About budgets

Budgets allow you 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.

Prerequisites

• Create fiscal year.

• Create cost centers.

• Create general ledger accounts.

Required permissions

Copy budget

Duplicate your budget from a prior fiscal year.

1. Go to Accounting > GL Budget.

2. Enter the Copy From Fiscal Year to duplicate the funds from and the Copy To Fiscal Year.
   
   

   Open

   

3. Click Copy Budget.

Create budget from scratch

Create a budget anew for the year or a specific general ledger line.

1. Go to Accounting > GL Budget.

2. In Fiscal Year select the year.

   Open

   

3. Enter a Cost Center # and GL Account #.

4. Click Add Budget.

5. When the confirmation message appears, click OK.

6. To the left of the account, click the pencil.

7. 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

8. 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, you 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.

Download the current year budget

1. Go to Faculty/Staff > Base Reports.

2. Click Business Office.

3. Click Budget Upload Extraction Report.

4. Run the report for the desired fiscal year.

5. Click the blue disk icon and select Excel.

6. Download the file and open in Excel or your desired spreadsheet program.

7. In the ACCTG PERIOD columns enter the budgets for each accounting period.

8. Save your file in .xlsx (Excel) format.

Upload budget

1. Go to Accounting > Budget File Upload.

2. Select the Fiscal Year.

3. Click Browse and select your budget file.

4. Click Submit.

Error messages