EXPENSE MODULE INPUTTING BUDGET DATA

Transcription

1 EXPENSE MODULE INPUTTING BUDGET DATA TABLE OF CONTENTS Inputting the budget... 2 Data Entry by Projects... 4 Data Entry by Accounts... 7 Direct Entry by Single Project

2 INPUTTING THE BUDGET Click on the Expenses Summary button at the Main Menu Select a Budget Unit from the drop down list on the left of the Summary report. Then click Refresh. 2

3 A list of all the departments under the selected Budget Unit will appear with a comprehensive summary of: full year actual actual (up to previous period) outstanding encumbrances up till year end budget to 2017 budget and comments This report can also be used as a handy tool to track the departments that have yet been budgeted for. The users have the option of looking at only departments under certain funds by selecting a Fund Code under the drop down list: 3

4 DATA ENTRY BY PROJECTS The entry by projects form allows for users to pick a department and input for all the projects under that department at the same time. Under the Working Budget column in Expenses Summary, click on the cell of a specific department and hit the Data Entry by Project at the top. It is recommended for budget to be entered under a single BC level (e.g. select BC04 from the drop down menu) at a time to improve performance and reduce the amount of scrolling up and down for departments with many projects. Budget entries are to be at the natural account level (blue cells). Entries cannot be at the summary account or BC level (grey cells). 1. Enter full year budget into the spread amount column 2. Pick a spread type from the drop list 3. The red Recalculate button will spread the full year amount to all the periods. Select a group of accounts by BC category Select to see only one fund type List of projects Enter full year lump sum Select period spread type, currently default to Even by period 4

5 When Last Year spread is selected, the total will be split to the period by proportions base on 2013 actual since 2014 is an incomplete year. If there is no historical data then this will default to an even spread. The users are also given the option to override the budget figure in each period. By changing the spread type to Manual, make necessary changes in period cells and hit Recalculate, all period total will update automatically. This total will update and flow to the reports Manually enter new amounts in the blue cells If a particular budget account is not showing on the list, this is because it had no budget entered in previous years, simply change the drop down (near the Recalculate button) from Zero Suppressed to Display Zeroes and click Refresh. 5

6 Comments can be entered at line level. These comments will update to the Summary and the Financial Management Report when the suitable level of detail is selected. 6

7 DATA ENTRY BY ACCOUNTS The entry by accounts form allows for users to pick a department or budget unit and input a single expenditure across a list of GLC combinations. Eg: enter stationery budget for all the projects. Under the Working Budget column in Expenses Summary, click on the cell of a specific department and hit the Data Entry by Account at the top. Select here for all projects combination under this department Or select here for all GL combination under this Budget Unit Like with the project entry form, budget values can be entered at a period level, or as an annual number to be spread. Numbers can be spread by either last year s shape or evenly across each period. Budget entries are to be at the natural account level (blue cells). Entries cannot be at the summary account or BC level (grey cells). 1. Enter full year budget into the spread amount column 2. Pick a spread type from the drop list 3. The red Recalculate button will spread the full year amount to all the periods. If there is no historical data then this will default to an even spread. 7

8 Similar to the project entry form, it is recommended for users to work on one BC level at a time and filter Funds, where applicable, to improve performance. Comments previously entered in the project entry form at account level will also flow to this entry page and vice versa. 8

9 DIRECT ENTRY BY SINGLE PROJECT The data entry by single project form takes users directly to a specific project without having to go through the reports and prefer to budget for one project at a time. Select a project from the drop down list or type in the search box. 9

10 Select a BC account level and click Refresh. The valid blue cells will appear for budget entry. 10