complete. Editing an Existing Department Name From the Department Names Browse Table, position the scroll bar on the Department Name to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can change either the Department Number or Department Name. Click on ACCEPT when changes are complete. Deleting a Department Name From the Department Names Browse Table, position the scroll bar on the Department Name to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. 16 Budgets & Expenses

17 Adding/Editing Budget/Expense Accounts Adding a New Budget/Expense Account From the Budgets & Expenses Browse Table, click on the NEW tool and the Budgets & Expenses - Add/Edit/Delete Screen will appear. Enter the Account Number and Sequence Number. Click on the down arrow to select a Department Number or leave this field blank. Next, enter the Description and select the Account Type. The Master/Sub and, Eject/Graphics fields are optional. Enter the Annual Budget amount in each of the three Fiscal Year Annual Budget fields displayed or, if you have elected to use Monthly Budgeting, the Annual Budget fields will be locked out and Budgets may be entered in the column labeled Budget for each Month of the three fiscal years displayed. The total Annual Budget for each of the three years will be calculated as the Monthly Budgets are entered. Account Balances, Current Year Expenditures, and Expenditures for Two Prior Years are shown on screen and are updated automatically by the Budgets & Expenses Accounting Programs. Data entry on the fiscal year index tabs is permitted ONLY in the Fiscal Period Budget fields when Monthly Budgeting is selected. If Monthly Budgeting is NOT selected then these fields are locked out for data entry. Budgets & Expenses 17

18 If you have elected to use the Monthly Budgets Configuration Option in the Budget/Expense Setup you will be permitted to enter Fiscal Period Budget Amounts. The Copy Budget button allows you to transfer the dollar amount entered in one of the Monthly Budget fields to all Monthly Budget fields for the selected fiscal year. Click on the SAVE tool when all required fields are complete. FIELD DESCRIPTION Account No. A unique Account Number (can contain numbers, punctuation and/or letters) up to 15 characters in length. Account Type A number in the range of 1-9 indicating the Account Type. Sequence No. A unique Sequence Number within the range 0 through This number determines the placement of this account on all reports. Dept No. An optional Department Number within the range A value of zero indicates that the field is unused. Non-zero Department Numbers must exist in the Department Names File if those departments are to be selected for Departmental Reporting. Master / Sub Master or Sub-Account indicator for Type - 2 accounts only. Can be "M", "S", or leave blank. Description The title of this account. Eject / Graphics An "E" in this field can UonlyU be saved on a Type - 1 (Heading) Account. An "E" indicates that a page eject will be issued to the printer before printing this Heading on reports produced by the Budget Report Generator. A "G" in this field can UonlyU be saved on a Type 3-9 (Total Trigger) Account. A "G" indicates that this total is to be included in the Budget/Expense Pie Chart. A "H" in this field can UonlyU be saved on a Type 2 Master or Sub Account. A "H" indicates that when the Password System is activated, the Balances and Detail on this Account is to be Hidden from all users other than the System Administrator. Current Period The Current Period for which you are viewing Year To Date Expenses. Annual Budget Fields Annual Budgeted Amount for this account. The setting of the Monthly Budgets Configuration Option in the Budget/Expense Setup determines if you are permitted to enter data into these fields or the Fiscal Period Budget fields. YTD Fields for Each of Three Years Budget YTD Open Orders Budget Fields on Fiscal Year Tab Expense Fields on Fiscal Year Tab Displays the total of the transactions accumulated on this account through the Current Period for each of the three years displayed. If using Monthly Budgets, this field displays total of Fiscal Period Budgets through the Current Period. Total funds committed for merchandise on order. This field is displayed for information only and cannot be changed. Fiscal Period Budget Amounts for this account. The setting of the Monthly Budgets Configuration Option in the Budget/Expense Setup determines if you are permitted to enter data into these fields or the Annual Budget fields. Expenses recorded for each accounting period during the indicated Fiscal Years. These fields are updated as transactions are entered. 18 Budgets & Expenses

19 Editing an Existing Budget/Expense Account From the Budgets & Expenses Browse Table, position the scroll bar on the Account to be changed and click on the EDIT tool. The Budgets & Expenses - Add/Edit/Delete Screen will appear with the selected information displayed. Once the information is displayed, you can make any changes necessary. All fields UexceptU the Account, Sequence and Department Numbers can be changed. Account, Sequence and Department Numbers changes must be done by clicking on the CHANGE tool. The Type Designation of a Type 2 Account cannot be changed once transactions have been entered. Click on the SAVE tool when changes are complete. Changing Account, Sequence or Department Numbers Changes to the Account, Sequence or Department Numbers are prohibited during normal EDIT operations. If it is necessary to change Account, Sequence or Department Numbers, click on the CHANGE tool. You can now enter a new Account Number, Sequence Number or Department Number and then click on ACCEPT to begin the change process. This operation changes the Account, Sequence, or Department Numbers on Budget/Expense Transactions, Inventory Classifications and Purchase Orders. This operation can take some time to complete depending on the size of the files that will be updated. Budgets & Expenses 19

20 Adding/Editing Budget & Expense Notes A multi-page Note File for each Budget/Expense Account can be accessed from either the Budgets & Expenses Browse Table or the Budgets & Expenses - Add/Edit/Delete Screen. From the Budgets & Expenses Browse Table, position the scroll bar on the Budget/Expense Account and click on the NOTE tool. From the Budgets & Expenses - Add/Edit/Delete Screen, click on the NOTE tool at anytime while a Budget/Expense Account is displayed. Click on the SAVE tool when notes are complete. Deleting a Budget/Expense Account From the Budgets & Expenses Browse Table, position the scroll bar on the Account to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. Accounts carrying no dollar balances, Heading Accounts (Type - 1), Transaction Detail Master Accounts (Type 2 - M) and Total Triggers (Type 3 through 9), can be deleted at any time. You are prohibited from deleting Transaction Detail Accounts (Type - 2 and Type 2 - S) if transactions exist on the account or if there is a dollar balance in the Year-To-Date field. If a Type - 2 or 2 - S Account is deleted, its Previous Fiscal Period balances are also deleted and therefore Previous Year/Month totals shown on the Comparative Budget Report may then be inaccurate. Delete Selected Budget/Expense Account & Transactions From the Budgets & Expenses Browse Table, position the scroll bar on the Account to be deleted, then click on the Procedures Toolbar Menu and choose Delete Selected Budget/Expense Account & Transactions. (2) Delete Confirmation Windows will appear asking for confirmation of the delete request. This procedure CANNOT be un-done!! When all transactions have been deleted, a Deleted Budget Account Report will be displayed, this will be your only chance to print this report. Delete Selected Budget/Expense Account & Transcations will ONLY APPEAR on the Procedures Toolbar Menu if the User has Administrative Privileges. 20 Budgets & Expenses

21 Entering Daily Transactions The Enter Daily Transactions procedure is used to Post or Enter transactions into the Budget/Expense Transaction File. Transactions can come from many different sources including invoices, petty cash disbursements, etc. From the Budget & Expenses Browse Table, click on the Procedures Toolbar Menu, then choose Enter Daily Transactions. The Enter Daily Transactions Screen first appears with the Date field pre-set to Today's Date. The Source field initially displays the description of Transaction Source Code "0". FIELD Account No. Descr Transaction Source Transaction Description Date Amount Reference Invoice DESCRIPTION Budget/Expense Account Number. The Account Number must be an existing transaction detail account (Type - 2 or 2 - S) or an error message will appear. Budget/Expense Account Name. Transaction Source. Identifying description of this transaction such as "General Parts Company", etc. Date of transaction (initially set to Today's Date). Amount of transaction. Purchase Order Number, Check Number, or other reference of your choice. Invoice Number or other reference of your choice. Budgets & Expenses 21

22 Entering Transactions Before entering transactions, click the HOLD tool if you would like to Hold Transactions on screen. This option describes whether to clear the transaction screen after each transaction is entered or to UholdU all information on the screen except for the dollar amount of the transaction. This feature can increase your productivity by eliminating the need for retyping repeating information such as dates, account numbers and supplier names when entering multiple transactions. Enter the Account Number or Description to be charged for this transaction. If the Account Number or Description is not known, position the cursor to the Account Number field and click on the LOOK-UP tool. Once a valid Account Number (Type-2 or Type 2-S) is entered, its Description will be displayed and you can then advance the cursor and enter the Transaction Description, Reference, Invoice Number, Date and Amount. Click on the Down Arrow for Vendor assistance when entering the Transaction Description or enter the first couple of letters of the Vendor name and press the Down Arrow Key to instantly find a close description match. Click on ACCEPT when transaction is complete. The transaction will be recorded in the Budget/Expense Transaction File and the total transactions entered field will be updated to reflect the running total for this transaction entry session. The transaction account number and amount will be added to the bottom of the Transaction Edit List. If a Date is entered that does not exist in the currently defined fiscal periods, a new Fiscal Period must be created before the transaction can be entered. If the HOLD tool UwasU clicked, only the Transaction Amount field on the screen will be reset to zero and the cursor will return to the Account Number field in preparation for another transaction. If the HOLD tool Uwas notu clicked, all data entry fields except for the date will clear and the cursor will return to the Account Number field. When all transaction have been entered, click on the EXIT tool. You will be asked if you would like to print a Transaction Proof Report. It is suggested that you always print a Transaction Proof Report. This report will assist you in identifying any possible posting errors. 22 Budgets & Expenses

23 Making Transaction Corrections on Screen Transactions entered during the current session can be corrected before exiting. In the bottom left corner of the screen you will see a Transaction Edit List with transaction entries that have already been ACCEPTED. Click on the Transaction to be changed and click on the EDIT tool. The transaction will be displayed on screen and the amount will be backed out of the Total Transactions Entered. Make any necessary changes and click on ACCEPT. You will notice the word DELETED appears in place of the incorrect transaction, the new transaction is added to the bottom of the Transaction Edit List and the Total Transactions Entered amount is adjusted. Deleting a Transaction from the Transaction Edit List Click on the Transaction to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. Budgets & Expenses 23

24 Enter/Edit Daily Transaction Register The Enter/Edit Daily Transaction Register procedure displays the entire Budget/Expense Transaction File. This procedure allows transactions to be Entered, Edited or Deleted. Sort transactions by Date, Account, or by Transaction Description. As transactions are entered or edited the line items will change color for the duration of the transaction entry session. Upon exiting this procedure all lines items will turn to black. BLUE = New or Edited Transaction RED = TRIMS reversal transaction created by an Edit. GRAY = Deleted transaction (this transaction will permanently be removed upon exiting this session). From the Budget & Expenses Browse Table, click on the Procedures Toolbar Menu, then choose Enter/Edit Daily Transaction Register. Adding a New Transaction Click on the New tool and the Add/Edit Bar will appear. Enter the Transaction Date. Click on the Down Arrow to select the Account Description. Account Descriptions will be displayed in alphabetical order. Select the Source and you can either enter a Transaction Description or click on the Down Arrow to select a previously entered Vendor Name. Enter the Reference and Invoice Number. Then enter the Amount of this transaction. Click on ACCEPT when transaction is complete. 24 Budgets & Expenses

25 Editing an Existing Transaction Click on the Edit tool and the Add/Edit Bar will appear. Edit any data shown on the bar and click on ACCEPT when transaction is complete. The transaction will appear in BLUE to highlight to you that this is now a new transaction and TRIMS will need to back out the original transaction and this transaction will be displayed in RED. BLUE transactions cannot be edited during the current transaction session. If a Date is entered that does not exist in the currently defined fiscal periods, a new Fiscal Period must be created before a new transaction can be entered. When all transactions have been entered or edited, click on the EXIT tool. You will be asked if you would like to print a Transaction Proof Report. It is suggested that you always print a Transaction Proof Report. This report will assist you in identifying any possible posting errors. Budgets & Expenses 25

26 Making Budget/Expense Account Inquiries From the Budgets & Expenses Browse Table, position the scroll bar on the Account to be examined and click on the INQUIRY tool or with the Account displayed on the Budgets & Expenses - Add/Edit/Delete Screen, click on the INQUIRY tool. The Transaction - Inquiry/Edit Screen will appear displaying transactions for the selected current period. Account Inquiries can ONLY be made on Type 2 or Type 2S Accounts. The Transaction - Inquiry/Edit Screen displays transactions on a selected Budget/Expense Account. Transactions for ANY Fiscal Period displayed can be edited. Transactions can be displayed on screen in either ascending or descending Date Order. Toolbar Functions allow you to display a Graph of the selected Account, make Inquiries regarding the source of a selected transaction, or print a hard copy of the displayed account activity. 26 Budgets & Expenses

27 FIELD Account No. Current Period Description DESCRIPTION Account Number. The Current Fiscal Period for which you are displaying Transactions. Account Description. Show All Open Orders Select if you want to display All Open Orders/Transactions in addition to current period transactions. If not Selected, only Orders/Transactions for the current period will be displayed. Date Transaction Date. Description The identifying description of this transaction. Reference Purchase Order Number, Check Number, Payroll Transfer or other reference. Invoice Invoice Number or other reference. Source Transaction Source Code in the range of 0-9. Status This field identifies the transaction as an "Open Order Item". Amount The dollar Amount of this transaction. Open Orders A total of all "Open Order" transactions representing funds committed for goods not yet received. Transactions included in the Open Orders Total are generated by the Purchase Order Program Functions depending on the Setting of the Budget Commitment Option. Beginning Balance The Year-To-Date expenses charged to this account prior to the Current Accounting Period. Budget YTD The Fiscal Period Budget Year-to-Date as defined in the Budget/Expense File. Current Period The sum of transactions for merchandise and services received in the Current Period. The Current Period Amount will be shown in red if the Current Period Expenses EXCEED the Monthly Budget. Annual Budget The Annual Amount Budgeted for this Budget/Expense Account as defined in the Budget/Expense File. Ending Balance The Current plus the Beginning Balance. The Ending Balance Amount will be shown in red if the Ending Balance EXCEEDS the Annual Budget. Making Additional Inquiries When you have completed your inquiry click on the CLEAR tool. Position the cursor to the Account Number field, enter all or part of the next Account Number to be viewed and click on the FIND, NEXT or PREVIOUS tool to locate and display the Account information. Or, position the cursor to the Description field, enter all or part of the Description to be viewed and click on the FIND, NEXT or PREVIOUS tool to locate and display the Account information. Budgets & Expenses 27

28 Editing an Existing Transaction Click on the Down Arrow and select the Current Period for which transactions are to be edited. Next, position the scroll bar on the Transaction to be changed and click on the EDIT tool and the Add/Edit Bar will appear. You can now change any field displayed. Click on ACCEPT when changes are complete. Deleting a Transaction Transaction deletion will change Open Orders and Current Period Balances in the Budget/Expense File. Position the scroll bar on the Transaction to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. Additional Inquiry Tools INQUIRY - Click on transaction to be viewed in greater detail and click on INQUIRY tool to view Source Document. PRINT - Click on the PRINT tool to Print Account Inquiry or Print Budget Allocation for this Account. The Budget Allocation Report shows Percent of Total Budget for each month of current year and Percent of Total Expenses for each month of preceding two years. GRAPH Click on GRAPH tool for an instant bar graph comparing Budgets vs. Expenses. 28 Budgets & Expenses

29 Monthly Expense Recap Report The Monthly Expense Recap summarizes account activity during the selected Current Reporting Period. From the Budgets & Expenses Browse Table, click on the Reports Toolbar Menu, then choose Monthly Expense Recap. The Monthly Expense Recap Report shows the Beginning Balance, Current Period Transactions, and Ending Reporting Period Balance for all Budget/Expense Accounts. Select the Current Reporting Period by clicking on the Down Arrow. You can selectively recap All Accounts or a Specific Account. If you choose to recap a Specific Account, click on the Down Arrow for Account selection. Click on the PRINT tool to begin printing the Monthly Expense Recap. See Sample Reports - Appendix A-5 Budgets & Expenses 29

30 Budget Report Generator The Budget Report Generator will print your choice one of eight (8) different Budget/Expense Report formats. From the Budgets & Expenses Browse Table, click on the Reports Toolbar Menu, then choose Budget Report Generator. Select the Current Reporting Period by clicking on the Down Arrow. If Departmental Report is selected, click on the boxes to select the Departments to be reported. Select one of the report formats: Budget Variance Report Expenses VS Budgets VS Variance Report Variance Report With Previous Year Comparisons Comparative Budget Report Budget Progress Report Budget History Report Budget SnapShot Report (Monthly, YTD or Annual) Make additional report selections to Expand Masters and/or Show Zero Balance Accounts. Click on the PRINT tool to begin printing. 30 Budgets & Expenses

31 Report Formats The Budget Variance Report compares the Expenses of the Current Month with the Budget for the Current Month. Year-To-Date Expenses and Budgets are also compared. The difference (variance) between Expenses and Budgets are shown in the variance columns. A negative variance indicates an amount Under Budget, while a positive variance indicates an amount Over Budget. See Sample Reports - Appendix A-6 If the Monthly Budgets Configuration Option in the Budget/Expense Setup is not selected, you will not be allowed to choose the Budget Variance Report Option. The Expenses VS Budgets VS Variance Report compares the Current Month Expenses and Year to Date Expenses for this year with last year. See Sample Reports - Appendix A-7 The Variance Report With Previous Year Comparisons is slightly modified version of the Expenses VS Budgets VS Variance Report. The Comparative Budget Report compares the Current Month Expenses with the Current Month Budget as well the Year-To-Date Expenses with the Total Annual Budget. Percentage relationships between Budget & Expenses are shown. This Month Last Year and Year-To-Date Last Year Expenses are also included. See Sample Reports - Appendix A-8 The Budget Progress Report compares the Current Month Expenses with the Current Month Budget as well as the Year-To-Date Expenses with the Total Annual Budget. Percentage relations between Budgets & Expenses are shown. The difference between Year-To-Date Expenses and Annual Budget is shown under the heading Remaining Balance. See Sample Reports - Appendix A-9 The Budget History Report compares the Current Month Expenses and Year-To-Date Expenses to the established Budgets, Expenses Last Year at the same time as well as the year Previous to Last Year. See Sample Reports - Appendix A-10 The Budget SnapShot Report (Monthly, YTD or Annual) shows Month-To-Date/Year-To-Date Expenses, Open Orders, Monthly, YTD or Annual Budget and Amount Remaining. See Sample Reports - Appendix A-11 Expand Masters: If you are using Master (M) and Sub (S) account types, all reports will print with the Sub accounts sub-totaled into the Master account. By selecting Expand Masters, both the Master (M) and Sub (S) accounts will appear on the report without normal sub-totaling of the Sub accounts into the Master account. Show Zero Balance Accounts: TRIMS does not report accounts with a Zero Balance, select Show Zero Balance Accounts to report UALLU accounts in the Budgets & Expenses Browse Table. Budgets & Expenses 31

32 Budget/Expense Summary The Budget/Expense Summary prints Monthly and Year-To-Date Totals of either Budgets or Expenses. From the Budgets & Expenses Browse Table, click on the Reports Toolbar Menu, then choose Budget/Expense Summary. Select the Current Reporting Period by clicking on the Down Arrow. If Departmental Report is selected, click on the boxes to select the Departments to be reported. Select one of the report formats: Expense Summary Report See Sample Reports - Appendix A-12 Budget Summary Report See Sample Reports - Appendix A-13 Fiscal Year Budget Report. TRIMS does not report accounts with a Zero Balance, select Show Zero Balance Accounts to report UALLU accounts in the Budgets & Expenses Browse Table. Select Show Account Numbers to print Account Numbers. Click on the PRINT tool to begin printing. 32 Budgets & Expenses

33 Transaction Register Report The Transaction Register prints a listing of the Transactions contained within the Budget/Expense Transaction File. Transactions may be selected by Date Range, Account, Department or Transaction Source Code. From the Budgets & Expenses Browse Table, click on the Reports Toolbar Menu, then choose Transaction Register. Enter Beginning and Ending Transaction Dates. Make Account Selection, if you choose to report Specific Accounts, select the Accounts to be reported. If you choose Specific Department or Specific Source, click on the Down Arrow and make your selection. If you choose Transaction Description, enter the transaction description or click on the Down Arrow and select the Vendor to print all matching transactions for the desired Transaction Date Range. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A-4 Budgets & Expenses 33

34 Chart of Accounts Report The Chart of Accounts Report shows the Budget/Expense Account Number, Sequence Number, Department Number, Description, Type, Master/Sub and Eject information. From the Budgets & Expenses Browse Table, click on the Reports Toolbar Menu, then choose Chart of Accounts. Select the Current Reporting Period by clicking on the Down Arrow. If Departmental Report is selected, click on the Down Arrow and select the Department to be reported. There are three report formats available: Accounts Only, Accounts & MTD Balances or Accounts & YTD Balances. Next, select the Reporting Sequence of either Sequence Number or Account Number. Select Include Notes to print detailed Budget/Expense Account Notes. Use this as a justification tool. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A-3 34 Budgets & Expenses

35 Line/Bar Graphs Line/Bar Graphs present a Two-Year Graphic History of Monthly Expenses compared to Monthly Budgeted Amounts for individually selected Budget/Expense Accounts. Graph Types and Graph Options provide for a variety of graphs. From the Budgets & Expenses Browse Table, position the scroll bar on the Budget/Expense Account to be graphed, click on the Reports Toolbar Menu, then choose Line/Bar Graphs. If you wish to change the Current Reporting Period, click on the File Menu, then choose Change Budget Reporting Period and click on the Down Arrow to select a different Period. If you would like to report a Specific Department, click on File Menu, then choose Select Budget Department and click on the Down Arrow to select a different Department. Note: The graph File Menu options allow you to copy a graph to the Windows Clip Board. In order to paste a graph into Microsoft Word, select Edit from the Word menu bar and then select Paste Special and then select As Picture. (Do not use the Paste as Enhanced Metafile method). Budgets & Expenses 35

36 Pie Charts Pie Charts present illustrations of Graphic Totals as defined in the Budget/Expense File. A "zoom" feature permits closer examination of the detail information contained in each graphic total. Graph Types and Graph Options provide for a variety of Pie Chart formats. From the Budgets & Expenses Browse Table, click on the Reports Toolbar Menu, then choose Pie Charts. Each Total Trigger Account (Type 3-9) in the Budget/Expense File containing a G in the Eject/Graphics field will be displayed as a segment of the Pie Chart. The Pie Chart will display a maximum of 16 slices. Individual pie slices smaller than 6½% of the total will be consolidated into one slice labeled "OTHER". To examine the detail of one of the displayed expense categories, click on the Zoom Toolbar Menu and select the desired Expense Category. If you wish to change the Current Reporting Period, click on the File Menu, then choose Change Budget Reporting Period and click on the Down Arrow to select a different Period. If you would like to report a Specific Department, click on File Menu, then choose Select Budget Department and click on the Down Arrow to select a different Department. Note: The graph File Menu options allow you to copy a graph to the Windows Clip Board. In order to paste a graph into Microsoft Word, select Edit from the Word menu bar and then select Paste Special and then select As Picture. (Do not use the Paste as Enhanced Metafile method). 36 Budgets & Expenses

37 Create or Change Fiscal Year The Create or Change Fiscal Year procedure is performed in preparation for the next accounting year. If Employee birth dates have been entered in the Personnel & Labor File, ALL birth dates will automatically be added on the Daily Calendar. If the Password System has been activated, the Create or Change New Fiscal Year procedure may only be performed by a Login with System Administrator Rights. Back-up your files before starting this procedure. Changes made in the Budget/Expense File by this procedure cannot be reversed. Multi-User/Multi-Tasking Notice: Before starting the Create or Change Fiscal Year procedure, please insure that all other PROGRAM FUNCTION TASKS are terminated. Create New Fiscal Year cannot be run while other procedures are accessing the Budget Files. From the Budgets & Expenses Browse Table, click on the Procedures Toolbar Menu, then choose Create or Change Fiscal Year. If the New Fiscal Year begins on a date other than the displayed New Fiscal Year Start Date, enter the New Start Date. Click on BEGIN to create the New Fiscal Year. If BEGIN is selected and the New Fiscal Year Start Date has been changed to a date other than the displayed value, a Budget File Conversion screen will appear on the Budget & Expenses Browse Table if Budget Transactions exist. Please refer to File Conversion Documentation on page 39 for more information on Budget File Conversion procedures. Budgets & Expenses 37

38 What Happens When Create or Change Fiscal Year is Run? Monthly and Year To Date Expenses for the Current Fiscal Year and Previous Two Fiscal Years are shown. When the Create or Change Fiscal Year is run, the current fiscal budgets and expenses will move to the tab on the right and so on. The Fiscal Year on the third tab will be deleted to make room for a new fiscal year. Current Fiscal Budgets UareU UnotU erased and you can change the budgets if necessary. A New Fiscal Year is displayed and you are now ready to begin entering transactions for the new year. Example BEFORE Create or Change Fiscal Year is run. Example AFTER Create or Change Fiscal Year is run. 38 Budgets & Expenses

39 Budget File Conversion Procedure There are two conditions that will cause the Budget Conversion screen to appear. 1. Changing the Thirteen Period Accounting Options. 2. Changing the Fiscal Year Start Date other than the default Fiscal Year Start Date. If files have already been converted to the new file format you may receive a warning message stating that Files have already been converted. You may choose to ignore this message and proceed or, contact TRIMS Support for Assistance. If Budget History Files exist a warning message will appear indicating that the history files found will be added to your current budget files. If you have any questions about the File Conversion Process, click Cancel and contact TRIMS Technical Support. Budgets & Expenses 39

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