Advanced Budgeting - Working Budget

Use the Working Budget Panel to maintain budget amounts, add or remove accounts from the budget, add notes, modify the budget layout, view activity associated with the budget and to print the working budget. You have the option of limiting the accounts that you view in the budget as well as options that allow you to view monthly budget amounts and suppress zero balance accounts. The table following the window example describes the Working Budget Area for Advanced Budgeting.

Tip: For more information about working with data in fields, see the Data Entry Guidelines.

Opening the Working Budget, click More.

1. Click Advanced Budgeting on the Toolbar.

2. Click to select the desired Budget from the Budget drop-down list.
Tip: To create a new budget, see Creating a New Budget in Advanced Budgeting.

Advanced Budgeting - Working Budget Window Example:

Viewing a working Budget and Setting Budget View Options, click More.

To view a working budget:

1. After opening Advanced Budgeting and selecting the budget name, click to select the Account View to include in the working budget. This will limit the accounts that display for the budget. Only those accounts whose funds, departments or accounts are specified in the selected Account View will display.

2. Notice in the example below, the selected Account View is Account 106. Only those accounts are showing in the working budget.

Budget View Prompts
Understanding a Budget View	Understanding a Budget view: Blue cells - Indicate amounts that have been modified since the last time the budget was saved Bold Lines & * - Indicate the account is a monthly budget item Red Lines - Indicate that the account is not in the budget Notes - Indicate that there are notes for the account. Click the icon to open the Notes Editor. Calendar - Allows editing of the monthly budget amounts for the account. See Entering Budget Amounts Step. Budget Lines Example:
Budget View Options Note: There are 3 additional options for viewing your budget information. Click Options from the Budgeting Toolbar
Show All Accounts	To highlight the accounts that are in the Account View and not in the budget, click to select Show All Accounts. Note: This feature is handy if you add new accounts during the year.
Suppress Zero Balance Accounts	If you do not want accounts with zero balances to display in the view, click to select *Suppress Zero Balance Accounts*. To include all accounts in the view, leave this box unchecked.
Add All Missing Accounts	To add all accounts that are in the Account View, but that are missing from the current view of the budget, click Add All Missing Accounts. The missing accounts that displayed in Red now display in Blue until the next time you click Save.

Modifying the Budget Layout, click More.

You can define up to 3 display-only columns that will display alongside the working budget. The columns only display if you select to display them. An additional working budget can be set up that can be modified at the same time as the main working budget. To define or modify your budget layout, click Modify Layout and the following window will display:

Note: If you modify the layout, the layout is saved when you click Save.

Modify Budget Layout Prompts Note: For each column, choose the type of information to display.
None	If you do not want information to display in this column, click to select None.
Current Actual Information	To display the current actual balances for each account in this column, click to select Current Actual Information.
Historical Information	To display historical, actual balances for each account in the column, click to select Historical Information. Note: If you select this option, then you must select the year from the drop-down list below.
Budget Information	To display budget information for each account in this column, click to select Budget Information. Note: If you choose this option, then you must select the budget name from the drop-down list below.
	To complete the changes, click OK. After clicking OK, the new column choices display.
	If you do not want to save your changes, click Close. This option will return you back to the current display.
Budget Layout Example:

Entering Budget Amounts for a Working Budget, click More.

To maintain annual budget amounts:

1. Open the desired budget.

2. Click the cell to change.

3. Enter the new budget amount and press [ENTER]. The line is updated and the new amount displays in blue until you click Save.
Note: The annual amount is maintained in the first period. Click Calendar to view.

4. Continue editing lines until you have completed all the changes.

5. To save the changes, click Save .

Important: You must click Save in order for the changes to be saved.

To maintain monthly budget amounts:

1. Open the desired budget.

2. Click the cell to change.

3. The following information displays:

4. There are 3 ways to enter amounts - enter individual period amounts, click Recalc or right-click and select Copy Balances.

a. To enter an individual amount, enter the amount in the appropriate period.

b. Or, click Recalc to enter the period amounts and have the balances be redistributed in one of the ways shown below.

Recalc options:
These options will only affect the periods that are active or that have the checkbox checked.

Roll into annual budget – Sum up the balances in all periods and puts result into the first period, converting it into an Annual budget
Distribute active periods evenly – Sum up the selected periods and redistribute the amount evenly among them
Set active periods to selected period – Set all active period balances to the balance of the highlighted row
Multiply all active periods by % - Enter a percent (100 = 100% and will have no effect) and press [Enter] to apply the percentage to all active periods

c. Or, right-click and select Copy Balances for the specified account.
Example:

Tip: Use Lock Period to easily edit a single period across multiple accounts using the keyboard. When you click Lock Period the Up/Down arrows will move the cursor to the previous or next account in the budget and will stop at the last period. If there is an alternate budget in the view, the left and right arrows will navigate between it and the working budget. Click Lock Period to activate and the icon changes to to indicate the Lock Period function is active. To unlock simply click Lock Period again.

Adding or Removing Accounts from the Budget, click More.

There are two ways to add missing accounts. You can add them individually or you can add them all at once.

To add missing accounts to the budget, one at a time:

1. Click Options on the Toolbar and then click Show All Accounts.

2. The accounts missing from the Account View display in Red for your reference.

3. Click a missing account line.

4. Click Add to add this account number to the current budget.

5. When all the accounts have been added, click Save .
Important: If you do not click Save, the missing accounts will not be added to the budget.

To add all of the missing accounts to the budget:

The Add All Missing Accounts option can be used if there are many missing accounts and you don’t want to add them one by one. The Add All Missing Accounts function will go through the Account View, and add them.

1. Click Show All Accounts under Options and all accounts that are in the Account View, but are missing from the current the budget will display and are highlighted in Red.

2. Click Add All Missing Accounts under Options and all accounts highlighted in Red are added to the budget.

3. Click Save to complete adding the missing accounts to the budget.

Removing Old Accounts From the Budget

If there are old accounts that are no longer active but still included in the budget, you can remove them. To remove an account from a budget:

Important: Only remove zero balance accounts from the budget.

1. Click the budget line item to be removed.

2. Click Remove located on the Toolbar. The line item is removed, but will continue to display in Red to alert you that you must click Save to complete the remove.

3. Click Save to complete removing the accounts from the budget.

Adding Notes to the Budget, click More.

Adding Notes for a Budget Line Item

You can add notes to a budget line item. You can view all notes pertaining to an account and print them as well. After clicking Notes , a window similar to below displays. Already entered notes display in the bottom portion and you can use the top section to enter, edit or delete notes.

To add a note:

1. Enter the text of the note.

2. The system date and the initials of the user who entered the note is automatically assigned.

3. Click Add to complete the changes.
Tip: The new note displays above in the Notes Inquiry panel.

To delete a note:

1. Click to highlight the note to delete.

2. Click Remove Selected and the note is removed or deleted.

Viewing Account Transaction Activity, click More.

To view an account’s transaction history, click to highlight the desired account and then, click Activity . A window similar to this displays:

Actions:

To view the transaction activity for a particular year, click the appropriate tab.
To view invoicing detail for lines with Invoicing reference, click the desired detail line. A Check Detail window displays similar to below.
To print the GL account transaction detail, click Print. For directions, see Printing Budgets.

Exporting/Importing Budget Information, click More.

Advanced Budgeting Line Item/Account Functions Note: The following options provide you with additional budgeting functions. These options display at the top of the working budget panel.
Enter Budget Amount	Click to select a line item and then, enter the new budget amount and press [ENTER]. For directions on entering monthly amounts, see Entering Budget Amounts above.
	To update the new or changed budget information, click Save or press [ENTER]. Keyboard shortcut: [ALT + s]
	CAUTION To avoid losing data, you must save new or changed budget information.
	To remove an account from the currently displayed budget, click Remove.
	To add an account that is in the Chart of Accounts but is not in the currently displayed budget, click Add. For directions, see Adding Accounts to Budget above. Note: Add is only active if there are accounts that are not in the currently displayed budget.
	To add a note to a budget line, click Note. For directions, see Adding Notes above.
	To view an account’s transaction history, click to highlight the desired account and then, click Activity . For directions, see Viewing Account Transaction Activity above.
	To modify the columns of information that for the working budget, click Modify Layout. For directions, see Modify Layout Step above.
	To show or suppress accounts from the current budget, click Options. For directions, see Viewing a Working Budget and Setting a Budget View above.
	To create a new budget, click New Budget. For directions, see Creating a New Budget in the Advanced Budgeting Overview.
	To delete a budget, click Delete. For directions, see Deleting_an_existing_Budget in the Advanced Budgeting Overview.
	To export the budget information to Microsoft Excel, click Export. Or, to import the edited budget information from Excel to Advanced Budgeting, click Import. Note: For directions, see Exporting and Importing Budget Information.
	To print the budget information, click Print. For directions, see Printing Budgets.