Ledger Budgeting Building Publishing - Revising

Ledger Budgeting Building Publishing - Revising Introduction School budget information can be entered and managed through PCSchool. Budgets can either be entered and adjusted manually, or imported via a csv file. PCSchool provides the facility to hold prior year, current year, current year revised and next years budgets allowing you to view changes in the budget across a three year period. This document covers the input, management and reporting of the budget via the Back Office. Budget reporting is also available in the PCSchool Spider. Table of Contents Introduction... 1 Prerequisites for Ledger Budget Creation and Management... 2 Security Settings... 2 Ledger Project Codes... 3 Sub Account Projects... 3 Budget Distribution Codes... 4 Use in Model Account Entry... 5 Use in Posting Account Entry... 6 Use in Ledger File Import/Export... 7 Ledger Posting Account Entry... 8 Budgets Tab... 8 Budget Comparison Tab... 9 Importing Budgets... 10 Manipulate the CSV File... 12 Import the Budget (Current Budget or Year Next Budget)... 13 View in Budget Creation... 14 View in Budgets... 14 Revised Budget Export / Import... 15 Budget Reports... 17 Ledger Standard Reports... 18 Ledger Transaction Listing Reports... 20 Emailing Budget / Department Reports from Back Office... 21 Version 2016C 1/22

Prerequisites for Ledger Budget Creation and Management Security Settings Required for Back Office. Users need to have the security rights to be able to setup the prerequisites and to perform certain tasks in the Back Office. 1. 2. 3. Ledger Budget Codes Maintenance needed to access the budget distribution code table found under System > Budget Codes Ledger Posting Acct Entry needed to access the individual budget information for each ledger account found under Gen Ledger > Posting Account Entry Ledger Reports needed to access and import budget information via the Gen Ledger > Ledger File Import/Export Version 2016C 2/22

Ledger Project Codes Path: System > Ledger Project Codes Project codes can be created to track income and expenditure for a Project or to print a range of Sub Accounts. In the past some schools have chosen to allocate budget amounts only to the 0 sub account rather than to sub accounts that relate to individual departments. PCSchool strongly recommend that all schools now adopt a set sub account structure that can be outlined in the Ledger Project Codes as this will help to better manage department budgets and is required for both the Finance Dashboard and Online Purchase Ordering in the Spider. Sub Account Projects Used to allow the automatic creation of a Sub Account for Model Accounts when dissecting in batches as well as for Department Budgets and Web Based Orders via Spider. 1. Select Sub Account Projects. 2. Enter a numeric value maximum 6 characters; This will be the Project entered against a model account when dissecting a batch A Sub Account for the Ledger Model Account will automatically be created using this value when the Project Code is entered 3. Enter a Description for this project; Maximum 40 characters 4. 5. 6. Select the Project Type of Sub Account Project; The Sub Account Projects radio box will automatically be selected The Sub Account From and To will automatically generate from the Unique ID, this cannot be edited. Enter email details and select a project Co-ordinator; If your Windows Security will allow it you can email the reports 7. Click Save to finish. More will be covered on Ledger Project Codes in the Setting up Department Budgets for Spider session. Version 2016C 3/22

Budget Distribution Codes Path: System > Budget Codes Budget Codes can be created first and added to the Ledger Model account when the accounts are created, or they can be added to the Model account or Sub accounts through the Posting account view at any time. Budget Codes can be used for any Model or Sub account. Budget codes work on a percentage not a dollar value. The total of the percentages entered must add up to 100%. Create as many Budget Codes as you may need. 1. Code Enter a Code you will understand. This can be Alpha, Numeric or a Combination of both. 2. Description Enter your description for the distribution of the estimated costs. 3. PD1% Periods 1 to 12, the periods run with the General Ledger periods; The total % of the 12 periods must equal 100%. 4. Save Tab off the line to save or click Save. The Budget Codes can be used in; Model Account Entry Posting Accounts Ledger File Import/Export Version 2016C 4/22

Use in Model Account Entry Path: Gen Ledger > Model Account Entry The Budget Code can be added to the Model Account. By default this budget code will be automatically assigned to any NEW Sub Accounts created against this Model account. 1. Select the Model Account you wish to attach the code to. 2. Click the browse button to open the Budget Code window. 3. Highlight the Code you want to add. 4. Click OK. 5. Click Save. Version 2016C 5/22

Use in Posting Account Entry Path: Gen Ledger > Posting Account Entry The Budget Creation tab within this view relies on having Budget Codes created. Annual budget figure can be entered and distributed across the months for the selected account based on the Budget Code chosen. 1. Select the Model Account. 2. Select the Posting / Sub Account you wish to enter the budget for. 3. Go to the Budget Creation tab. 4. Select the Budget Code to use. 5. Enter the Annual Budget figure. 6. Click Apply now. 7. The monthly amounts displayed will have been applied and appear in the Budgets tab, in both the Budgets and Revised Budgets fields. Version 2016C 6/22

Use in Ledger File Import/Export Path: Gen Ledger > Ledger File Import/Export Budget Codes can be exported out as Budget Distribution Codes, when changes are made they can be imported back in. Version 2016C 7/22

Ledger Posting Account Entry Path: Gen Ledger > Posting Account Entry Budgets Tab This is where the budget figures are stored. Budget values can be manually entered and changed via the Budgets tab in this view. 1. Model Account Select the model account you wish to use. 2. Sub Account Select the sub account you wish to use. 3. Budgets tab View, enter and manage the budget information for the selected account. 4. Current Year Displays the current year budget and revised budget figures. Budget generally the approved budget decided upon in the prior year. Revised Budget usually the same as the Budget value, although if circumstances have changed and the budget needs to be increased or decreased through the year these values may differ. 5. Prior Year Displays the prior year budget figures. 6. Next Year Displays the next years budget figures. 7. Values in all these fields can be manually entered and adjusted. Version 2016C 8/22

Budget Comparison Tab Provides a quick overview of your actual expenditure / income for the selected period compared to your budgeted expenditure / income. 1. Budget Comparison tab. 2. View Actual against Budget for each ledger period. 3. View Actual against Budget for the year. Version 2016C 9/22

Importing Budgets Path: Gen Ledger > Ledger File Import Export A.csv file, based on your selection of current year actual figures, budget and/or projected budget figures can be exported into Excel in order to create your next year s budget. To make it even easier, if you have budget codes set up against accounts within the Posting Accounts area you can also choose to export the field Budget Distribution Code, so as the full year budget can be fully distributed within PCSchool on importation of the file. This feature negates the necessity of distributing your annual budget to the various months within Excel before importing the file back into PCSchool. Previously you had to wait for the ledger to be rolled into the New Year, before the.csv file containing your budget could be imported back into PCSchool. Now Next Year Budget fields have been added to the Posting Accounts and the data can be imported in prior to rolling You have several options for exporting the chart; you can select one or all from; Current Year; Actuals, Budgets and Projected. Prior Year; Actuals and Budgets nay be needed when creating the Budget but cannot be Imported back into PCSchool. Total Yearly Movement; Will export all options into the one.csv. Total Annual Budget; Allows you to Export out then Import an Annual Budget into Budget Creation, or can be used in conjunction with the Budget Distribution Code below. Budget Distribution Code; Will Export/Import any Budget Codes currently attached to ledger Codes and import any changes. Next Years Budgets Total Annual Budget Next Year Note: You can select multiple options that will be in the one csv. Version 2016C 10/22

Export the Budget Path: Gen Ledger > Ledger File Import/Export You will need to know what Available Field to base your Budget on you can export the file in various formats and you may need to export several formats to find the one that will suit your situation the best. 1. Export to File Check the box. 2. Entity Will default; Can edit. Optional; leave it blank for all accounts or select Accounts From and 3. From Account To. Will default to All, can select a classification from: Account Balance Sheet. 4. Classification Expense. Income. Double click to select Available Fields; Current Year figures. Prior Year figures. All files with Total Yearly Movement. 5. Available Fields Total Annual Budget if using Budget Codes. Budget Distribution Codes if using Total Annual Budget Next Years Budgets. Total Annual Budget Next Yr Displays the fields selected, if multiple fields are selected all the 6. Selected Fields information will be in the one CSV. 7. File Name Make sure you save the file where you can find it. 8. File Type Leave the Defaults if this is to be Imported back into PCSchool. 9. Begin Export Click to Begin the Export. Version 2016C 11/22

Manipulate the CSV File The exported file can then be converted to an excel format for creation of your budgets. Once the Excel worksheet is complete, ensure there are no formulas on any columns and resave as a.csv file ready to import the annual budget into PCSchool. Create your new Budget in the Excel Worksheet and save it. You can use a combination of Budget Code/Annual Amount for some accounts and enter in the monthly figure manually for other accounts. 1. Annual Value 2. Monthly Values By using the Budget Distribution Code and Annual Budget figure the system till automatically distribute the annual sum across the budget periods based on the % s held in the nominated budget code. Can only be used for Current Budget and Year Next Budget Cannot be used for Revised Budgets By entering in the budget $ amount per period you have control over exactly what the period amount will be. Can be used for all budgets; Current, Revised and Year Next 3. BOTH Annual and Monthly Values If you enter in BOTH Annual and Monthly values for the same account the system will use only the annual distribution amount. Version 2016C 12/22

Import the Budget (Current Budget or Year Next Budget) Path: Ledger File Import/Export Import the file back into PCSchool. 1. Select, Import from File. 2. Locate your saved.csv file. In Identified Field right click an Unidentified field and from the Created list select the Line that is directly opposite in the Available Field. 3. Continue until all the necessary fields have been Identified You may not have Identified all the Available Fields as they may not be there for selection such as Name or Classification. 4. The same Identified Field and Available Field must be opposite each other. 5. When finished click on Begin Import. NOTE If you are importing the 12 budget periods, you can either identify these one by one individually or right on the unidentified field to be period 1 and select one of the Next 12 Budget Pd1-12 options this will set the next 12 fields as Period 1 to 12 for you in one go. Version 2016C 13/22

View in Budget Creation After importing the budget with the budget code distribution you can see the budget has been automatically distributed according to the budget codes against the accounts. View in Budgets Both the annually distributed and the period amounts will show in the Budgets tab. Version 2016C 14/22

Revised Budget Export / Import The revised budget is slightly different in that it is generally based on the year to date actuals and changes through the year. To create the revised budget schools will often export their period actuals and import these in as the revised figures. 1. Select, Export to File and where you will save the csv. 2. Select, Current Year Actuals and Current Year Budgets and/or Current Year Projected.. 3. Export the data. You can either open the CSV file if you wish to manipulate the data / figures, or simply import the actual figures directly back into the projected fields. Version 2016C 15/22

The budget figures you import will be partially made up of Actuals values and Budget values. 1. Select, Import from File and where you saved the csv. 2. If importing directly from the original export select the fields as follows: Identify the Projected fields to be adjusted (months that have occurred) and link them to import the Actuals data from the file Identify the remaining Projected fields (months not yet happened) and link them to the Budget. Note: if your Projected budget already consists of your Budget values you need only import the amounts to be adjusted. 3. Import the data. Revised Budget figures for Jan, Feb and Mar now reflect ACTUAL income, while the remaining revised periods for the year reflect the original budget amount. Version 2016C 16/22

Budget Reports Path: General Ledger > Ledger Chart Reports > Budget Report Print a Budget Report to view the details. The printed report will show Budget The Budget You have Created. Actual The Actual amount for this account to date. Variance The difference between the proposed budget and the actual figures. Version 2016C 17/22

Ledger Standard Reports Path: Gen Ledger > Standard Report Setup and Printing These reports can include Profit & Loss, Balance Sheet and Department Reports. Some reports come as standard, others may have been created for specific schools. Some examples of Ledger Standard reports that include budget information are: The printed report will show: 1. Current / selected month actual and budget values. 2. Year to date actual and budget values up to and including selected month. 3. 4. Full year budget and forecast / predicted budget o Forecast is drawn from revised budget figures. Change (increase or decrease) between original budget and new forecast budget for the full year. Balance of forecast budget remaining for the year. Percentage of forecast budget used to date. Version 2016C 18/22

The printed report shows: Income / Expenditure prior year for the same current period selected. 1. o Allows you to compare last years income/expense to the current years income/expense for the same period of time. 2. 3. Year to date actual and budget (up to and including selected month). Variance between actual and budget. Full year budget allocated (does not look at revised budget). Percentage of budget used to date. Version 2016C 19/22

Ledger Transaction Listing Reports Path: Gen Ledger > Standard Report Setup and Printing These reports include the original budget and revised budget at the top of each account. Version 2016C 20/22

Emailing Budget / Department Reports from Back Office Reports produced through Standard Report Setup and Printing as well as Transaction Listings can be emailed to the department head if you have the necessary information in your Project Codes. 1. Select the Model Account/s you wish to include. Tick, By Project within range. This will activate the project codes so the relevant department 2. heads receive the data for their budget areas. Sub accounts can be left from 0 to 9999 or you can select specific project codes to email. 3. Select the report format. 4. Select, Export to Mail. 5. Run Report will bring up the email screen. 6. Enter a subject and text as needed. 7. Return and Process start the email process. Version 2016C 21/22

Emailed example of Transaction Listing Report: Emailed example of Standard Ledger Report: Of course now with the new financial tools in the PCSchool Spider teachers can easily log in and view their department budgets. Getting up to date information on expenditure and income, committed orders and remaining budgets. Version 2016C 22/22