Summary

The Budget Group Maintenance window is used to help organizations 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.
• Select a group and click DELETE to delete the selected group.
• Click the Create Budget Group button 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 2024 and the stop year set to 2025, the 2024 budget and 2024 end balances for revenue/expense accounts will be copied at the end of 2024 to 2025 beginning balances. No new budget will be set for 2025 and no revenue/expense accounts will be closed to fund balance.
• You can add GL accounts to the budget group by clicking ADD in the data grid to the right 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 Select button  .
  • Accounts must be added for each year. If the Start Year is set to 2024 and the Stop Year is set to 2025, accounts for both 2024 and 2025 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.
• Click the Save button when complete.