Summary

The Budget Adjustments batch process is used to enter a budget adjustment on a general ledger account in the current fiscal year. Budget adjustments will adjust the current budget amount associated with a GL account, not the requested, proposed, approved or adopted budget amounts. The current budget amount is the budget amount that is copied from the adopted budget during the Fiscal Year End Reset process (GL> Utilities> Fiscal Year End Reset), and this amount will include any budget adjustments that have already been committed in the current fiscal year, including budget adjustments created by rolling over purchase orders (PO> Roll Over POs). If you would like to adjust the requested, proposed, approved or adopted budget amounts of the future fiscal year you can use the Edit New Year Budgets process (GL> New Budget Information> Edit New Year Budgets).

Budget adjustments will display on the Budget tab of the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Budget tab> Budget Adjustments section). Budget adjustments will modify the amount in the Budget field.

The transaction date of the budget adjustments is the date the budget adjustments are committed using the Commit step (GL> Budget Adjustments> Commit).

Step by Step

1     Open the Budget Adjustments page.

• The Budget Adjustments process is a single batch process, meaning you can process only one batch at a time.
• If there is an open batch in the Budget Adjustments process, you will not be able to create a new batch. If you would like to create a new batch, you can either delete the existing batch by clicking the Delete icon   on the batch tile, or you can reset the steps in the batch by returning to the first step of the process. All of the information in the batch will be overwritten. For example, if the Proof List has already been generated for the budget adjustments in the batch, returning to the Edit Adjustments step and entering a new budget adjustment will reset the steps on the process.
• If there are no open batches in the process and you would like to create a new batch, click the Create New Batch button. This will open the New Batch view. The batch number, batch month, and batch year of the batch will not affect the transactions cleared in the process. The batch information is for reference purposes only.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Budget Adjustments process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Budget Adjustments process.

3     Specify a fiscal year for the adjustments.

• Open the Settings window (GL> Budget Adjustments> Settings).
• Us the Up and Down buttons in the Fiscal Year field to specify a fiscal year for the adjustments batch.
• Click the Submit button when complete.

4     Import Adjustments. This is an optional step.

• Open the Import Budget Adjustments window (GL> Budget Adjustments> Import Adjustments).
• The Configuration drop-down menu is used to select the import configuration you would like to use.
  • A Budget Adjustment-specific import configuration can be created before importing budget adjustments. Import configurations are created and maintained on the Import Configuration Maintenance window (SS> Maintenance> Import Configuration).
  • The Standard Springbrook configuration will be selected by default.
  • NOTE: If you budget annually (the entire budget is in the budget column with zeros in the period budget fields on the GL> Maintenance> Chart of Accounts budget tab) make sure to use an “A” to have your budget adjustment be annual rather than keying to a period. If you import to a specific period the entire calculated budget amount, not just the adjustment amount, will be posted to that period and will also be added to the Budget amount. This may adjust you annual budget by the incorrect amount. The Budget amount is equal to the Original (Adopted) Budget plus any period budget amounts.
• Click the SELECT FILE button to browse to the import file or drag and drop the file into the area to the right of the button.
• Click VIEW LAYOUT/FORMAT to display the expected file layout.
• Click the Submit button to import the selected adjustments.

5     View the budget adjustments in the batch.

• Select Edit Adjustments from the Budget Adjustments palette. This will open the Edit Adjustments window.
• The Edit Adjustments window will display all of the budget adjustments that have been created in the Budget Adjustments batch.
• Select a budget adjustment in the window and click Delete to delete the selected budget adjustment.
• Click Edit to open the selected budget adjustment.
• Click Add to create a new budget adjustment. This will open the Budget Adjustment Maintenance window.

6     Create a budget adjustment. If you are creating a transfer, proceed to the next step.

• Enter the GL account number of the budget you would like to adjust in the Account field. You can also click the Account field search button to select a GL account from a list. The GL accounts that display will be for the same fiscal year that was selected in the Fiscal Year field on the Settings window.
  • You can only create budget adjustments on GL accounts that are set up as budgetable. GL accounts are set up as budgetable using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> General tab> Account is Budgetable toggle).
  • The Description field will populate with the description of the GL account selected in the Account Number field.
• Select Adjustment from the Adjustment Type drop-down menu. The selection in this field will determine which fields are enabled on the Edit Adjustments window.
• The To Account and To Acount Description fields will be disabled when creating a budget adjustment.
• The Period drop-down menu is used to select a specific period for the budget adjustment.
  • Organizations that do not use period budgeting can simply select Annual.
• Enter a Home Department for the transfer or click the field search button   to select one from a list. Department codes are created and maintained on the Department Code Maintenance window (SS> Maintenance> Department).
• Enter a Resolution for the adjustment.
• Enter an optional adjustment Description. This description can be up to 128 characters long.
  • The budget adjustment description will display on the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Budget tab).
  • The budget adjustment description also displays on the Budget Adjustment Proof List (GL> Budget Adjustment> Proof List).
• The Current Budget field will populate with the current budget amount of the GL account selected in the Account Number field.
  • When the Fiscal Year End Reset process is run (GL> Utilities> Fiscal Year End Reset), the adopted budget can be copied as the current budget amount. The Current Budget will display the current budget amount plus any budget adjustments that have been made to it, including budget adjustments created by rolling over purchase orders into the current fiscal year (PO> Roll Over POs).
• Enter either an Adjustment Amount or a New Budget amount for the GL account. Entering a value in one of these fields will automatically calculate a corresponding value for the other field.
  • The New Budget amount should be the Adjustment Amount plus the Current Budget amount. Do not enter the amount of the budget adjustment in the New Budget field. For example, if the budget should be increased from $5000 to $5500, enter $500 in the Adjustment Amount field or enter $5500 in New Budget field. If you enter $500 in the New Budget field, the budget amount will be reduced to $500.
  • NOTE: The Current Budget displayed and calculated in the adjustment window will be for the Budget (Annual) field on the account IF the adjustment is marked with the Period as Annual. If marked for a specific period (1-12) the Current Budget displayed will be for only that period. The New Budget amount on the adjustment will be added to the total budget on the account to arrive at the Budget field on the account. Review the Budget Adjustment Proof List to view the total New Budget that will be on the account when the Budget Adjustment is committed.
• The remaining fields are only enabled for other adjustment types.
• Click the Save button when complete. This will create the budget adjustment and return you to the Edit Adjustments window.

7     Create a budget transfer. If you created an adjustment in the previous step, proceed to the next step.

• Select Transfer from the Adjustment Type drop-down menu. The selection in this field will determine which fields are enabled on the Edit Adjustments window.
• Enter the GL account number of the budget you would like to transfer from in the From Account field. You can also click the From Account field search button   to select a GL account from a list. The GL accounts that display will be for the same fiscal year that was selected in the Fiscal Year field on the Settings window.
  • You can only create budget adjustments on GL accounts that are set up as budgetable. GL accounts are set up as budgetable using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> General tab> Account is Budgetable toggle).
  • The From Account Description field will populate with the description of the GL account selected in the Account Number field.
• Enter a target GL account in the To Account field. You can also click the field search button   to select a GL account from a list.
  • The To Account Description field will populate with the information attached to the GL account selected in the To Account field.
• The Period drop-down menu is used to select a specific period for the budget adjustment.
  • Organizations that do not use period budgeting can simply select Annual.
• Enter a Home Department for the transfer or click the field search button   to select one from a list. Department codes are created and maintained on the Department Code Maintenance window (SS> Maintenance> Department).
• Enter a Resolution for the transfer.
• Enter an optional budget adjustment Description. This description can be up to 128 characters long.
  • The budget adjustment description will display on the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Budget tab).
  • The budget adjustment description also displays on the Budget Adjustment Proof List (GL> Budget Adjustment> Proof List).
• The New Budget amount should be the Transfer Amount plus the Current Budget amount.
• The first Current Budget field will populate with the current budget amount of the GL account selected in the From Account field.
  • When the Fiscal Year End Reset process is run (GL> Utilities> Fiscal Year End Reset), the adopted budget can be copied as the current budget amount. The Current Budget will display the current budget amount plus any budget adjustments that have been made to it, including budget adjustments created by rolling over purchase orders into the current fiscal year (PO> Roll Over POs).
• Enter the amount that will be transferred in the Transfer Amount field.
  • Entering a value in this field will automatically calculate a corresponding value for the New Budget field below. The New Budget amount is the Current Budget amount minus the Transfer Amount. For example, if the Current Budget is $5000, and the Transfer Amount is $500, the New Budget should be $4500.
• The second Current Budget field will populate with the current budget amount of the GL account selected in the To Account field.
  • The second New Budget amount is the Current Budget amount plus the Transfer Amount. For example, if the Current Budget is $5000, and the Transfer Amount is $500, the New Budget should be $5500.
• Click the Save button when complete. This will create the budget adjustment and return you to the Edit Adjustments window.

8     Print a Budget Adjustment Proof List.

• Select a Report Type from the drop-down menu.
  • The Summary report will display the Account Number, Description, Period, Original Budget, and New Budget. Expense and Revenue totals will be broken down by Department and Fund.
  • The Detail report will display everything included in the Summary report as well as Transfer Amounts, Transaction Description, and Transfer Description.
• Check the Page break on fund toggle if you would like the report to add a page break at the end of each fund that displays on the report.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

9     Commit the budget adjustment.

• Select Commit from the Budget Adjustments menu. This will open the Commit Budget Adjustments window.
• Click the Submit button to commit the Budget Adjustment amount.
• The date the Budget Adjustments batch is committed is the post date of the batch. The post date will be assigned to the budget adjustments in the batch as the transaction date, and can be used in reporting.