EOY District Rollover
This document provides step-by-step instruction for ensuring budget continuity between fiscal years.
The End of Year Rollover process for Focus ERP:
I. Budget Planning
II. Campus/Department Budget Planning (Optional)
III. June/July Payables
IV. Rolling and Closing Purchase Orders
V. Adopting Official Budget
VI. Rolling Over Remaining Budgets
VII. Rolling Over Initial Account Balances for Trial Balance
Following the steps mentioned above in the exact order will ensure the best outcome. If you are skipping around, some of the rollover pieces may not work. For example, skipping from Budget Planning to Rolling Over Remaining Budgets will not work unless a budget has already been adopted (official or unofficial)--notice the step that directly precedes Rolling Over Remaining Budgets is Adopting Official Budget.
The District Budget Planning screen allows for multiple budgeting scenarios to be considered while deciding upon an official budget. These scenarios display budget totals from previous years and have the ability to create new budget lines. You will also have the option to itemize budgets. Once a tentative budget is in place, all users can begin operations in the next fiscal year, even before the budget is officially adopted. Temporary placeholder budgets will automatically reconcile with the official budget upon its adoption.
Districts must create Zero Dollar Budgets or Unofficial Budgets in District Budget Planning before purchase requests can be entered for the upcoming year. If Zero Dollar Budgets are created, users can create purchase requests as long as they have permission for negative budgets under Menu permissions.
1. From the Budgeting/General Ledger menu, click District Budget Planning.
2. The District Budget Planning screen will default to the Scenarios tab. The Scenarios tab contains a list of previously created budgeting Scenarios as well as the option to Create a Scenario.
3. To begin your scenario, type a Scenario Name in the text field, select Expense or Revenue from the pull-down, and select the correct fiscal year. Since you are planning for next year, you will change the year to 2017-2018. Then, click Create.
You can work on more than one scenario at a time. All scenarios will pull from the same budgeting data, but you may want to create multiple different plans depending on possible changes and unforeseen circumstances. In the end, you will only be able to adopt one official, but can create as many scenario plans as you like.
4. Budget plans are viewed within the Current Scenario tab.
5. Accounting strip information is displayed in columns dedicated to each element. Note: the Desc column is an optional description field that serves as a label for the entire accounting strip, as configured within the Settings screen of the Setup menu.
6. Subsequent columns display historical data for each accounting strip indicating how they were budgeted in years past.
7. The current year will have both an Orig. Budget (per the originally adopted budget) and a Curr. Budget (accounting for any amendments since the budget was adopted).
Payroll budgets will also pull into the budget scenario. Funding for open positions will factor in as money already spent (i.e. the scenario will pull this data as if the position has already been filled).
8. There is also a Spent column that indicates how much has been depleted from any given accounting strip for the current year.
9. Adjust the budget scenario for the next fiscal year by specifying the Planned Budget.
10. While planned budgets can be entered as a lump sum, the View Breakdown link generates an itemized list of what is attributed to the line’s corresponding accounting strip.
11. The Amount entered for each item will be added to the amount allocated to the Planned Budget. This allows for dynamic budgets to be generated based off of their constituent items, ensuring that there is a record as to why an amount was budgeted for any given scenario.
a. The Adjustments pop-up screen will auto-populate with an Uncategorized amount if a number is entered for this strip in the Planned Budget column.
b. To enter a new line, type the Amount and Description on the top white line; then press Enter. To delete an existing line, click the red minus sign. To edit an existing line, simply click on the amount or description and make changes.
12. To mark an accounting strip for removal, select the check box in the Remove column. This will indicate that you do not wish to roll this account into the next fiscal year. Note: this can be useful for those inactive $0 budgets, as shown in the image.
13. At the bottom of the page, the Current Page Totals is listed. The totals here will change as you sift through pages. In the image shown, the Current Page Totals is just for page 1.
14. The Grand Totals shows the actual grand total for the 14/15 Budget, 15/16 Budget, etc. and is not affected by a change of the page.
If you use any of the filters to change the data, the Current Page Totals and Grand Totals will change. See Budget Scenario Additional Features for more information on how to use filters.
15. Add New Budget Line provides an opportunity to create new accounting strips directly on the scenario screen by selecting the relevant elements.
16. A duplicate scenario can be created with the Copy Scenario feature. After clicking the button, the Current Scenario tab will load the newly copied version once the new scenario has been named. This will also be accessible from the table on the Scenarios tab.
17. Click the Update Budgets button to add any new budgets that were added by any users since the scenario was created. This feature will also update the scenario with current expenditures, amendments, and revisions to the budget.
1. Once the scenario has been properly configured for the upcoming fiscal year, it must be adopted in order to function. To access the adoption buttons, scroll down to the bottom of the page.
POs that fall into the next fiscal year cannot be processed until adopting a budget.
2. Prior to official board approval, budgets should be adopted as either Zero Dollar Budgets or Unofficial Budgets. Only Adopt Official Budgets once the scenario has been finalized and confirmed.
3. A Zero Dollar Budget allows for the budget’s accounting strips to be referenced for POs in the upcoming fiscal year, though the Planned Budget is zeroed out and a negative balance is accrued. This balance is reconciled with the finalized budget once the scenario is official.
Negative budget permissions must first be set up before using this feature. Navigate to the Setup menu; click on Menu. From here, you must choose which profiles you wish to set up. Select the profile from the pull-down and navigate to Purchasing and select the check box for Negative Budgets.
4. Unofficial Budgets reference the funds allocated to each accounting strip, although any spending will not be finalized until the budget is official.
1. To conduct a search of accounts, click the Account Lookup button. This opens a pop-up window giving you the ability to search through all available elements and corresponding codes and descriptions.
2. Use the Accounting Strip Filters to focus on specific accounting strips at a time. Enter as many elements as you like and click Search. To clear filters, delete the elements entered and click Search again.
3. Navigating from page to page can be done using the Prev and Next buttons. To skip to a page, type the page number in the text box and press Enter.
4. You can also use the Export features located at the top of the chart to export the Scenario into an Excel spreadsheet or to Print.
5. The table can be saved to a .csv file using the Excel button in the Export field. Any changes made offline, via this .csv file, can be uploaded back into Focus using the Import button.
6. To use the Filters feature, click the word Filters or the word OFF.
a. Once the Filters are turned on, you will be able to filter on any of the element columns. As shown in the image, you can add more than one filter to a column by clicking the green plus sign. To delete an additional filter, click the red minus sign. For additional filtering options, click the gray arrow for a filter pull-down.
You can also sort simply by clicking on any of the header names with double black arrows. Click once for ascending results, click twice for descending.
7. To change the columns displayed on the screen, click Toggle Columns.
a. A Toggle Columns pop-up will appear giving you the ability to clear the check box for each header column. Doing so will hide the columns from the screen. To show hidden columns, be sure the box is selected.
Columns will stay hidden until reselected.
1. Permission to budget specific accounting strips can be configured via the Budget Managers tab.
2. After selecting a user/employee from the Manager pull-down, specify which accounting strip that user should manage by entering all relevant element information. Be sure to press Enter to save the line.
A wildcard value of “XXXX” can be substituted for an actual element number to indicate that the manager will have access to all accounting strips that fall under that element.
3. To add additional accounting strips to a manager, click the green plus sign all the way to the right of the line. This will create a blank line under the manager’s other assigned accounts. To add more accounting strips, continue to click the green plus sign until all have been added.
4. Each managed strip can be given a Planned Budget, and will also list historical databudgets from previous years, the current budget, and the amount spent.
5. The Allow Over check box grants the manager permission to plan a budget past the amount you or the district enter here. For example, the first column shows a planned budget of $53,100. Selecting the Allow Over check box will allow the manager to plan to spend more than $53,100.
6. To delete a budget manager’s line, click the red minus sign.
Deleting the line that contains the manager’s name/ user’s name, will delete all attached strips as well.
7. As managers are assigned accounting strips, you will see a Status column appear. You will see one of four options here: Pending, In Progress, Approved, or Denied.
9. In Progress will show for budgets that are currently being planned by the budget manager not yet finished or submitted. The only option here is View Budgets.
10. If the budget is Approved by the district, the district will only be able to View Budgets. After which, the planned budget amount will be pulled into a budget scenario.
11. If the budget is Denied by the district, only View Budgets will be available. The budget will not pull into the budget scenario until resubmitted by the manager and approved by the district.
1. To conduct a search of accounts, click the Account Lookup button. This opens a pop-up window giving you the ability to search through all available elements and corresponding codes and descriptions.
2. Navigating from page to page can be done using the Prev and Next buttons. To skip to a page, type the page number in the text box and press Enter.
3. You can also use the Export features located at the top of the chart to export the Budget Managers into an Excel spreadsheet or to Print.
4. To use the Filters feature, click the word Filters or the word OFF.
5. Once the filters are turned on, you will be able to filter on the Manager column. As shown in the image, you can add more than one filter to a column by clicking the green plus sign. To delete an additional filter, click the red minus sign. For additional filtering options, click the gray arrow for a filter pull-down.
You can also sort simply by clicking on any of the header names with double black arrows. Click once for ascending results, click twice for descending.
6. To change the columns displayed on the screen, click Toggle Columns.
a. A Toggle Columns pop-up will appear giving you the ability to clear the check box for each header column. Doing so will hide the columns from the screen. To show hidden columns, be sure the box is selected. Note: the last two check boxes are unnamed just as are the columns. The first one is the View Budgets/ Approve/ Deny buttons. The second check box is the green plus sign to add additional accounting strips to managers.
Columns will stay hidden until reselected.
Budget Managers can be set up under Budget Planning, which gives the district the opportunity to make specific users accountable for their own accounts at other centers/facilities. As the Budget Managers plan their own budgets, they will submit them back to the district for review and approval. Once completed and approved, the data will feed directly into the district Budget Planning Scenario for adoption.
1. From the Budgeting/General Ledger menu, click Campus/Department Budget Planning.
2. The Campus/Department Budget Planning screen will default to a single tab, Budgets.
3. The Fiscal Year should default to the next year for current planning. Regardless, be sure the Fiscal Year is set to 2017-2018 for this year’s rollover.
4. Click the Budget Status pull-down to select the status of the budgets you wish to view and/or edit.
1. Click All to view all assigned budgets regardless of status.
2. First you will notice a chart that lists all assigned accounting Strips, the amounts Allotted, and the amounts Remaining.
If the amounts Remaining shown are $0.00 it could be because of one of two reasons:
1. The budgets have already been planned, and the amounts will update as you enter amounts in the Planned Budget column.
2. The district did not want to give you (as the manager) any restrictions. The district set the allotted amount to $0 and checked the box to Allow Over.
3. Accounting strip information is displayed in columns dedicated to each element. Note: the Desc column is an optional description field that serves as a label for the entire accounting strip, as configured within the Settings screen of the Setup menu by district staff.
4. Subsequent columns display historical data for each accounting strip indicating how they were budgeted in years past.
5. The current year will have both an Orig. Budget (per the originally adopted budget) and a Curr. Budget (accounting for any amendments since the budget was adopted).
6. There is also a Spent column that indicates how much has been depleted from any given accounting strip for the current year.
7. The Planned Budget column will not be editable from this screen. All amounts, planned or not, will be grayed out.
8. Click the View Breakdown link in the Breakdown column to view itemized budgets.
9. You will also see the Remove column, but this will be uneditable as well.
10. At the bottom of the page, the Current Page Totals is listed. The totals here will change as you sift through pages. In the image shown, the Current Page Totals is just for page 1.
11. The Grand Totals shows the actual grand total for the 14/15 Budget, 15/16 Budget, etc. and is not affected by a change of the page.
If you use any of the filters to change the data, the Current Page Totals and Grand Totals will change. See Campus/Department Budget Planning Additional Features (for Budget Managers) for more information on how to use filters.
1. Outstanding budgets will show you all budgets that have yet to be planned and/or submitted for review and approval.
2. First you will notice a chart that lists all assigned accounting Strips, the amounts Allotted, and the amounts Remaining.
Some of the Allotted amounts have been set to $0. This means the district did not want to give you (as the manager) any restrictions. The district set the allotted amount to $0 and checked the box to Allow Over.
3. Accounting strip information is displayed in columns dedicated to each element. Note: the Desc column is an optional description field that serves as a label for the entire accounting strip, as configured within the Settings screen of the Setup menu by district staff.
4. Subsequent columns display historical data for each accounting strip indicating how they were budgeted in years past.
5. The current year will have both an Orig. Budget (per the originally adopted budget) and a Curr. Budget (accounting for any amendments since the budget was adopted).
6. There is also a Spent column that indicates how much has been depleted from any given accounting strip for the current year.
7. On this screen, the Planned Budget column will be editable. Click in any of the text fields in the Planned Budget column to enter an amount for specific accounting strips.
8. While planned budgets can be entered as a lump sum, the View Breakdown link generates an itemized list of what is attributed to the line’s corresponding accounting strip.
a. The Amount entered for each item will be added to the amount allocated to the Planned Budget. This allows for dynamic budgets to be generated based off of their constituent items, ensuring that there is a record as to why an amount was budgeted for any given scenario.
b. To enter a new line, type the Amount and Description on the top white line; then press Enter. To delete an existing line, click the red minus sign. To edit an existing line, simply click on the amount or description and make changes.
9. To mark an accounting strip for removal, select the check box in the Remove column. This will indicate that you do not wish to roll this account into the next fiscal year. Note: This can be useful for those inactive $0 budgets, as shown in the image.
10. When all budgets have been planned and/or itemized, removed, etc. Click the Submit button in the bottom right corner of the screen.
Once budgets have been submitted, they will no longer be editable. They will fall under the Pending status and sit with the district until approved or denied.
11. At the bottom of the page, the Current Page Totals is listed. The totals here will change as you sift through pages. In the image shown, the Current Page Totals is just for page 1.
12. The Grand Totals shows the actual grand total for the 14/15 Budget, 15/16 Budget, etc. and is not affected by a change of the page.
If you use any of the filters to change the data, the Current Page Totals and Grand Totals will change. See Campus/Department Budget Planning Additional Features (for Budget Managers) for more information on how to use filters.
1. Pending budgets will show you all budgets that have been planned and submitted to the district awaiting approval.
2. First you will notice a chart that lists all assigned accounting Strips, the amounts Allotted, and the amounts Remaining.
Some of the Allotted amounts have been set to $0. This means the district didn’t want to give this specific manager any restrictions. The district set the allotted amount to $0 and checked the box to Allow Over.
3. Accounting strip information is displayed in columns dedicated to each element. Note: The Desc column is an optional description field that serves as a label for the entire accounting strip, as configured within the Settings screen of the Setup menu by district staff.
4. Subsequent columns display historical data for each accounting strip indicating how they were budgeted in years past.
5. The current year will have both an Orig. Budget (per the originally adopted budget) and a Curr. Budget (accounting for any amendments since the budget was adopted).
6. There is also a Spent column that indicates how much has been depleted from any given accounting strip for the current year.
7. The Planned Budget column will not be editable from this screen. All amounts, planned or not, will be grayed out.
8. Click the View Breakdown link in the Breakdown column to view itemized budgets.
9. You will also see the Remove column, but this will be uneditable as well.
10. At the bottom of the page, the Current Page Totals is listed. The totals here will change as you sift through pages. In the image shown, the Current Page Totals is just for page 1.
11. The Grand Totals shows the actual grand total for the 14/15 Budget, 15/16 Budget, etc. and is not affected by a change of the page.
If you use any of the filters to change the data, the Current Page Totals and Grand Totals will change. See Campus/Department Budget Planning Additional Features (for Budget Managers) for more information on how to use filters.
1. Approved budgets will show you all budgets that have been reviewed and approved by the district.
2. First you will notice a chart that lists approved assigned accounting Strips, the amounts Allotted, and the amounts Remaining.
Some of the Allotted amounts have been set to $0. This means the district didn’t want to give this specific manager any restrictions. The district set the allotted amount to $0 and checked the box to Allow Over.
3. Accounting strip information is displayed in columns dedicated to each element. Note: The Desc column is an optional description field that serves as a label for the entire accounting strip, as configured within the Settings screen of the Setup menu by district staff.
4. Subsequent columns display historical data for each accounting strip indicating how they were budgeted in years past.
5. The current year will have both an Orig. Budget (per the originally adopted budget) and a Curr. Budget (accounting for any amendments since the budget was adopted).
6. There is also a Spent column that indicates how much has been depleted from any given accounting strip for the current year.
7. The Planned Budget column will not be editable from this screen. All amounts have already been planned and approved.
8. Click the View Breakdown link in the Breakdown column to view itemized budgets.
9. You will also see the Remove column, but this will be uneditable as well.
10. At the bottom of the page, the Current Page Totals is listed. The totals here will change as you sift through pages. In the image shown, the Current Page Totals is just for page 1.
11. The Grand Totals shows the actual grand total for the 14/15 Budget, 15/16 Budget, etc. and is not affected by a change of the page.
If you use any of the filters to change the data, the Current Page Totals and Grand Totals will change. See Campus/Department Budget Planning Additional Features (for Budget Managers) for more information on how to use filters.
1. Denied budgets will show you all budgets that have been reviewed and denied by the district.
Budgets that have been denied can be edited and resubmitted for review from this screen.
2. First you will notice a chart that lists denied assigned accounting Strips, the amounts Allotted, and the amounts Remaining.
Some of the Allotted amounts have been set to $0. This means the district didn’t want to give this specific manager any restrictions. The district set the allotted amount to $0 and checked the box to Allow Over.
3. Accounting strip information is displayed in columns dedicated to each element. Note: The Desc column is an optional description field that serves as a label for the entire accounting strip, as configured within the Settings screen of the Setup menu by district staff.
4. Subsequent columns display historical data for each accounting strip indicating how they were budgeted in years past.
5. The current year will have both an Orig. Budget (per the originally adopted budget) and a Curr. Budget (accounting for any amendments since the budget was adopted).
6. There is also a Spent column that indicates how much has been depleted from any given accounting strip for the current year.
7. On this screen, the Planned Budget column will be editable. Click in any of the text fields in the Planned Budget column to enter an amount for specific accounting strips.
8. While planned budgets can be entered as a lump sum, the View Breakdown link generates an itemized list of what is attributed to the line’s corresponding accounting strip.
a. The Amount entered for each item will be added to the amount allocated to the Planned Budget. This allows for dynamic budgets to be generated based off of their constituent items, ensuring that there is a record as to why an amount was budgeted for any given scenario.
b. To enter a new line, type the Amount and Description on the top white line; then press Enter. To delete an existing line, click the red minus sign. To edit an existing line, simply click on the amount or description and make changes.
9. To mark an accounting strip for removal, select the check box in the Remove column. This will indicate that you do not wish to roll this account into the next fiscal year. Note: This can be useful for those inactive $0 budgets, as shown in the image.
10. At the bottom of the page, the Current Page Totals is listed. The totals here will change as you sift through pages. In the image shown, the Current Page Totals is just for page 1.
11. The Grand Totals shows the actual grand total for the 14/15 Budget, 15/16 Budget, etc. and is not affected by a change of the page.
If you use any of the filters to change the data, the Current Page Totals and Grand Totals will change. See Campus/Department Budget Planning Additional Features (for Budget Managers) for more information on how to use filters.
12. When all budgets have been planned and/or itemized, removed, etc. Click the Submit button in the bottom right corner of the screen.
Once budgets have been submitted, they will no longer be editable. They will fall under the Pending status and sit with the district until approved or denied.
1. To conduct a search of accounts, click the Account Lookup button. This opens a pop-up window giving you the ability to search through all available elements and corresponding codes and descriptions.
2. Use the Accounting Strip Filters to focus on specific accounting strips at a time. Enter as many elements as you like and click Search. To clear filters, delete the elements entered and click Search again.
3. Navigating from page to page can be done using the Prev and Next buttons. To skip to a page, type the page number in the text box and press Enter.
4. You can also use the Export features located at the top of the chart to export budgets to an Excel spreadsheet or to Print.
5. To use the Filters feature, click the word Filters or the word OFF.
a. Once the filters are turned on, you will be able to filter on any of the element columns. As shown in the image, you can add more than one filter to a column by clicking the green plus sign. To delete an additional filter, click the red minus sign. For additional filtering options, click the gray arrow for a filter pull-down.
You can also sort simply by clicking on any of the header names with double black arrows. Click once for ascending results, click twice for descending.
6. To change the columns displayed on the screen, click Toggle Columns.
a. A Toggle Columns pop-up will appear giving you the ability to clear the check box for each header column. Doing so will hide the columns from the screen. To show hidden columns, be sure the box is selected.
Columns will stay hidden until reselected.
There will be invoices dated for the previous fiscal year that will not be posted until the subsequent fiscal year. You will create an invoice batch in the previous fiscal year (2016-2017), and will then write the checks normally. This allows you to liquidate POs in the previous fiscal year (2016-2017) through the last payables run before rolling POs.
Note: Expenditures (1530) is hit in the previous fiscal year (2016-2017), but Cash (1111) is hit in the next fiscal year (2017-2018). Accounts Payable is increased by the invoice and wiped out in the next year by the check.
1. From the Purchasing / Accounts Payable menu, click Invoices.
2. On the Batches tab, select the current fiscal year (2016-2017).
3. Start by entering the Batch Name in the blank text field at the bottom of the listed Open Batches. From the batch type pull-down, select Standard. Press Enter when done to save your information and create the batch.
4. Click on the PO Invoice tab and select the created Batch from the corresponding pull-down.
Use the Filter feature in the image shown to begin typing the name of the batch for a quick search.
5. Use the PO # pull-down to begin reviewing POs for inclusion in June / July Payables. Use the Filter to begin typing a name or number of a PO for a quick search. Once the PO is selected, click the Load button.
6. To view the details of the Purchase Order, including vendor information, line items, allocations, and any files or comments, follow the link provided in the PO # / Type field under General Information.
7. Navigate to the Invoices section to create an invoice. Enter the Invoice # (Number), Invoice Date, Amount, and the corresponding account strip. If you create more than one invoice, you can select to print a Separate Check for each invoice.
The image shown contains options for a Debit Account and a Credit Account--this is dependent on district settings and may not be available to everyone. This also applies to the different elements you may see listed here--every district uses different elements and a different element order. For example, this specific district uses Fund, Function, Object, Center, and Project for expense accounts.
8. For quicker entry, click the link titled Create an invoice based on a PO or Create multiple invoices based on a PO for additional invoices.
a. Clicking either of the links will auto populate invoice information pulled from the original PO. Note that the Invoice # and Invoice Date do not auto populate and must be completed. The date entered must be in the current fiscal year (2016-2017), for example 06/30/2017.
Click the green plus sign to split an invoice between Centers/Facilities or other elements and accounts. Once clicked, an indented line will be added under the original invoice line. Note: This does not create a separate invoice or check.
9. The Request Allocations section is data from the original PO. You will see the account selected to pay for PO line items, the amount originally encumbered, and the amount expended. If there is a remaining encumbrance, an expected encumbrance, or an overage, these amounts will be listed as well.
10. Attach any additional Files and add any additional Comments.
11. Be sure to also select the check box to Close PO when batch is posted if applicable.
12. After creating all required invoices for the PO, click the Submit button to finalize the invoice. Repeat as necessary for all open POs that should be posted with the June / July Batch.
1. Navigate back to the Batches tab. Click the Review/Post link once all required Invoices have been created.
2. The link will open the Batch Review tab. From this screen, you can open any Requisitions, POs, or Invoices by clicking on the corresponding links.
3. Select the Close check box if the PO will be complete after its corresponding invoice(s) are submitted.
4. Click the Post button to finalize the June / July Payables for the next fiscal year.
Once the new fiscal year begins, all outstanding 2016-2017 POs will need to be rolled in order to create new invoices for these POs in the new fiscal year (2017-2018). You will also need to close (Liquidate Remaining Balance) all POs that will not roll, which can be done from the same screen.
Rolling a PO moves it to the next year, moves the encumbrance, and increases the budgeted amount by the amount of the remaining encumbrance.
1. From the Setup menu, click Purchase Orders under the Rollover sub-heading.
2. The defaulted tab lists all Open Requests.
3. To open a particular Purchase Order, click the link provided in the PO # column.
4. Identify which POs need to be closed, and select the check box for each of these in the Close column. Note: Closing the Purchase Order does not roll the PO and reduces the remaining encumbrance.
You can choose to select all POs at once by clicking the Check All link at the top of the Close column. This will automatically check all of the boxes for all POs shown.
5. Once you have selected all POs to be closed, scroll to the bottom of the page and click the Close Checked Requests button.
a. As POs are closed, they will disappear from the Open Requests list.
6. After verifying that the remaining POs should persist into the next fiscal year, you have the option to Create Budgets for each of these POs. Note: Choosing to create a budget will create a $0 budget.
You can choose to select all POs at once by clicking the Check All link at the top of the Create Budgets column. This will automatically check all of the boxes for all POs shown.
7. To finalize the creation of budgets for the selected POs, scroll to the bottom of the page and click the Create Budgets button.
a. After creating budgets for specific POs, you will notice that these lines turn from red to white. The Budgeted column will read Yes opposed to No, and the check box will disappear.
8. The remaining POs to be rolled into the next fiscal year can now be selected via the check box in the Rollover column. Note: Rolling POs will also roll the remaining encumbrance and increase the budget by the remaining amount.
You can choose to select all POs at once by clicking the Check All link at the top of the Rollover column. This will automatically check all of the boxes for all POs shown.
9. To finalize the Rollover for the selected POs, scroll to the bottom of the page and click the Rollover Requests button.
a. As POs are rolled, they will disappear from the Open Requests list.
10. At the bottom of the page, the Current Page Totals is listed. The totals here will change as you sift through pages. In the image shown, the Current Page Totals is just for page 1.
11. The Grand Totals show the actual grand total for the Committed, Encumbered, and Expended columns. These totals are not affected by a change of the page.
If you use any of the filters to change the data, the Current Page Totals and Grand Totals will change. See Open Requests Additional Features for more information on how to use filters.
1. Navigating from page to page can be done using the Prev and Next buttons. To skip to a page, type the page number in the text box and press Enter.
2. You can also use the Export features located at the top of the screen to export the Open Requests to an Excel spreadsheet or to Print.
3. To use the Filters feature, click the word Filters or the word OFF.
a. Once the filters are turned on, you will be able to filter on any of the columns except Close, Create Budgets, and Rollover. As shown in the image, you can add more than one filter to a column by clicking the green plus sign. To delete an additional filter, click the red minus sign. For additional filtering options, click the gray arrow for a filter pull-down.
You can also sort simply by clicking on any of the header names with double black arrows. Click once for ascending results, click twice for descending.
Once a budget scenario has been updated with all anticipated changes (including budget manager’s plans) and any open POs have been rolled over, a budget must be officially adopted before EOY procedures can continue.
1. From the Budgeting/General Ledger menu, click District Budget Planning.
2. The District Budget Planning screen will default to the Scenarios tab. The Scenarios tab contains a list of previously created budgeting Scenarios as well as the option to Create a Scenario.
3. Click View next to the senario you wish to finalize.
4. Once the scenario has been properly configured for the upcoming fiscal year, it must be adopted in order to function. To access the adoption buttons, scroll down to the bottom of the page.
POs that fall into the next fiscal year cannot be processed until adopting a budget.
5. Once the scenario has been finalized and confirmed, click Adopt Official Budgets.
6. A pop-up will appear before the budget is finalized.
You can choose to roll forward a remaining balance in any budget. The amount remaining in the last fiscal year (2016-2017) will factor into the planned budget amount for the next fiscal year (2017-2018).
1. From the Setup menu, click Budgets under the Rollover sub-heading.
2. The Budgets rollover screen contains separate tabs for Expense, Revenue, and Internal Budgets. Depending on the type of accounts you wish to roll, click the appropriate tab.
3. Select the check box in the Roll column to choose which budgets will be rolled over.
To select all budgets, click the Check/Uncheck All link.
4. Click the Rollover Budgets button to finalize this process for the selected budgets.
5. A pop-up will appear upon trying to finalize the rollover. Click OK to continue.
6. Follow steps 2-5 for Revenue Budgets and Internal Budgets, if applicable.
7. At the bottom of the page, the Current Page Totals is listed. The totals here will change as you sift through pages. In the image shown, the Current Page Totals is just for page 1.
8. The Grand Totals shows the actual grand total for the different columns, such as Collected, Committed, etc. and is not affected by a change of the page.
If you use any of the filters to change the data, the Current Page Totals and Grand Totals will change. See Budgets Additional Features for more information on how to use filters.
1. Navigating from page to page can be done using the Prev and Next buttons. To skip to a page, type the page number in the text box and press Enter.
2. You can also use the Export features located at the top of the screen to export the Budgets to an Excel spreadsheet or to Print.
3. To use the Filters feature, click the word Filters or the word OFF.
a. Once the filters are turned on, you will be able to filter on select columns. As shown in the image, you can add more than one filter to a column by clicking the green plus sign. To delete an additional filter, click the red minus sign. For additional filtering options, click the gray arrow for a filter pull-down.
You can also sort simply by clicking on any of the header names with double black arrows. Click once for ascending results, click twice for descending.
The last step is to roll the Trial Balance.
Before rolling the remaining ending balances, adjust any accounts that must be zeroed out.
This step can take place after transactions have begun in the next fiscal year (2017-2018), but the Trial Balance will not be useful until account balances are rolled.
Once Initial Balances have been rolled, use the Trial Balance report and the Expenditure/Revenue Report to compare the ending balances of the current fiscal year (2016-2017) to the next fiscal year (2017-2018). Both of these reports can be found under the Budgeting/General Ledger menu.
1. From the Setup menu, click Initial Account Balances under the Rollover sub-heading.
2. Select the next fiscal year (2017-2018) from the Fiscal Year pull-down.
3. Choose the Categories to set by selecting from the check boxes. The categories selected will display in the report after clicking Get Accounts.
The records shown will include internal accounts. To sort or filter on specific accounts, see the section on Initial Account Balances Additional Features.
4. The Categories selected display along with the Account number, the Ending Balance of the 2016-2017 fiscal year, and the Initial Balance of the 2017-2018 fiscal year.
5. Adjust any accounts that you want to zero out before rolling the remaining ending balances.
6. At the bottom of the page, the Current Page Totals is listed. The totals here will change as you sift through pages. In the image shown, the Current Page Totals is just for page 1.
7. The Grand Totals shows the actual grand total for the Ending Balance and the Initial Balance. The number here is not affected by a change of the page.
If you use any of the filters to change the data, the Current Page Totals and Grand Totals will change. See the section on Initial Account Balances Additional Features for more information on how to use filters.
8. Click the Submit button when all changes have been made.
Once submitted, changes are final. If you try to Get Accounts from the Initial Account Balances screen, you will receive an error message.
1. Navigating from page to page can be done using the Prev and Next buttons. To skip to a page, type the page number in the text box and press Enter.
2. You can also use the Export features located at the top of the chart to export Initial Account Balances to an Excel spreadsheet or to Print.
3. To use the Filters feature, click the word Filters or the word OFF.
a. Once the filters are turned on, you will be able to filter on any of the columns. As shown in the image, you can add more than one filter to a column by clicking the green plus sign. To delete an additional filter, click the red minus sign. For additional filtering options, click the gray arrow for a filter pull-down.
You can also sort simply by clicking on any of the header names with double black arrows. Click once for ascending results, click twice for descending.
