GL Budget Management window
Use the GL Budget Management window to set up and edit your budgets. You can include all revenue and expense account types.
There are separate user
security rights for viewing and creating a budget. To access the Budget Management window, you must have rights to
Budget Management. To create a budget you must have rights to
Manage Budgets/Expense Controls. (Fund product only) If any of your fund calendars are different than your fiscal calendar, remember that the Periods will correspond to the fund’s periods, not the fiscal calendar’s periods. So if your fund calendar starts in June, Period 1 will be in June. Use the tooltips in the grid to see which month(s) a period includes.
Budget Code
If you are creating a new budget, enter a Budget Code up to 10 characters. If you want to view or edit an existing budget, enter the Budget Code or double-click to use the Lookup to select it.
Description
If you are creating a new budget, type a budget description up to 50 characters.
Year Range
This field shows the year or range of years in the budget. If you have rights, you can add years to an existing budget.
Create Budget / Return to Create Budget
This button is only enabled if you have security rights to
Manage Budgets/Expense Controls. Click this button to open the
Budget Creation Wizard to start creating your budget.
If you finish the budget wizard, this button will change to Return to Create Budget. Click this button to return to the budget wizard and make changes to your selections. This lets you experiment with different accounts and budgets for those accounts.
Add Accounts/Years / Add Years
This button is only enabled if you have security rights to
Manage Budgets/Expense Controls and the budget includes the current year or later. Click this button to add accounts or years to the budget in the
Budget Add Year/Accounts window.
If you deleted a year from an account and you want to add it back, you must add it through the Add Accounts feature. The Add Years feature will only allow you to add future years.
Finalize and Save
When your budget is set up the way you want, click the Finalize and Save button. This saves your original budget amounts and the accounts in this budget cannot be finalized in any other budget. If you have accounts in this budget that already exist in another finalized budget, you will have to delete those accounts from this budget grid before you can finalize it (they will appear in red).
You cannot delete accounts from a finalized budget.
Budget Grid
You must be in Edit mode to scroll in the grid.
Cells in the grid can be five colors with each color representing something different. Rows alternate colors to improve readability, so a color might look darker or lighter one row to the next.
• White/Pale blue: Finalized cells.
• Yellow: Unfinalized cells.
• Green: Cells that have exceeded100% or more of the budget on a revenue account.
• Red: Cells that have exceeded 100% or more of the budget on an expense account if no prevent posting limit is active.
• Orange: Cells that have exceeded a warning limit, but not a prevent posting limit.
You cannot delete rows that have been finalized or budget actual informational rows. To delete other rows, right-click on the row you want to delete and click Delete Row. To delete multiple rows at once, select the rows using SHIFT or CTRL, right-click, and choose Delete Selected Rows.
Account Number
This column shows the GL account number for the row. If you haven’t finalized this budget the account number will be yellow. If you try to finalize a budget with an account that is already in another budget, the account number will be red to indicate the account is in another budget.
You cannot edit this column, but you can delete a row that has not been finalized.
Description
If the GL account has a description, it appears here. You cannot edit this column.
Fiscal Year (Accounting product only) Fiscal/Fund Year (Fund product only)
This column shows the fiscal year for the row. An account can have multiple rows for different fiscal years. If the year is red, the account is already finalized in another budget for that year. If your fiscal or fund calendar (Fund product only) is not aligned with the real calendar, the label will reflect both years.
If you have multiple years of an account in your budget and the account is over budget, the cell for the fiscal year that is over budget will be red.
Fund Start (Fund product only)
This column shows the month the fund’s fiscal calendar starts.
Annual
If the check box is checked, the budget for this row is annual. If it is not checked, the budget is periodic. If the budget isn’t finalized, you can check and uncheck this check box for each account to make the budget annual or periodic. If there are amounts in the fields for the year/period they will distribute accordingly.
Yearly / Period Original Budget
You can choose to show or hide this column by checking or unchecking the Original Budget check box on the General tab. Hover to see a tooltip showing the month(s) the period includes. This column cannot be edited and will show one of the following:
• If the row is finalized, this is the amount it was finalized at.
• If the row is unfinalized, it will display Unfinalized.
• If the row is finalized in another budget, it will show In budget <Budget Code> in red text.
• If the row isn’t part of the current budget, it will be blank.
Yearly / Period Budget
Enter your budget amounts in this column. Hover to see a tooltip showing the month(s) the period includes. This field is disabled if
• the row is annual and this is a period group.
• the row is periodic and this is an annual group.
• this is a past year.
• the year only has actuals and isn’t in the budget (it will be blank). This allows you to compare to previous years’ actuals.
Light gray text in these columns indicate what the amounts would be if the budget were switched from annual to periodic or periodic to annual.
After you finalize and save your budget, you can still change the amounts in this column. Any changes will be tracked on the
Budget Tracking Report.
Yearly / Periodic Actual
If there is account history for the year, this column shows the Net Amount for the year. If there is no account history, this will be blank. If the account is over budget, the cell will be light red. You cannot edit this column. Hover to see a tooltip showing the month(s) the period includes.
If your fund calendar differs from your fiscal calendar, the total from the 13th period will be included in the preceding period, and no 13th period will appear (Fund product only).
Yearly / Periodic Encumbered
This column only appears in Fund organizations. If there is account history for the year, this column shows the Encumbered Amount for the year. If there is no account history, this will be blank. If your fund calendar differs from your fiscal calendar, the total from the 13th period will be included in the preceding period, and no 13th period will appear. If the account is over budget, the cell will be light red. You cannot edit this column.
Yearly / Periodic Remaining
You can choose to show or hide this column by checking or unchecking the Remaining check box on the General tab.
This amount is calculated by subtracting the actual from the budget. If this is a negative amount, the cell shows zero. If the row isn’t in the budget, this cell is blank.
Related Topics
Published date: 03/12/2021