Summary

The Budget Group Maintenance window is used to help organization group accounts together and specify the length of the budget for that group of accounts. These budget groups can be used for biennial budgeting or capital projects that have multi-year budgets that are not rolled into fund balance at the end of the fiscal year.

If no budget groups are set up in the system all GL accounts will be treated as single year budgets and will close at the end of each fiscal year to fund balance. Any accounts not included in a budget group will utilize standard fiscal year end reset functionality, so this new functionality does not require any action for standard annual budget processing.

The Fiscal Year End Reset and Refresh Beginning Balance processes have been modified to utilize budget group functionality.

Step by Step

1     View the existing Budget Groups.

• Open the Budget Group Selection window (GL> Maintenance> Budget Groups).
• The Budget Group Maintenance window will display all of the budget groups that have been created in the database.
• Highlight a group and press DELETE or click the Delete icon to delete the selected group.
• Press INSERT or click the Create icon to create a new group. This will add a new line item to the window and launch the Budget Group Maintenance window.

2     Create a new Group.

• Enter a unique Code for the budget group. This is a required field and can be up to 24 alphanumeric characters long.
• Enter a budget group Description. This is an optional field and can be up to 64 alphanumeric characters long.
• Specify a Start Year and a Stop Year for the budget group.
  • The Start Year will determine when the budget starts as well as the year that the beginning balances for revenue and expense accounts will be set to zero. For example, if the start year is set to 2018 and the stop year set to 2019, the 2018 budget and 2018 end balances for revenue/expense accounts will be copied at the end of 2018 to 2019 beginning balances. No new budget will be set for 2019 and no revenue/expense accounts will be closed to fund balance.
• You can add GL accounts to the budget group by clicking the Add icon to and selecting the desired accounts from the Chart of Accounts Selection window.
  • Enter the desired search criteria to filter the displayed accounts.
  • Once you have selected the accounts you would like to associate with the new group, click the Confirm icon  .
  • If you would like to add all revenue and expense accounts, they can be selected and added together. The simplest way to do this is to select all revenue accounts first and add, then repeat to add the expense accounts.
  • Accounts must be added for each year. If the Start Year is set to 2018 and the Stop Year is set to 2019, accounts for both 2018 and 2019 must be added.
  • Accounts can only be assigned to one budget group. If an account is added to a second budget group, a warning message will be displayed. If a user ignores that warning message and leaves the account in the second budget group, that account will be removed from the first budget group.
  • Springbrook Cloud users can add an unlimited number of accounts to the budget group. On-premise users are limited to 200 accounts.
• Click the Save icon when complete.