The Southern Baptist Theological Seminary Enterprise Reporting User Guide For 2017-18 Budget Requests Prepared 1/23/17
Table of Contents Page # 2017-18 Budget Memo Welcome to Enterprise Reporting.. 3 Before You Start Link to Enterprise Reporting.. 4 Logging In...... 4 Change Password... 4 Select Your Department Selecting Your Department 5 Selecting Budget Forms..... 5 General Information for Budget Forms..... 6 Budget Input Forms Current Operating Budget Form 7 Operating Expense Reclassification Form. 8 Expense Budget Form.... 9 Revenue Budget Form.... 11 Full Time Payroll....... 12 Payroll Input Form Part Time. 12 Capital Budgeting Form. 13 Submitting Your Budget Submitting Your Budget 15 Logging Off How to Exit ER... 16 Contact Information Contacts for Enterprise Reporting Issues... 17 2
The Southern Baptist Theological Seminary MEMORANDUM To: From: Budget Managers Sara Nelson Date: January 23, 2017 Subject: Welcome to Enterprise Reporting 2017-18 Budget This user guide has been prepared as a step-by-step procedure manual to assist you in entering your budget requests for 2017-18. For new budget managers, I will provide you with a separate user guide for viewing and printing your department s budget reports. As you enter your budget requests, if you encounter problems or have questions using Enterprise Reporting, regardless of how small or large they may seem to be, please contact me in Accounting at extension 4044, or by e-mail at snelson@sbts.edu. I will be glad to walk with you through the manual and software as necessary, or coordinate other assistance if needed. I look forward to working with you as we strive to effectively and efficiently use Seminary funds to further the mission of training, educating, and preparing ministers of the gospel. 3
BEFORE YOU START - LINK TO ENTERPRISE REPORTING Open Internet Explorer. Do not use Firefox or Chrome. Enter the link to the Enterprise Reporting Web Extension: http://budget.sbts.edu You may also access this website through the SBTS Intranet. On the Quick Links tab, select the Enterprise Reporting Budgeting link. LOGGING IN To login, enter your user name and password (same as Jenzabar EX ). *If you have three unsuccessful logon attempts, the system will lock you out. To reset your logon attempts, please contact Sara Nelson in Accounting. NOTE: The Enterprise Reporting Web Extension will automatically log you out after twenty minutes of inactivity. If this happens and you have not stored the data entered, the data will not be saved! PASSWORD If you ever forget your password and need it reset, please contact Campus Technology extension 4006. 4
SELECT YOUR DEPARTMENT To view the department(s) that you have access to, select Reporting Events. Then select the department that you want to review/edit. SELECTING BUDGET FORMS Select the Budget event (BUDGET 17-18) to view budget forms for the selected department. After you select a form in the drop-down menu, you must click Process to view the selected form. 5
General Information for Budget Forms 1. Following is a list of the forms in your budget package: OPSBUD Current Operating Budget OPSEXPRECLASS Operating Expense Reclassification EXPENSE Expense Budget REVENUE Revenue Budget PAYROLLPT Payroll Input Part Time CAPITAL Capital Budgeting It is recommended, but not required, that you make entries to your budget forms in the order listed above. 2. To view the next form in the form package, access it from the Reporting Events list displayed at the side of the webpage. The Next and Previous buttons no longer work due to an update in Internet Explorer. 3. Likewise, to view a previous form in the form package access it from the Reporting Events list. 4. Save/Refresh - To save all changes made to a form, you must click the Save/Refresh button, also displayed at the bottom of the form. (If you do not click the save/refresh button, your changes will not be saved.) 5. Reset - To view the changes that you have saved/stored in a form, click the Reset button displayed at the bottom of the form. This will refresh your form, displaying any changes previously saved. 6. Add New Object to List Please call Sara Nelson (ext. 4044) to add an object code that is not currently available. 6
BUDGET INPUT FORMS OPSBUD Current Operating Budget Form The Current Operating Budget form is for informational purposes only; no input is required or allowed on this form. This form displays each revenue account, each expense account, and the resulting net operating budget for the selected department. As you enter and store on each of the forms, the 17-18 Annual Budget column will be populated. 7
OPSEXPRECLASS Operating Expense Reclassification Form The Operating Expense Reclassification form allows you to reclassify budgeted, nonsalary expense amounts between accounts for the new fiscal year, as needed. Reasonable reclassifications of budget dollars will automatically be approved. Do not make changes to accounts beginning with 02. These accounts are related to Donor Restricted Funds and are budgeted by Accounting. Be sure to save all changes by clicking on the Save/Refresh button, and refresh the page using the Reset button. NOTE: If you decide to enter any increase (positive) or decrease (negative) reclassification amounts on this form, they must have a net effect of zero on the total operating budget. If the increase/decrease total does not equal zero, the following error message will appear. The warning message below will also be displayed at the bottom of the form. 8
EXPENSE Expense Budget Form The Expense Budget form allows you to request an increase or decrease in the budgeted expense for any account shown. Remember: A description of the justification for each increase or decrease must be typed in the Justification box (up to 256 characters). If multiple amounts comprise the increase or decrease amount entered for a single account, type in the dollar amount for each component followed by its description. Example: $1,500 increase for Travel Training Justification: $1,000 Attend ATS Conference in Oct. 2017; $500 Attend NAPCE Conference in Feb. 2018- $500 Amounts requested are subject to Executive Approval. Do not enter expenses related to submitted Proofs of Concepts. Do not enter budget amounts for allocation accounts (accounts containing object codes 9710 through 9999). Accounting will make these calculations on an annual basis. Do not make changes to accounts beginning with 02. These accounts are related to Donor Restricted Funds and are budgeted by Accounting. Each increase/decrease in expenses will automatically be distributed evenly throughout the fiscal year. However, to properly match budget with anticipated actual expenditures, we encourage you to manually distribute the projected budget. Type M in the allocation field, and then manually enter the preferred distribution in the monthly fields. Click Save/Refresh to save! 9
NOTE: If a manual allocation is entered, the total allocated amounts must equal the 17-18 budgeted amount. Otherwise, you will receive the error message shown below: When you receive an error message, scroll down to the bottom of the page. This will allow you to view a description of the error that needs to be corrected. 10
REVENUE Revenue Budget Form The Revenue Budget form allows you to request an increase (enter as a positive amount) or decrease (enter as a negative amount) in a budgeted revenue amount. Justification must be provided for each request. Do not make changes to accounts beginning with 02. These accounts are related to Donor Restricted Funds and are budgeted by Accounting. Do not enter expenses related to submitted Proofs of Concepts. *Each field in the justification column can hold up to 256 characters. Each increase/decrease in revenue will automatically be distributed evenly throughout the fiscal year. However, to properly match budget with anticipated actual expenditures, we encourage you to manually distribute the projected budget. To change this distribution, type M in the allocation field, and manually enter the preferred =distribution in the monthly fields. Remember to click SAVE/REFRESH! 11
FULL TIME PAYROLL - Any open positions on or around January 30th may not have uploaded to the budget software and will need to be reported to Sara Nelson for input to be included in the 2017-18 budget. If you do not make sure the open position is included, you will be required to go through the process of requesting a new position for your department. Existing Salaried & Hourly Employees If you find that an existing position is not listed, please contact Sara Nelson ext.4044 to have it included in the 2017-18 budget. Do not enter pay adjustments into the Enterprise Reporting system. Send all requested increases/decreases in salary or wages to Rich McRae in Human Resources. PAYROLLPT Payroll Input Form Part Time Do not enter pay adjustments into the Enterprise Reporting system. Send all requested increases/decreases in or wages to Rich McRae in Human Resources. 12
CAPITAL Capital Budgeting Form The Capital Budgeting form allows you to request capital expenditure budget funds for the purchase of new or replacement furniture, equipment, or building improvements that exceed a cost of $250 each and ALL technology items. **Note: This does not replace the capital expense process.** Key Budget Input Cells Reference #: If you want to request approval for capital expenditure budget funds, enter a 1 in this field for the first item requested. For the second item, enter a 2 in this field, and so on. Description of Requested Expenditure: Enter a description of the requested expenditure in this field. Estimated Cost: Enter the estimated cost of the capital expenditure. Priority Rating: Using the F2 function key, select the appropriate priority rating (Critical, Upgrade, or Desirable) from the drop-down menu. (See the definitions of these ratings listed at the top of the form.) Request Justification: Enter a description of the justification for your request. Quote Received: Using the F2 function key, select Yes or No. Replace Existing Asset: Using the F2 function key, select Yes or No. Disposition of Old Equipment: Using the F2 function key, select Surplus, Trade or N/A. Age in Years of Old Asset: Enter the age, in years, of the asset to be replaced, if applicable. 13
To add an additional capital expenditure request: Click on the New button located on the right side of the form. When a new, blank row is added, begin entering all required information for the requested capital expenditure. Use the New button to continue to add new rows, if necessary. When in doubt, always click on the SAVE/REFRESH button. You can re-enter the form, enter new data or change previously entered data and Save/Refresh again. The form will be updated with the most recent input information. If you exit ER before storing or the session times out (20 minutes), all input entered will be lost. 14
SUBMITTING YOUR BUDGET When you have completed all forms in your budget package, you are ready to submit your forms. First, make sure that you have stored each of the forms in your budget package. Then, review the OPSBUD form (Current Operating Budget) to verify that your 17-18 budget has been updated and saved correctly. If the 17-18 budget column on this form is incorrect, go back and store the forms in your budget package. When ready to submit your budget, go back to the page that lists all of the forms in your budget package. Click the Complete button to submit your forms. Clicking Complete without having finalized your budget information will require you to contact Sara Nelson, so your budget package can be re-opened. You cannot make any more changes after you have submitted your budget as Complete unless an administrative user re-opens your budget package. 15
LOGGING OFF Click on Exit (located in the lower, left-hand corner) to log off. The following Exit screen will appear. NOTE: You will have access to make changes to your budget forms through 5:00 p.m. Friday, February 10, 2017. 16
CONTACT INFORMATION If you have any questions or concerns regarding the use of Enterprise Reporting, please feel free to contact any of the persons in Accounting listed below: Sara Nelson Manager of Budgeting and Financial Reporting (502) 897-4044 (502) 897-4BUD (budget helpline) snelson@sbts.edu Kim Osborne Assistant Controller 502-897-4132 krosborne@sbts.edu 17