Module: Financials Topic: Budget Munis Budget Analysis Munis Version 11.2

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1 Module: Financials Topic: Budget Munis Budget Analysis Munis Version 11.2 Overview This document is intended to give an overview of how certain programs in Munis can be utilized to enhance the way the budget process is administered. Description/Procedure Define/Start Budget Projection - Importing Define/Start Budget Projection is the program which manages the overall projections. New projections can be generated, updated, or deleted. This program is generally only available to budget administrators. Imports are an expeditious way to create new budget projections, previously this was limited to header amounts only. Now, budget projections can be added with detail from an import. To access the Import section of Define/Start Budget Projection, click the More button in the ribbon and choose Import. The Budget Detail Import file can be created by clicking the Detail Template option in the ribbon to have Munis export a template for importing back into Munis. Page 1

2 The Export file has the Excel column headers which will be used when importing back into Munis. The column headers must be exactly as listed in this export when importing back into Munis. These are the available detail fields for import: Organization Object Project Long Account Line Quantity Unit Cost Description Justification One Time Priority Vendor Commodity Item UOM Freight % Job Group Location Position Employee Benefit New Program Period Page 2

3 Define/Start Budget Projection Budget Projection Cube In version 11.1 and higher, the GL Budget Projection Cube is available for data analysis using Excel. To enable a projection to be included in the Cubes data generation process, the Include projection in budget cube data box must be checked off. The Budget Projection Cube can be accessed from your existing data connections in Excel and is titled Munis GL Budget Projections Cube. Page 3

4 Multiple Projections can be compared with annual data for analysis and reporting. Posting Salary and Benefits Projections A shortcut to Post Projection Data to Budget has been added to Define/Start Budget Projection. From the ribbon select the More option followed by Payroll Projection. When the program opens, a prompt will display the current Payroll Projection being posted. This should be confirmed with whomever managed the Salary and Benefits Projection process. Page 4

5 When selecting which GL Budget Projection to post to, note the option to choose rounding options as well as the Budget Level. Posting Payroll Projections can also be done here, as a tip, remember to reverse the Payroll Projection from the same level it was oringinaly posted. Page 5

6 Central Budget Entry An enhancement to the budget process comes by way of Central Budget Entry. It is an updated program with more friendly functionality compared to Next Year Budget Entry. Complex advanced searches are allowed, combining segments searches, detail searches and other account specifics. Positions can be viewed in a series of segment filters on the Positions tab to roll up salary data by various segment combinations. Particular detail can be reviewed by account and changed as needed. This data can be exported to Excel for additional analysis. Page 6

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8 Roll/Factor Merge Roll/Factor Merge is a program which allows for mass maintenance of a budget projections amounts by level. It allows for values to be moved from one level to another within a projection and also has features which allows for merging of separate projections. The Roll/Factor feature allows for budget projections to mature through budget levels corresponding to your budget process. It can be accessed using the Roll/Factor from the ribbon. The process allows for budget to move from level to level with a few options. Factor/percentage allows for the budget value to be increased or decreased by the given percentage. The Keep, Overlay, and Add to options are explained below: Page 8

9 Monthly Budget Amounts Monthly budgeting was updated in version to require journal detail to enforce monthly budget amounts. In the Monthly Budget Amounts program, an original budget figure can be disbursed over multiple periods. This can accommodate the need to evenly disburse spending over the fiscal year and to ensure seasonal expenses are used in the proper period. Once the budget amounts are set to your needs, the create journals program will redistribute the funds based on period using budget amendments netting to zero over the year. Page 9

10 Using the Reallocation option from the ribbon accounts can be updated individually (there is a mass update option). Page 10

11 Post to Master for Reports Generating a working budget also includes the need to apply that budget for next year reporting and encumbering. This process is also called soft posting budget it is the equivalent of a proof entry for next year original budget. It allows for reports and expenses to be made against next year s budget values, without an impact on the current year s expiring allocations. When the process is run, it takes the highest budget level (as assigned in GL Settings) and applies those values to the orginal budget memo field in GL Account Inquiry. This process can be run more than once if any changes need to be made, but it can only be run for the next fiscal year. Page 11

12 Budget Rollup Groups Budget Rollups or Budget Rollup Groups are groupings of accounts which pool their budget together and any expenses made within the group deduct from the overall budget pool. These allow for departments, projects, or other groups to manage their budgets as a whole, without the need for doing budget transfers within their own accounts when needed. Budget Rollup Groups are created in the Budget Rollups program and codes are created. The codes are then assigned to general ledger accounts in Account Master. Once the accounts are coded as part of a particular rollup, they can be viewed as a group in Budget Rollups to track the monies spent in the group. Page 12