Summary

The Budget Administration window is a limited-access window that displays all of the revisions and related entries that have been created in the application. This window should only be accessible to budget administrators.

Individual departmental budgets can be made available to department personnel through the Budget Selection window. Access to budget information is granted on the Role Maintenance window (SS> Security> Role Maintenance).

Step by Step

1     View the existing budget revisions.

• The Budget Administration window displays a list of all the revisions and related entries that have been created in the database. You can filter the list by entering a revision number and/or entry name in the Search Criteria section.
  • Click the Revision field label to open the Revision Selection window. Here you will have access to all revisions that have been created in the database. Click any of these revisions to populate the Revision field in the Entry Selection window.
• Select a revision entry and click the Modify icon or press ENTER to open the Entry Maintenance window.

2     Create or modify a budget revision.

• The Budget Administration Entry Maintenance window consists of three sections.
  • The Documents section displays a list of the documents that are attached to the revision entry. Documents are attached to the entry in the Entry Maintenance window (EB> Maintenance> Entries> Create icon).
  • The Comments section displays the comments that were entered in the Entry Maintenance window (EB> Maintenance> Entries> Comments field).
  • The lower section displays the accounts that were attached to the revision entry in the Generate Entries window (EB> Maintenance> Entries> Generate icon).
    • Highlight an account and click the Create icon to add a new period detail line to the selected account.
    • Click the Delete icon to delete the selected period detail line. All accounts must have at least one period detail line.
    • A running total for the revision is displayed at the bottom of the data grid. This total will automatically update every time a change is made to an entry above.
  • Click the Allocate dollars to periods icon to distribute budget amounts to the specified periods.
    • Select Allocate All to allocate dollars to all of the accounts displayed.
    • Select Allocate Current to allocate dollars only to the account currently selected.
  • Click the Remove dollars from periods icon to remove the distributed budget amounts from the periods.
    • Select Unallocate All to remove allocated dollars from all of the accounts displayed.
    • Select Unallocate Current to remove allocated dollars from only the account currently selected.
  • Click the Choose periods to allocate to icon to open the Allocation Periods window.
    • The Allocation Periods window will display all of the available periods. Check each period toggle that you would like to allocate to. By default, all the period will be checked.
      • This is a useful tool when period budgeting for season-specific budget items such as snow removal.
    • Click the Confirm icon when complete.
  • Click the Attachment icon to attach a document to the budget.
    • The Attachment Selection window will display all of the documents that can be attached to the budget. Attachments can be added to the primary budget activity line or to specific detail line items.
    • While multiple attachments can be attached to each activity or detail line, only one instance of each document type can be attached at a time. If you need to attach multiple documents to the line item, use multiple document types.
  • Click the Export icon to export the budget information to a MS Excel spreadsheet. This process allows you to manipulate the budgets in a spreadsheet and then import the budget amounts back into the Extended Budgeting process.
    • This will launch the Export Extended Budgeting window.
  • Click the Import icon to import budget information from a MS Excel spreadsheet.
    • Specify the import options on the Import Budget window.
    • Select Append or Overwrite from the Import Action drop-down menu.
      • Select Append to adjust the budgeted amount by the amount entered on the spreadsheet.
      • Select Overwrite to replace the budgeted amount with the amount entered on the spreadsheet.
    • The File Location field is used to select the spreadsheet that contains the budget you would like to import into the application. Click the File Location field label to select a file from a list.
    • The Sheet drop-down menu is used to select the MS Excel sheet that contains the budget information. The sheets that display in the Sheet drop-down menu depend on the sheets included on the MS Excel spreadsheet selected in the File Location field.
      • Select the sheet that contains the desired budget information.
    • Click the Import icon to import the budget information.
    • The Entry Maintenance window will reflect the imported changes.
  • Click the Save icon when complete.