: Budgeting Overview is a module that facilitates the preparation, management, and analysis of fiscal year budgets. Streamlined for efficiency and designed to solve the cumbersome process of budget creation, has a variety of features and functions to assist in the process for all levels of users. Features The module enables the user to design and produce the entire budget presentation using the powerful spreadsheet utility built directly into the budget module or to use a standard spreadsheet program and import current financial data. A full range of reporting formats include sorts by any combination of function, object, location, or program, as well as the NYS component budget format. What Does Provides for unlimited budget worksheets with extensive detail notes for each account code Performs what if budget calculations by increasing or decreasing specific account codes by a user-defined percentage or amount Provides automatic updates of budget totals as budget amounts are entered or revised Imports real-time data from nvision Accounting including the original budget, revised budget, year-to-date expenditures and projected expenditures consisting of year-to-date expenditures plus outstanding encumbrances Provides the ability to automatically move the adopted budget into the new fiscal year in nvision Accounting Imports real-time salary projections from nvision Negotiations including detail by account code nvision Copyright 2012. FINANCE MANAGER All rights reserved. 1
Data Entry The Budgeting Data Entry menu provides access to the Budget Setup, Budget Entry, Copy Budget, Import Salary Notes, and Submit Final Budget options. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 2
Budget Setup From the Data Entry menu, click Budget Setup to create a new budget and link those users and administrators who will be working with the selected budget. Adding a New Budget 1. Enter Add mode. 2. Enter the budget criteria. The Budget Name, Fund, Budget Type, and Fiscal Year must be specified. 3. To include Inactive account codes in the budget creation process, check the Include Inactive Accounts box. This will include any codes in the Accounts table that are flagged as Inactive. Now that the budget has been created, add the appropriate budget users and administrators. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 3
Updating the Budget Name 1. Highlight the appropriate budget name in the listing. 2. Enter Update mode. 3. Type in the new budget name 4. Save the record. Deleting a Budget 1. Highlight the appropriate budget name in the listing. 2. Click Delete. The following confirmation prompt displays: Click Yes if the budget should be permanently removed from the system. Note that this process is irreversible. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 4
Add Budget User Under the Budget User Details section of the window, click the lookup button to choose from a list of nvision system users who will be working with this budget. The User Lookup window displays. Highlight the desired user s name and click OK. Check the box if this user is an Administrator for this budget. Leave the box unchecked if this individual is simply a budget user. To allow the budget user/administrator to perform any budget-related transactions, leave the Active flag checked. To stop a budget user/administrator from performing any further budget-related transactions, uncheck the Active flag. Click the lookup button and continue to add as many users and/or administrators as needed to work with this budget. Save the record. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 5
The user has now been added to the list of users for the newly created budget. NOTE: When a Budget User logs into nvision Budget, he/she will not see any budgets but those they have been added to and will not see any other Budget Users or Budget Administrators. A Budget Administrator sees all budgets that they have been added to, as well as all Budget Users for those budgets. The new budget will now be on the list of available budgets in. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 6
Assigning Accounts to Budget Users/Administrators The assignment or restriction of permissions to accounts codes that each budget user can access is performed through nvision User Administration. Open the Setup menutree and click User Logins. A listing of nvision users displays. Highlight the name of the appropriate user in the listing. Enter Update mode. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 7
Click the Accounting folder. Click. The User Account Privileges window opens. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 8
The User Account Privileges window is used to link the user with specific account codes that they are authorized to use. For example, certain users may have access to all account codes, while others only have access to specific account codes within specific funds or only to specific account components. Enter a starting and ending range for the fund. Then if further restriction is needed to the other account components (Function, Object, Location, and Program) for the selected fund(s), enter a starting and ending range for the function, object, location, and program codes. For the user to have permissions to all accounts in every fund, enter A as the Fund Range Start and Z as the Fund Range End, as shown in the illustration below. Set the radio button to the type of account Appropriation, General Ledger, or Revenue - that the user has permissions for. For each account type, there must be a range of funds and account components defined to which the user has access. Check the Budgeting Module box under Program Module Applicability to indicate that the user has access to the selected account code(s) in. Check the Report Only box if the user can only report on or view the account code in Budgeting. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 9
The following screen shows that the user has been set up to have access to appropriation codes with a location code of 22 in Funds A through Z in the nvision Accounting and Budgeting modules. Click the Add button applicable module. and continue to add permissions for the account code components in each account type and When finished adding account permissions, click OK to return to the Accounting tab. Remember to save the user login record. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 10
To view the effective account permissions for this user, click. If desired, change the dropdown to view permissions by Account Type All, Appropriation, General Ledger, or Revenue. This screen shows the user s effective chart of accounts - appropriation codes with 22 as the location. In the above example, Budget User jbo was set up to view appropriation accounts with location code 22. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 11
Budget Entry When a Budget User logs in, nvision Budget only allows that user to see the budgets to which he/she was linked. When a Budget Administrator logs in, nvision Budget allows that administrator to see the budgets to which he/she was linked, as well as all Users who have access to the budget. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 12
Budget Entry Account Code Listing and Search When a budget user selects the budget name from the drop-down, that user s assigned account codes are displayed in the listing. To locate a particular account code, click in the Search field and type the desired account code or portion of the account code into the field. Click the Search Forward or Search Backward button. NOTE: nvision highlights the Account Name or the closest match to the name, and the proposed Total Budget displays at the bottom of the screen. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 13
Filtering Accounts The Budget Entry window provides the capability to filter accounts codes by Function, Object, Location, Program, Component, or Exported flag. All of the filters work in a similar manner, therefore only one is being shown as an example for documentation purposes. To alter the screen to show only account codes of a particular Function, click the Function drop-down and select the desired function value. As shown in the example below, the window now only displays accounts with Function code 1325. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 14
Updating the Budget To update the new budget of an account code, open the Data Entry menu tree and click Budget Entry. Select the budget from the drop-down. Highlight the account code and enter Update mode. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 15
Simply type the desired dollar amount in the Proposed Budget field. To change the component, click the drop-down to choose Administrative, Capital, or Program. Save the record when completed. NOTE: nvision defaults each account to the most likely component. Account codes can also be split into more than one component via the Budget Split folder. The amount is now in the Proposed Budget column of the screen, as illustrated in the screen below: nvision Copyright 2012. FINANCE MANAGER All rights reserved. 16
Budget Entry - Budget Notes The budget can also be entered by another method called Budget Notes. This method allows the user to list a breakdown of items that the account code is being used for. For example, an account code can be used to purchase equipment such as Computers, Printers, etc. This is a process where the user can enter items or Notes of which all, some, or none can be added into the New Budget amount for each account code. Notes can be entered via the Budget Notes folder in the Budget Entry window. 1. Highlight the account code on the Budget Entry listing window. 2. Enter Update mode. 3. Click the Budget Notes folder. 4. Click Add to begin the entry process. 5. Enter the data into the Budget Notes folder at the bottom of the screen. If the amount of each Note is to be included in the New Budget, check the Include in Budget box. Repeat this step for each note being added. 6. Save the record when finished. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 17
The amount of those notes flagged as Include in Budget display in the Proposed Budget column, and a pencil icon displays to the left of the account code. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 18
Budget Entry Budget Split If there is an account code that has to be reported to New York State in more than one Component of the 3-Part budget, nvision allows for each code to be Split. Split the Budget Account via the Budget Split folder on the Budget Entry window. 1. Highlight the account code on the Budget Entry listing window. 2. Enter Update mode. 3. Click the Budget Split folder at the bottom of the window. 4. Click Add. 5. Enter the split label name, choose the Component from the drop-down listing, and enter the proposed budget amount. Repeat this step as many times as needed. 6. Save the record. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 19
The combined amount of all components displays in the Proposed Budget column and a folder icon the left of the account code. is displayed to nvision Copyright 2012. FINANCE MANAGER All rights reserved. 20
Budget Entry - Budget History If there is ever any question as to how the Proposed Budget of an account code came to be, nvision provides a history of all updates to the account code. The history can be viewed via the Budget History folder on the Budget Entry window. The Budget History window displays the User Name, Date Entered, and resulting Proposed Budget amount. 1. Double-click on an account code on the Budget Entry listing window. 2. Click the Budget History folder at the bottom of the window. Since there is no edit capability on this screen, simply close the window when complete. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 21
Copy Budget To create a copy of a budget to another to create a different scenario OR to copy a budget from one fiscal year to another, choose Copy Budget from the Data Entry menu tree. 1. Use the drop-down to choose the budget to copy. 2. Type the new budget name. The Copy must have its own unique description. 3. Use the drop-down to choose the fiscal year of the new copied budget. 4. Check the box to include the salary notes in the copy. When creating a copy of the budget for the purpose of importing a different salary projection from nvision Negotiations, leave the box unchecked. 5. Check the box to include any general notes in the copy. 6. Click. The copied budget is seen on the list of available budgets on the Budget Entry and Budget Setup windows. NOTE: When a budget is copied, all of the Administrators and Users defined for the original budget are copied into the new budget record. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 22
Refresh Accounts and/or Accounting Data After a budget has been created, it may become necessary to refresh account codes and/or accounting data on the Budget Entry window. The Refresh feature can be used: If there is an account code that has already been added to the Chart of Accounts in nvision Accounting but was added after the new budget was created, the Refresh option is used to get the account into the budge OR To see those accounting changes for reporting purposes, which reflect against expenditures, revenues, encumbrances, or budgetary entries and adjustments, that were made since the budget was created. Refresh Accounts To refresh accounts, click at the top of the Budget Entry window in order to get the account into the budget. The Budget Entry window is updated to shows all accounts that were added to the Chart of Accounts after the budget was created and all inactive accounts that were not included at the time the budget was created. Refresh Accounting Data At the time the new budget is added, all the current accounting data is pulled into the budget area. However, from the time the new budget is added until the first reports are run, no accounting changes will be reflected against expenditures, revenues, encumbrances, or budgetary entries and adjustments. This does not affect the budget entry area, but will be reflected when reports are run. To pull in the latest accounting activity, click window. at the top of the Budget Entry nvision Copyright 2012. FINANCE MANAGER All rights reserved. 23
Appropriation Status Report From the Reports menu tree, click Appropriation Status. The Appropriation Status Report criteria selection window provides the ability to run the report in many different ways. 1. Use the Budget Name drop-down to choose the Budget to report on. 2. Use the Sort By drop-down to choose the sort style of the report. Valid sorting options are by: Function Object Function & Object Location & Function Location & Program Program & Object ST3 Format nvision Copyright 2012. FINANCE MANAGER All rights reserved. 24
3. Use the Report Type drop-down to choose the type of report. Valid report types are: Detail Summary Consolidated 4. For each of the different data types that can be included on the report - Budget, Adjusted Budget, Expenditures, Projected Expenditures, and Encumbrances - specify how many years of that data to include. Each Data Type has a drop down of criteria: All Selected Years Current Fiscal Year Prior Fiscal Year Do NOT Include In our example screen on the previous page, the current year is 2011-12 and the proposed budget is for 2012-13. With the criteria set as shown in the illustration, the report will include Budget from 2010-11 and Budget from 2011-12 (prior years = 2) as well as Expenditures for 2011-12 (current year). will always report the Proposed Budget column. 5. The Appropriation Status Report can be run for any account component range by Function, Object, Location, and Program as well as any combination of additional criteria and settings. For each of the account components Function, Object, Location, and Program, use the drop-downs to choose the range to report on. Choose All to report on all functions, objects, locations, and programs. Choose Selection and use the lookup to choose one or multiple functions, objections, locations, and programs. 6. Additional report criteria allow for - Include Split Accounts, Budget Notes, Component Analysis, and Accounts without Activity. 7. Check the appropriate box(es) to indicate how many subtotals to include in the report. 8. Click. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 25
Based on the criteria selected, our report yields two years Budget, current Expenses, and the New Budget. The Detail Report shows all account codes. Sample Report Showing Subtotal Breaks Examples of the Subtotal Breaks are shown below. First Function Break 1670 (Yellow) Second Function Break 16 (Blue) Third Function Break 1 (Red) nvision Copyright 2012. FINANCE MANAGER All rights reserved. 26
Sample Report with Include Split Accounts Box Checked The report shows the three Splits of the Workers Compensation account code. Sample Report with Include Budget Notes Box Checked The report will show the account code and its total Proposed Budget with a list of all the Budget Notes and the amount of each Budget Note. nvision Copyright 2012. FINANCE MANAGER All rights reserved. 27
Sample Report with Include Component Analysis Box Checked Report with Include Accounts Without Activity Box Checked This report displays all account codes regardless of whether there is activity or not. 11092012 nvision Copyright 2012. FINANCE MANAGER All rights reserved. 28