Budgets

1
Budgets

• Jill Roberts

2
Aims of the course

• Understand reversing journals, encumbrance
  journals and various budget versions in operation
  on the software
• be able to find and amend budget organisations in
  their own areas, e.g.
• By balanced budget journal
• Via OFA
• By unbalanced journal or direct amendment in the
  GL
• Transfers from budget to budget, between budget
  organisations (between schools, and between
  revenue and capital), and appreciate when this is
  appropriate
• By budget journal upload from Web ADI

3
Budget Versions

• The Budget
• Set via OFA and then frozen
• The Forecast
• Starts as a copy of budget, but will change
  throughout the year
• Funds Checking Budget
• Starts a a copy of the budget, will not change
  overall except in carefully authorised situations

4
Encumbrance Journals

• What is an encumbrance?
• Section 5 of training notes.
• Commitment (requisition)
• Obligation (order)
• (both these are type of encumbrances)
• Actual (invoice)
• An encumbrance consumes the available budget
  and stops it being spent on other things!

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Posting Encumbrance Journals

• Entering an encumbrance journal
• Section 6 in training notes
• Help Sheet GLJNL-02

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Practical exercise

• Post an encumbrance journal
• Use the help sheet to guide you,

7
Uploading an encumbrance journal from a
spreadsheet

• Encumbrance journals can be uploaded from a
  spreadsheet
• Section 7 in training notes
• Help Sheet GLJNL-07

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Reversing journals ad hoc

• Section 4 of training notes
• Practical exercise Enter any journal, and post
  it. Find it via the Find Journals screen.
  Reverse it, find the reversing journal in Find
  journals and post.
• Help Sheet GLJNL-08

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Reversing journals contd

• Remember to reverse any encumbrance journals you
  might have created, as they will not reverse
  themselves when the real costs arrive, and
  otherwise you will have consumed the funds
  twice!
• Find and reverse the encumbrance journal you
  created earlier

10
Reversing journals - Automatic

• Section 4.2 of training notes
• Practical exercise Create another journal in
  March 2006, and set it to automatically reverse
  in April. Complete all the postings!
• Help Sheet GLJNL-10

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Budget Organisations
A full list of Budget Organisations is shown in
Appendix C Budget Journals have to be between
codes in the same Budget organisation
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Amending Journals

• There are several ways of amending a budget
• Balanced journal. This is what it says you
  have to move a budget from one code to another,
  and both entries have to balance. Total amount
  of the budget within the school (the budget
  organisation) cannot change)
• Unbalanced journal. This is very like a direct
  amendment. You enter a journal, which does not
  balance, and the system allows it. The total
  amount of the budget within the school may
  change. This is often done for forecasts.

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Amendments to Budgets (contd)

• Direct Amendment. This is very like an
  unbalanced journal. You enter the amendment
  directly into the screen, and save the changes.
  The total amount of the budget within the school
  may change. This is often done for forecasts.
• Transfers. You can, under very controlled
  circumstances, transfer funds from one budget
  organisation to another. Please note that this
  changes the bottom line of the schools affected.

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Amendments to Budgets (contd)

• Spreadsheet upload you can upload a budget
  journal (which does not have to balance) via Web
  ADI
• OFA OFA is covered on a separate course

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Balanced budget journals in the Core System

• Step 1 make sure all the code combinations
  exist
• Step 2 Update the Budget organisation
• Step 3 - Check all code combinations are set to
  have balanced budget journals
• Step 4 Entering the Journal
• Step 5 Find and Post the journal
• Section 10 in the Training notes

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Practical exercise

• Section 10 in the Training Notes
• Increase the funds available in the Funds Check
  budget on code AC00020415100UM0000000 by
  10. Reduce the amount on AC00020415200UM000
  0000 by the same amount.
• This code is in the budget organisation AFZ
  (Rev) Finance
• The journal needs to happen in the time period
  March 2006.
• Enter and save the journal in the balanced budget
  journal screens, and then find and post the
  journal.
• Help Sheet GLBGT-01

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Direct Amendments to budgets

• This effectively overwrites what is there
• you will not be able to enter amounts for a
  frozen budget, or the Funds Check budget, which
  requires budget journals
• Make sure code combination exists (create it if
  needed)
• Enter screen
• Find accounts
• Overwrite amounts
• Save changes

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Practical Exercise

• Pick any code combination from the Test Data
  sheet at the back of the manual and make an
  amendment directly to the budget for the Forecast
  in January 2006.
• Section 11 in Training Notes
• Help Sheet GLBGT-02

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Unbalanced journals in Core

• This is a journal (i.e. it adds, not overwrites,
  what is there), but does not have to balance
• You can now use this screen to modify the Funds
  Check budget (but it does not enforce balancing)

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Practical Exercise

• Pick any code combination from the Test Data
  sheet at the back of the manual and post a
  journal amendment directly to the budget for the
  Forecast in January 2006, using this screen.
• Section 12 in training notes
• Help Sheet GLBGT-03

21
Budget Journals from spreadsheets

• Similar to ADI actual uploads
• System will not force balancing
• Journal will add to (not overwrite) what is
  already there
• Code combinations do not have to pre-exist!
• Section 13 in Training notes

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Practical Session

• Upload one of the journal budget adjustments in
• Test Spreadsheet Budget Journal.xls from
  G/fin/training/training users access/GL Oracle
  Training
• Find and post the journal in the core system
• Training notes Section 13
• Help Sheet GLBGT-05

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Budget Transfers

• This changes the total for the budget!! Check
  with HOFF!
• Step 1 make sure all the code combinations
  exist
• Step 2 Update the Budget organisation
• Step 3 Transfer the budget

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Practical Exercise

• Code AC00020605000UM0000000 in budget
  organisation AFZ (Rev) Finance has 5000 budget
  in each of the months between August 2005-April
  2006, on the Funds Check Budget.
• Transfer 100 in any month of your choice in this
  range to AA03664605000UM0000000 in budget
  organisation HDZ (Rev) SED
• Section 14 in Training Notes
• Help Sheet GLBGT-04