Budget Prep

Recent Changes: 
6.188 - Handled "Track in BP" checkbox on filter, if checked the fund accounts will show on resulted data.

6.45 - Set the requested annual budget to reflect what is input into the budget details tab when it is changed.

Overview

Enter/Edit Budget Prep Accounts provides the user with a way plan and create budgets for accounts in fund ledger.

Only accounts that belong to a fund with the Track in BP setting checked will show up in the search results. This is configured in the Parameter > Funds screen. Accounts are added and managed in the Fund Ledger module.

Information available for edit on this screen is based on settings in the Budget Prep System File. The following settings determine which amounts show on the Annual Budget tab for a Budget Prep Account Detail record.

  • Track requested budget
  • Track recommended budget
  • Track amended budget
  • Track forecast

The Requested budget field can be used to track what the department head has requested as the budget for a particular account number.

The Recommended budget field can be used to track what the finance director or budget director has reviewed and approved.

The Use detail budgeting setting determines if the Budget Details tab is available on the Budget Prep Account Detail record. See Detail Budgeting

The BP Original budget field can be used to track the final board- or council-approved budget. Click the Edit Approved button (if user has security rights to edit original budget) to enable the BP Original field. Changes made in the BP Original field on a “what if” budget version remain in Budget Prep only until the Update New Budget option is run. Changes made to an active budget version appear in both Budget Prep and Fund Ledger as soon as the change is saved.

Changes to budget versions that need to be entered as amendments should be entered in the Unapplied Amendments field on the Enter/Edit Budget Changes screen and the changes will need to be updated on the Update Budget Changes screen. This total may be different from the BP Original. The BP Amended and FL Amended fields are the amended budget.

Use the Fund Total button to view total revenue and expenditures for a particular fund. The total displays based on the ‘year’ you are accessing.

Salary and Employee Benefit Account Budgets

The salary and employee benefit budgets may be updated from the Employee Profiles by using the Update Salaries and Fringe to BP Ledger on the Profiles Menu.