Budget Manager for use with Global Software General Ledger User Manual

Transcription

1 Budget Manager for use with Global Software General Ledger User Manual Worldwide Headquarters 3201 Beechleaf Court Raleigh, NC USA EMEA Headquarters 500 Chiswick High Road London, W4 5RG UK +44 (0)

2 Budget Manager For use with Global Software General Ledger Global Software, Inc.'s Spreadsheet Server converts familiar spreadsheet software, such as Microsoft Excel, into tightly integrated analytical tools for financial systems. Financial users can leverage the strength of spreadsheets with seamless dynamic integration to financial information. Spreadsheet Server eliminates the re-keying or downloading of data into spreadsheets and makes them an integral part of the financial application.

3 Budget Manager for use with Global Software General Ledger All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without the written permission of the publisher. Microsoft, Excel, Windows, Outlook, Office, Word, Access, and SQL Server are all registered trademarks of Microsoft Corporation. Trade names referenced are the service marks, trademarks, or registered trademarks of their respective manufacturers in the United States and/or other countries. Global Software, Inc. is not associated or affiliated in any manner with the respective owners of the foregoing trademarks, trade names or service marks unless expressly stated otherwise. The respective owners of the foregoing trademarks, trade names or service marks have not endorsed, certified or approved any of Global Software, Inc.'s products for use in connection with their respective products. While every precaution has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document. Printed: November 2010

4 I Global Software Budget Manager Table of Contents Part I Budget Manager Overview 2 1 Introducing Budget... Manager 2 2 Features & Benefits... 3 Part II Budget Manager Installation 4 1 Additional Components Budget Manager... Installation 5 3 Registering Budget... Manager 6 4 Initiate Excel Add-In Uninstall Process... 8 Part III Using Budget Manager 9 1 Process Overview... 9 Part IV Building your Spreadsheets 11 1 Calculation Options GXB Formula Sample Workbook Part V Budget Trees 14 1 Creating a Budget... Tree 14 2 Adding Control... Levels 15 3 Adding Detail... Controls 18 4 Additional Options Part VI Tracking Budget Progress 21 1 Setting the Status Using the Status... Summary Notifications Part VII Consolidation and Upload to Host 25 1 Load Budget... PC Database 25 2 Working with... the Budget PC Database 27 Display Account... Summary 28 Display Account... Detail 29 Verify Accounts Upload to Host... G/L 32 Index 36

5 Budget Manager Overview 2 1 Budget Manager Overview 1.1 Introducing Budget Manager What is Budget Manager? Global Software, Inc.'s Budget Manager allows your organization to streamline and control your budgeting process, ensuring timeliness, accuracy, and consistency of your budgets. Budget Manager transforms your budgeting process into a dynamic, flexible, and responsive system. Ease of Use Leveraging the popularity of Microsoft's Excel spreadsheet as a budget building tool, the Budget Manager extracts your budget data from your spreadsheets into a central database. Less time accumulating your budget detail means more time for analysis and strategic planning. The Budget Manager allows full maintenance of your budget data as well as optional transferring of the budget data into Global's General Ledger product. The budget work flow process allows managers to plan and control the budget process with a minimal amount of effort. The system will monitor the progress and generate alerts against user-defined schedules to ensure that budgets are completed, validated, and authorized on schedule. Manage Your Financial Reporting In addition to being a powerful budgeting tool, Budget Manager empowers you to create reporting trees. These trees can then be used to quickly print or spreadsheet reports with just a few mouse clicks. Global Software, Inc.

6 3 Global Software Budget Manager 1.2 Features & Benefits Features & Benefits Leverage Microsoft's Excel as the budget input tool of choice Tree-View control of all your budget spreadsheets Allows for multiple revisions of your budget Track budget completion by manager Extracts your budget data from spreadsheets into a central budget database Reduce number of days required to consolidate and upload your budget Eliminate requirement for IT or super-users to create/upload budgets with the automatic update of budget data into your General Ledger Easily Print or Financial Reports when used in conjunction with Global's Spreadsheet Server product Works in conjunction with to send deadline reminders for the incomplete components

7 Budget Manager Installation 4 2 Budget Manager Installation 2.1 Additional Components REQUIRED COMPONENTS Client Access Express Budget Manager uses Client Access Express' inherent TCP/IP functionality to communicate with your iseries General Ledger. The OLE DB component of Client Access Express needs to be installed on each P/C using Budget Manager. Prior to installing this product, please verify that you have applied the latest service pack for Client Access Express. 1. The OLE DB Provider component of Client Access Express must be loaded on the PC which will have Budget Manager installed. 2. Run the setup program within Client Access Express to determine that the OLE DB Provider component is installed. See the below screen to verify the correct setup. Global Software, Inc.

8 5 Global Software Budget Manager 2.2 Budget Manager Installation NEW INSTALLS 1. Close any open sessions of Excel. 2. Run the Setup.exe program from the installation CD -or- from the downloaded and uncompressed zip file from Global's web site. 3. Follow and respond to the installation prompts. Global recommends taking the defaults. Upon successful completion of the installation, the follow panel appears. 4. After the installation has completed successfully, it is recommended to: Reboot if directed to do so. Ensure that the appropriate component(s) are installed for connectivity (see Additional Components). UPGRADE INSTALLS Generally upgrade installs follow the same process as a new install. Occasionally there are exceptions, so it is important to read Upgrade Guidelines published when a new version is released.

9 Budget Manager Installation Registering Budget Manager Once Budget Manager is installed, you have 30 days in which to register the product on your PC. Complete the steps below the register the product. Contact Global's help desk for any assistance necessary. 1. From your desktop, click Start>Program Files>Budget Manager>Register Budget Manager. 2. Click the Register Product tab to retrieve User Code 1 and User Code 2 and then press Cancel. 3. Contact Global Software for "Registration Keys" based upon the product name, your company name, and User Codes. 4. Enter Reg Key 1 and Reg Key 2 with the information received from Global Software and press OK. Note: It is VERY important to not press ENTER on the Registration panel until you have keyed the proper registration keys. You should always CANCEL off of this panel until the time when you are actually keying the Registration Keys received from Global Software. Global Software, Inc.

10 7 Global Software Budget Manager 2.4 Initiate Excel Add-In 1. Start Excel. 2. For Excel 2003: From the Excel menu, select Tools>Add-Ins. The Add-Ins panel appears. Select the add-in named Global's GXB for Global GL, and click OK. For Excel 2007: Click the Office button. The Office Menu panel appears. Click the Excel Options button. The Excel Options panel appears. Select Add-Ins, and click Go. The Add-Ins panel appears. Select the add-in named Global's GXB for Global GL, and click OK. For Excel 2010: From the Excel ribbon, select File>Options. The Excel Options panel appears. Select Add-Ins, and click Go. The Add-Ins panel appears. Select the add-in named Global's GXB for Global GL, and click OK.

11 Budget Manager Installation Uninstall Process Generally, it is not necessary to uninstall Budget Manager prior to installing new versions. An uninstall should only be performed in order to completely remove the product from the PC. 1. Start Excel. 2. For Excel 2003: From the Excel menu, select Tools>Add-Ins. The Add-Ins panel appears. De-select the add-in named Global's GXB for Global GL, and click OK. For Excel 2007: Click the Office button. The Office Menu panel appears. Click the Excel Options button. The Excel Options panel appears. Select Add-Ins, and click Go. The Add-Ins panel appears. De-select the add-in named Global's GXB for Global GL, and click OK. For Excel 2010: From the Excel ribbon, select File>Options. The Excel Options panel appears. Select Add-Ins, and click Go. The Add-Ins panel appears. De-select the add-in named Global's GXB for Global GL, and click OK. 3. Exit Excel. 4. Run the Unwise.exe program installed with the product. The program is located in the Program Files \ Budget Manager folder (if installation defaults were taken). Global Software, Inc.

12 9 Global Software Budget Manager 3 Using Budget Manager 3.1 Process Overview The Budget Manager is a tool that allows for both the management and consolidation of multiple budget units through a centralized control. Below is an overview of how the overall process flows beginning to end. 1. Excel spreadsheets are prepared for distribution to each budgetary unit. These units are defined by each organization (i.e. Departments, Plants, Product Lines, etc.) and must contain the following key elements: Account Number Budget Dataset Format Period Currency, if applicable 2. Budget Manager can be used to distribute these spreadsheets for completion to the appropriate individual per budgetary unit. To accomplish this, initiate Budget Manager and create a new Budget Tree. 3. Add Control Levels (or branches) to the Budget Tree. These control levels usually correspond directly to the budgetary units defined by your organization. You may define as many levels as necessary under a particular branch. Only the lowest levels of a branch will contain links to the spreadsheet location, control manager, e- mail address, etc. These lowest levels are referred to as Detail Controls. 4. Set the status for Control Levels to either Completed or Incomplete. Then track and review the various budgetary units' progress and send reminders as appropriate to all within the Budget Manager application. 5. After spreadsheets are completed and approved, the budget manager will review each spreadsheet and create the Data Load worksheet using the GXB formula. These formulas can also be created as part of a standard template. 6. Next, use Budget Manager to create a consolidation of this budget detail with the click of a mouse. After specifying which spreadsheets to consolidate and the revision number, the system will create a Budget Database on the PC. This database can then be reviewed, validated, and updated with changes, if necessary, and finally uploaded automatically to either Global's General Ledger or Global's Spreadsheet Server product.

13 Using Budget Manager Budget Manager can also be used to print and/or final, approved budget spreadsheets back to the respective unit manager if desired. Global Software, Inc.

14 11 Global Software Budget Manager 4 Building your Spreadsheets 4.1 Calculation Options 1. By default, the calculation function within Excel is set to calculate automatically. Global strongly recommends setting this value to manual so that all required spreadsheet changes or additions can be completed prior to re-calculating. Nav Tip:For Excel 2003 and Prior, this setting is found on the Calculation tab within Excel's Tools>Options menu. Nav Tip:For Excel 2007 and Above, this setting is found in the Calculation Options section on the Excel's Options Formulas panel. Click the Office button. The Office Menu panel appears. Click the Excel Options button. The Excel Options panel appears. Select Formulas. The Excel Options Formula panel appears. 2. The following options are available for calculating spreadsheets: F2+Enter F9 Shift+F9 Ctrl+Alt+F9 Calculates the active cell. Calculates all worksheets in all open workbooks. Calculates the active worksheet. Calculates all worksheets in all open workbooks, regardless of whether they have changed since the last calculation. 3. The GXB formula is used to consolidate the various budget spreadsheets to Budget Manager and ultimately your Global General Ledger. Use this formula in an Excel spreadsheet cell in the same manner as native Excel spreadsheet functions.

15 Building your Spreadsheets GXB Formula Use the GXB formula to format the budget amounts into a particular account, dataset, format, and period that will be read and used to populate the Budget Manager application. Syntax: =GXB("Account","Dataset","PER",Period,Amount,"Currency") Note: It is most common to use cell references within GXB formulas to identify parameters. Parameters: Account Specific a single account (e.g ) Dataset Identify the Global Ledger Dataset into which the budget will be uploaded. Format PER = Period is the only allowable option for this parameter of the formula and indicates that the amount represents the budget for a particular period. Period Identifies the period into which the budget will be uploaded. Amount The budget dollars for a particular account for a particular period Formula Examples: =GXB(" ","NYBUD","PER",10,'Budget Input'!D13,"USD") Converts the budget amount from the Budget Input Worksheet cell D13 so that it will map properly during the upload to Global's GL. This Budget Input Worksheet would be maintained by the appropriate Department Manager. =GXB($B$1&$B$3&$B13,$B$2,"PER",D$5,'Budget Input'!D13,"USD") Converts the budget amount using cell pointing within the formula. Example of spreadsheet with GXB statements attached Global Software, Inc.

16 13 Global Software Budget Manager 4.3 Sample Workbook Sample Excel Workbook In this example, the Budget Manager sent this type of workbook to each budgetary unit manager. The first tab, Current Year Actual, utilizes Spreadsheet Server to provide the actual data from the current year as a reference and general guideline of the format to be used. From there, each unit manager completes the second tab, Budget Input, with the respective period budget, by account. Once completed, the third tab, Data Load, is automatically populated with the data from the Budget Input sheet because the GXB formula has been placed in the corresponding cells.

17 Budget Trees 14 5 Budget Trees 5.1 Creating a Budget Tree 1. Launch the Budget Manager application by clicking on Budget Manager in your Start > Menu > Programs > Budget Manger group. 2. From the File menu, click New Budget and enter the following information: Budget Title Manager Expected Completion Date Status, Notes and Comments as desired 3. Click the Save button. The system prompts for the file name and location for the new budget. If the default is taken (recommended), a file name that matches the Budget Title with a.bgt extension is created in the folder identified during the installation process. The default file name and location may be overriden if necessary. The main "root" of the Budget Tree is created. The following is a portion of what is displayed when the example budget is created: Global Software, Inc.

18 15 Global Software Budget Manager 5.2 Adding Control Levels Once the Budget Tree's root has been created, you can now define its branches by adding Control Levels. 1. Right-click on the tree branch you wish to add levels. Initially, this would be the Budget's Title (the root level - denoted by a folder icon). Then select Add Control Levels from the popup menu. 2. Begin typing the budgetary units for your organization. Initially, these will usually be the summary level branches of the Budget Tree. Hit your keyboard's Enter key to begin a new level on a new line of the list. It is important to know that you will be able to add additional control levels or sub-groups to each of these summary levels as required. Detail Controls (explained later) are only added to the lowest levels of the Budget Tree's branches. 3. Click the Add button when you have finished adding levels to the list. The levels will be added to the Budget Tree. The following is a portion of what is displayed when the above Control Levels are added to the example budget tree:

19 Budget Trees 16 If you need additional Control Levels for one of these branches, then you would repeat the steps beginning with a right-click on the control level you wish to expand. For example, to add Production and Quality Assurance branches to the Manufacturing branch we would: 1. Right-click on Manufacturing and select Add Control Levels from the popup menu. 2. Enter Production and Quality Assurance to the list and click the Add button. The following is a portion of what is displayed when the above branches are added to the Manufacturing level of the example budget: Global Software, Inc.

20 17 Global Software Budget Manager Continue to add Control Levels where appropriate. The following is an example of a completed Budget Tree:

21 Budget Trees Adding Detail Controls After you have defined all of your Control Levels, you must specify the Control Levels which will be responsible for the detail input of budget information. 1. Right-click on the lowest level of a branch and select Add Detail Control from the menu. 2. Complete the panel with the following information Control Manager Expected Completion Date Budget Spreadsheet File Location - This is the location of the spreadsheet containing this control's budget information. Click the Browse button to specify the location. Addresses - Addresses are used as part of the notification process within Budget Manager. You may enter the address manually or you may select addresses from your Address Book by clicking on the Retrieve from Address Book button. Notes and Comments (optional) 3. Click the Save button. 4. Detail Controls can be edited by double clicking any element within the Detail Control or with a right-mouse click and then selecting View / Modify Detail Controls. The following is an example of Detail Controls added to the Production branch of the Manufacturing Control Level: Note: The Update Budget PC Database flag should only be checked when you are ready to consolidate this spreadsheet's GXB formula results. The Budget Tree will have been updated to look like the following (note that the Production level's text color is now green - indicating a responsibility level with Detail Controls): Global Software, Inc.

22 19 Global Software Budget Manager

23 Budget Trees Additional Options Additional options are available with a right-click on a Control Level. These include: Add Control Levels - used to create branches and sub-levels of the Budget Tree Add Detail Control to " " - used to attach spreadsheet, manager and information to the lowest sub-levels of the Budget Tree (not applicable to the root level) Remove this Level (and any sub-levels) from this Budget - a quick way to delete a branch from the Budget Tree (not applicable to the root level) Modify this Level's Title - used to edit the description of a Control Level (not applicable to the root level) Set 'Update Budget PC Database' Status ON for this Level (and any sub-levels) - a quick way to select all Detail Control Levels within a summary Control Level as completed and ready for consolidation to Budget PC Database Set 'Update Budget PC Database' Status OFF for this Level (and any sub-levels) - a quick way to deselect all Detail Control Levels within a summary Control Level indicating that they are not ready for consolidation to Budget PC Database Set Status of this level (and any sub-levels) as 'Completed' Set Status of this level (and any sub-levels) as 'Incomplete' Expand All Levels - a way to view all components of a Control Level with one click Collapse All Levels - a way to compress the view only the major Control Level with one click Cancel Menu - no action Global Software, Inc.

24 21 Global Software Budget Manager 6 Tracking Budget Progress 6.1 Setting the Status Setting a Control Level (and any of it's sub-levels) as complete determines how information appears on the Status Summary tab. If the Control Level is set to complete, the Detail Control for the level will appear in the Completed area of the Status Summary tab. If the Control Level is set to incomplete, the Detail Control for the level will appear in the Incomplete area of the Status Summary tab. To toggle a Control Level as either completed or incomplete, right-mouse click and select the appropriate action: Set the Status for this level (and any sub-levels) as "Complete". Set the Status for this level (and any sub-levels) as "Incomplete". A colored block icon with a check mark denotes completed Control Levels. Blank blocks denote incomplete Control Levels. Using the example Budget Tree below, note that Summary levels "Selling" and "General and Admin" are the only summary levels whose status is set to completed. Also note that within the "Manufacturing" summary level, the "Production" Detail Control level is completed and "Quality Assurance" is set to an incomplete status. Update Budget PC Database Checking this box indicates that you have reviewed the budget values in the spreadsheet for this Detail Control and are now ready to load into the PC's Budget Database in preparation for uploading these values to the Host. Only spreadsheets for Detail Controls whose "Update Budget PC Database" check box is checked will be considered for subsequent uploading to the Host. For the preceding example, the "Quality Assurance" control's budget spreadsheets will be ignored in the PC Load operation and subsequent upload to the Host.

25 Tracking Budget Progress Using the Status Summary The Status Summary tab can be accessed to conveniently view a summary status of the budgets that have been completed and more importantly, the budgets that are still not yet complete. In addition, it will allow for a convenient reminder to be sent from within the application. As indicated in the Setting the Status topic, a colored block with a check mark indicates that the Detail Control is now complete and will therefore fall into the completed section of the Status Summary tab. Conversely, an empty block will result in the Detail Control level residing in the Incomplete section and allowing it to be tagged as eligible for the Incomplete Notification selection. s will be sent to those individuals who's status is Incomplete. Global Software, Inc.

26 23 Global Software Budget Manager 6.3 Notifications notifications will only be sent to those individuals who's status is Incomplete. To send notifications: 1. Make sure that your application is running on your pc. 2. Verify, using the Status Summary tab, the status of each Detail Control Level within your Budget Tree to ensure that you've identified them as Complete or Incomplete as appropriate. If necessary, update the status under the Control Level tab by changing a level's status as described in the Setting the Status topic. 3. On the Status Summary tab, click on Incomplete Notifications located at the top of the panel. 4. Complete the Subject line with a brief message that will appear in the Subject line of the recipients incoming Click OK to send. Progress information will be displayed as the system is working on the request.

27 Tracking Budget Progress 24 Final information panel received during Notification process Global Software, Inc.

28 25 Global Software Budget Manager 7 Consolidation and Upload to Host 7.1 Load Budget PC Database One of the most beneficial features of the Budget Manager product is the ability to retrieve the budget data from the various component spreadsheets and consolidate them so that they can be reviewed and uploaded to the Host product. All Detail Control Level spreadsheets can be easily consolidated within Budget Manager. The GXB formula is utilized to indicate to the program what data is to be retrieved from the various spreadsheets and brought into the Budget PC Database. This process can be repeated as many times as necessary and each time the resulting Budget PC Database will be captured with a revision number so that previous versions can be reviewed again or deleted if no longer required. 1. Make sure that all Detail Control Level's Update Budget PC Database check boxes within the Budget Tree have been checked. 2. Once all spreadsheets have been selected, click on the Load PC Budget Database button at the top of the window. 3. A confirmation screen will be displayed identifying the selected spreadsheets. A revision number must be input. For information purposes, the previous revision number will be displayed as well as the Budget Title. Input the new revision number and click Next. 4. The next panel will indicate that the new revision id# has been accepted. Click the Next button to extract budget data from spreadsheets.

29 Consolidation and Upload to Host The Status of each spreadsheet will go from Ready, Extracting, Done until the last spreadsheet has been successfully extracted. Click Next to upload the extracted budget data to the pc database. 6. You will receive the following panel indicating that the load was successful. Click Finish to complete the process. Global Software, Inc.

30 27 Global Software Budget Manager 7.2 Working with the Budget PC Database To access the Budget PC Database, select the Tools > Maintain PC Budget Database from the menu or click the Maintain PC Database button if you are currently processing a Budget Tree. The Maintain PC Budget Database window is displayed. This function of Budget Manager gives you powerful analytical and control capabilities. You can: View the budget broken down by period and summarized by Account Number View the budget broken down by different elements of your hierarchy Drill-down to the detail level for a specific Account and Period - exposing the source (workbook, worksheet and spreadsheet cell) of the budgeted amounts View and modify the source spreadsheet directly via Excel Change the budgeted detail amounts directly to the PC Database - overriding the spreadsheet's source Connect to the iseries host and verify account numbers, displaying a report of invalid accounts Remove previous revisions no longer needed from the Budget PC database Copy the contents of the Account Summary grid to the Clipboard, allowing you to paste your budget data into other tools such as Excel for further analysis and reporting Upload the budget data from the Budget PC database to the iseries host

31 Consolidation and Upload to Host Display Account Summary Display the Account Summary for a specific Budget Title and Revision ID by either double-clicking on its line in the Budget grid or right-clicking on its line and then selecting Display Account Summary from the popup menu. The Account Summary grid will then be populated with the consolidated budget amounts for periods 1 through 14, summarized by Dataset, Currency Code and Account number. To view the budget amounts for a specific control within your tree-view, click the control within the tree-view panel and right-click for your options. Select the View Details option to filter the detail screen. To position the Account Summary grid to a specific account number, enter it into the Account box and click the Find button. You can copy the entire contents of the Account Summary grid to the Microsoft Windows' clipboard. Right-mouse click on any line in the Account Summary grid and select Copy Grid to Clipboard from the popup menu. You can then paste your budget data into other tools, such as Microsoft Excel, for further analysis and reporting. Global Software, Inc.

32 29 Global Software Budget Manager Display Account Detail Drill-down to the Account Detail for a specific account by either double-clicking on its line in the Account Summary grid or right-clicking on its line and then selecting Display Account Detail from the popup menu. The Account Detail window appears with a grid of the budget account's source for each period's amount. Each line in the grid can be viewed to trace back to the account's Excel workbook, worksheet and specific cell. You may change a period's amount directly in the grid. Editing in this manner will be in effect for the upload to your host, but will NOT carry back to the source spreadsheet. You may view the source's Excel spreadsheet either manually or by right-clicking on the grid line and selecting View Excel Spreadsheet from the popup menu (Microsoft Excel must already be running). If you modify the Excel spreadsheet's budget amount, you will have to reload the Budget's PC database with an incremented Revision ID. Close the window to return to the main Maintenance screen.

33 Consolidation and Upload to Host Verify Accounts You should verify your account numbers prior to uploading the budget data to your iseries Host. Budget Manager verifies your accounts by connecting to your host and checking them against the GLPAMSTR DB2 database of the Global General Ledger product. Any invalid accounts can be viewed via Window's Notepad for subsequent correction. Initiate the verification wizard for a specific Budget Title and Revision ID by right-clicking on its line in the Budget grid and then selecting Verify Accounts from the popup menu. Respond to the wizard prompts from connecting to your host to viewing an error report (if any invalid accounts are detected). Global Software, Inc.

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35 Consolidation and Upload to Host Upload to Host G/L This process easily allows the data transfer between the Budget Manager application to the host General Ledger into a file called GLPBUDGT. You will need to then sign into the General Ledger and create an Import Account Data definition and then run the import. 1. Select Upload to Host G/L - This takes the data currently in the Budget PC Database and copies it over to a file called GLPBMXXX on the AS/400 and Library Name specified on the Connection and Budgeting Parameters panel indicated below. Click Next to continue. Note: Any library name can be used that currently exists on the system. This is not the Database Group name for your Global financial data. Also, the Budget Reference field is a user defined, 15 character field, that will carry over to a field on the GLPBMXXX file as well as the revision number for informative purposes only. (GLPBMXXX where XXX is user defined will be created in the specified library) 2. You will receive a series of information messages at the bottom of this panel to indicate the progress of the request. Initially it will sign-on to the AS/400 and then clear any existing data in the GLPBMXXX file. Click Next to proceed. 3. Again, you will receive a series of informational messages at each step through the process. You may click Next to continue or Cancel to discontinue and exit the process. 4. Once you receive the final message that the upload was successful click Finish. Your screen will return to the Maintain PC Database panel. Global Software, Inc.

36 33 Global Software Budget Manager 5. Next, you will need to sign into the Global General Ledger system and create the Data Import Definition for the corresponding dataset: From the General Ledger Main Menu (GLMAIN) take option 4, Data Management Menu and press Enter. Take option 9, Work with Data Import Definition and press Enter. Signon to appropriate Database Group and press Enter. You may press F4 for a list of valid Database Groups. Press F6 to create a new Data Import Definition. Complete the panel as appropriate. The Import File and Import Library names identified should correspond to the location specified on the Budget Parameters panel within Budget Manager. Please refer to the GL User Guide if more information on completing this panel is required. Press Enter to continue.

37 Consolidation and Upload to Host 34 Data Import Definition - Panel 1 6. Complete the 2nd Data Import Definition Panel by mapping the GLPBMXXX file to the appropriate fields. The Prompt (F4) key can be used for assistance. Once complete, press Enter to update, F3 to exit, then Option 1 to save. Global Software, Inc.

38 35 Global Software Budget Manager Data Import Definition - Panel 2 7. Once the Data Import Definition has been defined, take Option 10 to execute. This will take the data that resides in the GLPBMXXX file and import it to the GLPADATA file where all other account data resides. Note: This process may be repeated multiple times. Each time the GLPBMXXX file will be cleared, but the GLPADATA file will only be updated with data received from the GLPBMXXX file. If, for example, if you've previously sent data for a particular account and imported it to the GL and now you want to delete it you must re-sent it with zeros instead of deleting it from your PC Budget Database. If you delete it, nothing will be in the GLPBMXXX file to replace the record in the GLPADATA file.

39 Index 36 Index - B - benefits and features 3 BGT file extension 14 Budget Manager 9 Process Overview 9 Registering 6 Budget Spreadsheet File Location 18 Budget Title 14 Budget Tree 15 Adding Control Levels 15 Adding Detail Controls 18 Creating 14 - C - Change Budget Amount 29 Client Access Express 4 Connect to Host 30 Control Capabilities 27 Control Levels 15 Adding 15 Additional Options 20 Control Manager 18 Copy Grid to Clipboard 28 Creating a New Budget 14 - D - Data Import Definition 32 Detail Controls 18 Adding 18 Detail Source 29 Display Account Detail 29 Display Account Summary 28 - E - Address 18 Notifications 22 Incomplete Status 22 Send 23 Examples 29 Account Detail 29 Account Summary 28 Budget Tree 14 Control Levels 15 Detail Controls 18 Notifications 23 Excel Add-in for GXB 7 Excel Workbook 13 GXB 12 Load Budget Database to PC 25 Setting the Status 21 Status Summary 22 Upload to Host 32 Verify Accounts 30 Excel 11 Calculation Options 11 Excel Add-in 7 Expected Completion Date 14, 18 - F - features and benefits 3 Find Account 28 - G - Global General Ledger 32 GLPADATA 32 iseries File 32 GLPBUDGT 32 iseries File 32 GXB 7 Excel Add-in 7 Spreadsheet Formula 12 - I - installation 5 introduction 2 Invalid Account Numbers 30 - L - Load Budget Database to PC Global Software, Inc.

40 37 Global Software Budget Manager - M - Maintain PC Budget Database 27 - O - OLE DB Provider 4 - R - Registration 6 Reg Keys 6 User Codes 6 required components 4 - S - Status 21 Complete 21 Incomplete 21 Settings 21 Status Summary Tab 22 - U - uninstall 8 Update Budget PC Database 21, 25 Checkbox 21, 25 Upload to Host G/L 32 - V - Verify Accounts 30 View Excel Spreadsheet Global Software, Inc.