Budget Maintenance

Navigate to Finance > Budgeting  to create and/or manage budget information.

Create New Budget Year

Navigate to  Create New Budget  to create (clone) a new chart of accounts from an existing fiscal year.

NOTE: The new fiscal year must be set up in order for it to be available for selection.

The following form displays.

Field Name	Description
Fiscal Year	Enter or select the fiscal year from the drop down options. (Source)
Current Period	Automatically populates based on the fiscal year selected.
Start Date	Automatically populates based on the fiscal year selected.
End Date	Automatically populates based on the fiscal year selected.
New Budget Year	Select new budget year from the drop down options. (Target)

Create Budget

Click Create Budget. The following confirmation message displays.

Click Yes to create the new budget year cloning the Chart of Accounts from the source fiscal year selected or No to return to the Create New Budget Year form.

NOTE: This is a good time to review the chart of accounts. Deleting any accounts from the new fiscal year should be done prior to selecting Yes. Accounts cannot be deleted once entries are posted to them.

Deleting an account in the new fiscal year will not affect the previous years.

Once Yes is selected the following confirmation message displays when the new budget has been built.

Click Ok.

Annual Budget Setup

Navigate to  Annual Budget to enter or modify the annual budget amounts for selected fiscal year.

Field Name	Field Type	Description
Fiscal Year	Number	Enter or select the fiscal year from the drop down options.
Fiscal Start		Automatically populates based on the fiscal year selected.
Fiscal End		Automatically populates based on the fiscal year selected.
Division	Alpha/Numeric	Enter or select Division from the drop down options.
Update Monthly Budget	Yes/No	Check box to implement the allocation 1/12 of the annual budget amount per month. If annual budget amount is being edited and original annual budget amount was previously allocated at 1/12 per month, checking the box to execute the new amounts being allocated monthly. (See Modify Monthly Budget on next page for further details).

Enter Budget

Click Enter Budget to add or modify annual budget amounts. If Update Monthly Budget is not checked, the following alert message displays.

Click OK to continue, the following form displays.

Enter the annual budget amounts for each account; if there is no budget amount for an account enter ZERO. Do not leave any amount fields blank (If fields are left blank the export/import options will not execute properly). Revenue accounts must be entered as credits, expense accounts as debits.

Modify Monthly Budget

Navigate to  Modify Monthly Budget to change amounts, percentage, total annual budget amounts. Compute the applicable allocation for annual amounts.

The following form displays.

Field Name	Max Field Size	Field Type	Description
Fiscal Year		Number	Enter or select Fiscal Year from the drop down options.
Division	4	Alpha/Numeric	Enter or select Division from the drop down options.
Account	10	Alpha/Numeric	Enter or select General Ledger Account number from the drop down options.
Current Period			Automatically populates based on the fiscal year selected.
Fiscal Start			Automatically populates based on the fiscal year selected.
Fiscal End			Automatically populates based on the fiscal year selected.
Change Amounts		Yes/No	Check box to make amount field accessible for editing.
Change Percents		Yes/No	Check box to make percentage field accessible for editing.
Change Annual Budget		Yes/No	Check box to make annual budget field accessible for editing.

Once changes are made to amount, percentage or annual amount, select one of the following calculation options:

• If Change Annual Budget was utilized than Calc From Annual Even Spread will distributes annual amount by 1/12 for each month.
• If Change Percents was utilized than Calc By Monthly Percents will distributes the monthly amounts based on monthly percentages entered.
• If Change Amount was utilized than Calc By Monthly Amounts will adjust the monthly percentages by monthly dollar amounts entered.

Click Save Budget after EACH account is edited. The following confirmation message displays.

Click OK.

Export/Import Budget

Click Export/Import Budget to export the budget to Excel or a Text file. The export will fail if there are any blank records. If no amount is to be budgeted for an account or accounts, enter zeros.

Export Budget

Click Export Budget to export a Working Budget to Excel.

Field Name	Max Field Size	Field Type	Description
Fiscal Year		Number	Enter or select the fiscal year from the drop down options.
Path and File Name	4	Alpha/Numeric	Specify a path and file name location where budget data will be exported. If an extension on the file name is .xls The budget will be exported to Excel. If the extension is left blank, the budget will be exported to a text file.

The following message displays

Click OK to export the budget or Cancel to return to the Import/Export Budget form. When export is completed, the following message displays.

Click OK.

Once export is completed, proceed to the specified location to open the Excel Spreadsheet. Budget figures can be entered, then utilizing the Import Budget option import the modified budget back into the program.

Import Budget

Click Import Budget to import the budget from a text file. If the budget is exported to Excel so that formulas can be used to update the amounts, prior to importing the data, the formulas must be removed. To remove formulas from the Excel spreadsheet, with the spreadsheet open, select all fields in the spreadsheet [Ctrl-A]; use the Windows Edit/Copy function.

To paste the contents without the formulas, use the Windows Edit/Paste Special function and select Values

from the menu; click OK. The data is now pasted without formulas.

To save the copy of the budget with no formulas, use the Windows File/Save As function, and assign a new name to the file.

The import file format must be Text (Tab delimited) (*.txt)

Field Name	Max Field Size	Field Type	Description
Fiscal Year		Number	Enter or select the fiscal year from the drop down options.
Path and File Name	4	Alpha/Numeric	Enter path and name of the budget file to be imported. If the budget is being imported into a new fiscal year, the fiscal year must be set up, the budget must be built for that year prior to running the import (See Create Budget Year section in this manual).

 

Click OK to continue or Cancel to cancel.

 

If the budget is out of balance, the following message displays for each line item that is out of balance. Use these messages to determine what correction need to be made.

When Importing the Budget, if the monthly amounts are not included in the spreadsheet the following message displays. Avail recommends calculating the monthly amounts in Excel prior to importing.

Once the import reviews all records for errors.

Click OK.

If budget is out of balance, the data will import. The amounts can be edited to bring the budget into balance or left as is. In the case of the out of balance amount, it could be reflected in Net Profit amount.

Budget Planning Setup

Navigate to Budget Planning Setup to create and modification budget figures. View up to 5 years of actual and budget history at one time.

Categorize budget accounts by assigning class codes to each account. Automatically, adjust proposed budget by account number range, percentage increase or decrease amount.

Once budget meets final approval the update option transfers, completed budget to live budget tables within the GL module.

Field	Description
Budget Year	Enter or select Budget Year from the drop down options.
Division	Enter or select Division # from the drop-down options.

Setup Budget Year

Click Setup Budget Year, allows for setup of various years. Before beginning work on a budget for a particular year, it must be setup in the Budget Year field. Once the budget year is created, the previous fiscal years fields will auto-populate.

Field	Description
Budget Year	Enter new budget year.
1 Fiscal Year Ago	Auto-populates based on the year entered in Budget Year field.
2 Fiscal Year Ago	Auto-populates based on the year entered in Budget Year field.
3 Fiscal Year Ago	Auto-populates based on the year entered in Budget Year field.
4 Fiscal Year Ago	Auto-populates based on the year entered in Budget Year field.
5 Fiscal Year Ago	Auto-populates based on the year entered in Budget Year field.

Setup Class Codes

Click Setup Class Code. This feature is optional. Setting up Class Codes allowing for grouping or categorization of the various accounts for generating reports. These codes can be used to adjust budget amounts via the Adjust Budget option. Example: If all income referencing, Fares are given the “Fares” class code, and a determination is made to increase all fares by 5%. The Adjust Budget utilizing class codes can accomplish this task automatically.

Once the Build Budget button is selected the form will then assign the class code. This button serves as a template for the class codes. Once the Build Budget option hdas been executed the class codes can be revised via the Edit Budget option, however it will not write back to the Setup Class Codes option here.

Class Code can be alpha/numeric, and up to a maximum of 5 characters.

Field	Description
Div	Enter or select Div (divisions) from the drop-down option.
Account	Enter or select Account (GL Account #) from the drop-down options.
Title	Auto populates description for the GL Account number # selected.
Class Code	Enter or select Class Code from the drop-down option. Click Green Check mark to enter a new Class Code.
Description	Auto populates the description for the selected Class Code.

To create new class codes, Click Green Check Mark. The following form displays.

Field Name	Max Field Size	Field Type	Description
Code	5	Alpha/Numeric	Enter a user defined class code.
Value	30	Alpha/Numeric	Enter a user defined class code definition.

 

Build Budget

Click Build Budget to build the budget for the selected fiscal year and division.

If the Build Budget process has already been executed for the selected year and division .The following message displays.

Click No will clear the message and not execute the routine.

Cautionary Note: Click Yes will delete the records for the selected year and division specified. If budget amounts have been entered via this form this data will be DELETED and it will need to be re-entered. This option may be necessary to execute in the initial stages when no budget information has been entered and it has been determined that new account numbers have been created. The build in this case will need to be executed again in order to bring in the new accounts.

Click Ok.

Once built, the budget can then be accessed and modified via the Edit Budget Button.

Edit Budget

Click Edit Budget; the following form displays. The Account #, Title and Class Codes displays to the left followed by each fiscal year that was specified via the Setup Budget Year button. In this example fiscal year 2018 has been selected and the five previous years display. By utilizing the horizontal scroll bar at the bottom of the form to view previous year documentation. The years will display in alternating colors.

Modification to any of the past years fields (Actual, Budget, % Act/Bud, % Prev) is not allowed. Modification and data entry can only be made to the active Budget Year. Once amounts are entered into the Actual and Budget fields the system automatically calculates the % Act/Bud and % Prev field amounts.

Field	Description
YYYY Actual	Displays account balance for the respective year.
YYYY Budget	Displays account’s yearly budget amount entered in Modify Monthly Budget form. Fields will appear blank for those years with no budget established.
% Act / Bud	Automatically displays the percentage difference between the YYYY Actual versus YYYY Budget fields.
% Prev	Automatically displays the percentage difference between the YYYY Actual versus the YYYY Actual from the previous year.
Totals	Click Totals to have the system display the column totals for each respective column. Click Totals again to refresh totals when amounts have been revised to reflect the change.

Double Click Proposed Bud line item a drill-down feature is available for each field which can be used as a worksheet to calculate detailed expenses for the specific account. Once the sub form is closed the system will total the detail records and enter the grand total into the YYYY Proposed Bud field.

Closing the sub form by clicking the ‘X” in corner causes the total to update on the main budget form.

Field Name	Max Field Size	Field Type	Description
Item Code			Select the applicable from the drop-down list
Item Description			Auto populates based on the Item code selected
Amount		Currency	Enter the amount for the selected code

To create new Item Codes. Click Green Check Mark. The following form displays.

Double Click Actual line item a drill-down feature is available for each field which can be used to review the transaction for that selected year’s populating individual transaction that reflects the total amount.

Adjust Budget

Click Adjust Budget to globally revise account numbers by range or within a range by class code assigned. The amounts can be increased or decreased by whatever percentage amount is specified.

Note: An account range must always be entered the class code cannot be used alone.

Field	Description
From Account	Enter or select GL Account # from the drop-down options, to determine a range of accounts to be globally revised.
Thru Account	Enter or select GL Account # from the drop-down options, to determine a range of accounts to be globally revised.
Class Code	Enter a class code to update only those accounts within the range that have been assigned that specific class code. This field can be left blank.
% Increase / Decrease	Enter the percentage amount that the accounts are to be increased or decreased by. Entering 10.00 reflects 10 percent.
Increase Budget	Check the box in order to increase the Proposed Bud amounts by the percentage specified.
Decrease Budget	Check the box in order to decrease the Proposed Bud amounts by the percentage specified.

 

Click Start button to begin to global update procedure. The following confirmation message displays.

Click Yes to execute the global update procedure or No to return to the Budget Planning Setup Form.

If Yes was selected the following completion message displays.

Click OK.

Update Approved

Click Update Approved to transfer the amounts entered in the Proposed Bud to Approved Bud column.

The recommendation is to make this transfer once the board or final deciding parties have finalized the budget.

The following form displays.

Field	Description
From Account	Enter or select GL Account # from the drop down options, to determine a range of accounts to be globally copied from Proposed Bud to Approved Bud.
Thru Account	Enter or select GL Account # from the drop down options, to determine a range of accounts to be globally copied from Proposed Bud to Approved Bud.
Class Code	Enter class code to copy only those accounts within the range that have been assigned the specific class code entered. This field can be left blank.

Start

Click Start to begin to global update procedure. The following confirmation message displays.

Click Yes to execute the global update procedure or No to return to Budget Planning Setup Form. If Yes was selected the following completion message displays.

Click OK.

Once completed budget figures will be transferred to the Approved Bud Column.

Update Live Budget

Click Update Live Budget to transfer the Approved Budget to Live Budget once Live Budget option is selected the system populates the budget information into General Ledger. This is the final process from Budget Planning Setup Form.

The following confirmation message displays.

 

Click Yes to execute the Live Budget update or No to return to the Budget Planning Setup Form.

Cautionary Note: Any budget amounts that exist within the live budget as seen via the Modify Monthly Budget options will be overwritten with the amounts found within the Budget Planning Setup form. This includes any accounts within the Budget Planning Setup form that have a zero they will overwrite the current Live Budget amounts as seen via the Modify Monthly Budget form.

If Yes is selected and update is completed the following confirmation message displays.

Click OK.

Import/Export

Click Excel Icon to export budget to Excel. Once selected the following prompt displays indicating that the entire year can be selected which will include all divisions, enter the fiscal year only or specify the year and one division.

Click Yes to execute the export based on the selection made for Year and Division or No to return to the Budget Planning Setup Form.

The following form displays:

Enter the path to the Windows O Drive  where the exported Excel file will be saved.

Add the file types available for export by clicking on the green checkmark. The following form displays: (txt and xls are the only available codes)

Exports

Click Budget Export to export the data to Excel or click Line Item Export to export the Item Codes (Distribution Codes) assigned to the budget Line Items.

To proceed with export, Click Yes to continue or No to return to the Budget Planning Setup Form.

Imports

Click Excel Icon to import budget from Excel. Once selected the following prompt displays indicating that the entire year can be selected which will include all divisions enter the fiscal year only or specify the year

The following form displays.

Click Budget Import to import the data from a Text File or click Line Item Import to import the Item Codes (Distribution Codes) assigned to the budget Line Items.

Click Import to import selected budget that was modified/calculated in Excel to the Proposed Budget in Avail. It is mandatory that the export option be executed first with a blank budget in order to obtain the correct column descriptions, formatting and naming convention required to import back into the selected budget. Remove any formulas entered in the exported spreadsheet and save as a .txt file prior to importing the data into Budget Planning.

Cautionary Note: Do not import a specific division or the entire budget into Avail if the Proposed Budget has already been completed in Budget Projection. Importing will overwrite the data in those fields with the data contained in the Excel file even if Excel account amounts are zero. Note: Only the amounts within the Proposed Budget Amt are actually imported.

Once budget is imported if not in balance and equal to zero the system will advise that the

Budget is out of balance. A budget that reflects a profit/loss will generate an out of balance message.

Click OK.

Budget Transaction Entry

Navigate to  Budget Transaction Entry to enter or edit budget amounts. Utilizing this option will enable users to determine when and why a budget amount was changed.

Enter

Click Enter to add or modify existing budget line items, dollar amounts and reason for the adjustment.

 

Field Name	Max Field Size	Field Type	Description
Fiscal Year	4	Number	Enter or select the fiscal year from the drop down list.
Current Period		Number	Defaults to the current period for the fiscal year selected.
Start Date		Date/Time	Defaults to the starting date of the fiscal year selected.
End Date		Date/Time	Defaults to the ending date of the fiscal year selected.
Default Period		Number	Defaults to the current period for the fiscal year selected. The edits will be added to or subtracted from the period selected in this field.
Division	4	Number	Enter or select division from the drop down options.
Account #	10	Number	Enter or select the applicable account for the budget account being edited.
Per	2	Number	Defaults to the current period. The period selected in this field must match the period selected at the top of the form in the Default Period field.
Date		Date/Time	Enter the edit date. This date will not affect which period the adjustment is being posted to; it is for tracking the day the change was made.
Amount		Currency	If the budget amount is an expense and it is being increased, enter the amount of the increase as a debit. If it is being decreased, enter the amount of the decrease as a credit. If the budget amount is revenue and it is being increased, enter the amount of the increase as a credit. If it is being decreased, enter the amount of the decrease as a debit.
Reference #	20	Alpha/Numeric	Enter a user defined reference. This is an optional field.
Tran #			The system auto-generates the Tran number.
Description	255	Alpha/Numeric	Enter a user defined description.
Batch #			The system auto-generates the Batch number (see Batch # below).
Dist Code	20	Alpha/Numeric	Select a predefined distribution code from the drop down list. This is an optional field.

Totals

Click Totals to populate the totals for all Debits & Credits entered in Transaction Entry.

Batch #

Click Batch # to assign batch numbers to transactions entered. The following prompt displays if batch is out of balance.

Click OK.

Return to Enter screen. Make correction and Click Batch # again.

The following confirmation message displays.

Click Yes to assign batch #’s or No to return to the Budget Transaction Entry Form. Items must be batched prior to being updated.

Click OK to continue or Cancel to return to Budget Transaction Entry Form. Once batch #’s are assigned the following message displays.

Click OK.

 View

Click View to populate all entries for the selected options. Both batched and unbatched entries will be available to view. Entries cannot be changed on this form.

Print

Click Print to view/print audit reports and to update entries. Only batched entries will be included on the report. Two reports will be generated. The first report Budget Update Batch Listing. Click Close Print Preview to generate the second report.

The following message displays when print preview is printed and closed.

Click Yes to generate the second report or No to return to Budget Transaction Entry Form. If Yes is selected the Budget Update Report will populate to view/print.

Click Close Print Preview the following message displays.

Click Yes to proceed to the update confirmation message or No to return to Budget Transaction Entry Form.

If Yes is selected the following confirmation message displays.

Click Yes to update the budget or No to return to Budget Transaction Entry Form.

Budget Transaction Audit

Navigate to  Budget Transaction Audit to view/print all edits made to a selected account.

Enter Fiscal Year, General Division and General Ledger Account being reviewed. Click Display.

Print

Click Print to generate a report for the selected account.