Budget Worksheet - Worksheet Tab

Access this tab using Activities>Budget Worksheet.

Use this tab to create a budget worksheet for the organization. Build as many worksheets as needed, all of which can exist simultaneously or at different points in the fiscal year.

The worksheet initially opens as a spreadsheet. Before the worksheet can be used, you must either enter a unique worksheet name and proceed through the Budget Worksheet Wizard to create a new budget worksheet. Or open an existing one by selecting it from the drop-down list.

Upon completion of the Budget Worksheet Wizard, the budget worksheet form is populated and automatically saved.

The Budget Worksheet contains:

• Segments and their short titles
• Budget amounts (by periods) in columns
• Totals columns for budget entries and comparative data columns
• A Spread Totals column
• A description column which transfers to the budget item descriptions within a budget document
• A Budget Wizard automating budget entry options
• The ability to budget non-monetary data using user defined fields

Workflow

Use the Budget Worksheet to generate or enter budget amounts for specific budget versions and periods. Budget versions are independent and distinct budgets defined by the Administrator (Organization>Set Up Modules>Budget>Budget Versions). Budget periods can be monthly, quarterly, or yearly. The budget amounts included in a budget period are defined by the effective dates of the budget transactions.

Once created, you may edit the budget worksheet as necessary. When you are satisfied with the budget amounts in the worksheet you may then transfer the budget worksheet to Accounting. Transferring the budget worksheet to accounting creates a budget session with budget documents and transaction lines. The budget session, documents, and transaction lines may be edited (Transactions>Enter Budget) or posted (Activities>Manage Sessions>Post Transactions).

You can create as many budget worksheets for the same budget version and periods as necessary. If you do create and transfer multiple budget worksheets for the same budget version and periods, the amounts are added together to display as the total budget for the version and period on financial reports.

Once the worksheet represents the final budget, transfer it to Accounting and post it (Activities>Manage Sessions>Post Transactions) as you would any other session. Also, with Administrative user rights go to Organization>Set Up Modules>Budget>Budget Versions, to change the Budget Version to "Lock" status, so no more changes can be made to the final budget.

 

Worksheet Name: Enter a unique worksheet name, which enables the Budget Worksheet wizard and begin creating a worksheet, or select an existing one from the drop-down list. We recommend limiting your worksheet name to strictly alphabetic (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.

Note: The second panel of the Budget Worksheet wizard, is where you select the Worksheet Type of "New Worksheet" or "Revisions Worksheet," depending on the type needed.

Version Display Name: The system displays the Budget Version Display Name, which was on the first panel of the Budget Worksheet wizard.

When the budget worksheet is transferred (Activities>Manage Sessions>Post Transactions), the Worksheet Name is used as part of the session description.

Budget Worksheet: This table displays the budget items created using the Budget Worksheet wizard and is blank if you specified a Blank Worksheet. Use the Budget Wizard to complete the table, and/or enter budget items manually.

• Column A: By default, column A contains the letter "B", indicating that the row is a budget item and is included in Validate Worksheet and/or Transfer Budget Worksheet . To remove a line from the budget without deleting the information, click on the letter "B". The "B" disappears, and the row is now a Comment Line. A comment line is not included in validations and/or transfers and extra comment lines are useful to indicate subtotals and clarifications. Conversely, click on a blank cell in column A to select that row for validations/transfers.

Note that for a "Revisions Worksheet" type budget, when the Ignore Account Code Combination Validations check box is selected on the Properties tab, the system will ignore account code combination validations when Validate Worksheet is selected, and/or during the Save or Transfer process.

• Segments: One column displays for each segment that was selected using the Budget Worksheet wizard. These columns are required if the row is a budget item and selected for validations/transfers.
  • GL - The G/L code can be any account code (except cash, A/P vendors, and A/R customers). This column is required if the row is selected for validations/transfers.
    A worksheet's account types can be changed at any time; however, you will need to manually update the "Account Types to Validate" section (on the Properties tab) to reflect these changes.
  • Titles - The system displays the titles associated with each account code and separates them with a dash. If there is no entry under a segment column, the title will display as N/A. Segments and their titles were set up using the Maintain>Chart of Accounts Codes form.
• Columns By Period: These columns change depending on if it is a "New Worksheet" or "Revisions Worksheet."

• Total Columns: Each column is a summation for the columns by periods. For a "New Worksheet," the Total Budget Amount/Unit column recalculates any time a budget entry is made. For a "Revisions Worksheet," the Adjustments and Revised Budget columns recalculate any time an adjustment is made.
• Spread Totals: Enter an amount to spread equally across all Budget Amount/Unit columns or Adjustments columns for a "Revisions Worksheet." The number entered in the Spread Totals column becomes the Budget Amount/Unit Totals column for that row. Any rounding will be placed in the last period column for that row. Note that when multiple items are pasted in this column, press the "Enter" key for each cell after pasting or press and hold the "Enter" Key, to update them quickly; or click through each cell using the mouse.
• Description: Enter a description for the budget item. This column is optional and is not validated, but it is saved as a line item description when the worksheet is transferred.
• Status: When a row is validated, the system displays the validation result in this column. Errors must be corrected before transferring the budget worksheet.

Note that collectively, all of the columns listed above make up the data area of the form. The rest of the form is the Scratch Pad, which is described below:

• Scratch Pad: Use the unlabeled columns and rows as a scratch pad. Enter any data or formulas that will be helpful during the creation of the budget worksheet. This area is not validated, transferred, or printed.