Summary

The Budget Selection window provides department heads with access to all the department budget information. Improved budget security allows more control over which users have access to budget information. Access to this window is established on the Role Maintenance window (SS> Security> Role) and only those departments in which the user is specified as a department head will be visible in this window.

Step by Step

1     View the existing budget revisions.

• The Budget Selection window displays a list of the revisions and related entries that are accessible to the user. Each user can be set up with access to specified budget information on the Role Maintenance window (SS> Security> Role Maintenance).
  • Setting up a user as a Department Head gives that user access to all the budget information associated with that department.

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.
  • 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.
  • 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.
    • Specify the export option on the Export Budget window.
    • Check the Print only annual amounts (Summary) toggle to export only annual budget information. When this toggle is not checked, the budget amounts will be broken down by period.
    • Check the Page break by fund toggle to start a new page for each fund included in the export.
  • 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.