About Budgets
Budgets allow an institution to set a targeted amount to spend per general ledger account. Reports rely on budgets to present budget vs actuals information.
You may copy a budget from a prior fiscal year, create a budget from scratch or upload a budget.
Copy Budget
Duplicate your budget from a prior fiscal year.
Go to Accounting > GL Budget.
Enter the Copy From Fiscal Year to duplicate the funds from and the Copy To Fiscal Year.
Click Copy Budget.
Create Budget from Scratch
Create a budget anew for the year or a specific general ledger line.
Go to Accounting > GL Budget.
In Fiscal Year select the year.
Enter a Cost Center # and GL Account #.
Click Add Budget.
When the confirmation message appears, click OK.
To the left of the account, click the pencil.
Click GL Budget tab and enter the budget amounts by accounting period.
Orig Spread Amt: Annual budget
Org Amount 1 - Org Amount 13: Individual budgetary periods such as months
Revised Spread Amount: Optional if the budget is updated
Revised Amount 1 -Revised Amount 13: Optional if the individual budgetary periods are updated
Click Save.
Upload Budget
A spreadsheet may be used to define budgets for each general ledger account.
By running a report of the current year's budget, institutions can generate the file in the proper format and with current year budgets. Adjustments can then be made to the spreadsheet to account for changes in the next year's budget.
All cost centers and general ledger account numbers must exist in Campus Cafe and appear in the file exactly as they appear in Campus Cafe. The upload process does not create new account numbers.
Download the Current Year Budget
Go to Faculty/Staff > Base Reports.
Click Business Office.
Click Budget Upload Extraction Report.
Run the report for the desired fiscal year.
Click the blue disk icon and select Excel.
Download the file and open in Excel or your desired spreadsheet program.
In the ACCTG PERIOD columns enter the budgets for each accounting period.
Save your file in .xlsx (Excel) format.
Upload Budget
Go to Accounting > Budget File Upload.
Select the Fiscal Year.
Click Browse and select your budget file.
Click Submit.
Error Messages
Message | Explanation | Resolution |
|---|---|---|
Error! No GLBALF Record Exists forCost Center ### & GL Account ### in FY####. | The file contains an account that does not exist in Campus Cafe. | Create the general ledger account. |
Error! Invalid GL Account. | An account in the file doesn’t isn’t valid. | The error message shows the entered account, which is in the file. It also shows the derived account, which is the correct GL account key. Correct the file and reupload. |
