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WinTen² Budget Management

1. v Press Alt Z to open the Wizards menu and then press 3 OR Click the Wizards drop down arrow and then click Reject Budget by Board Y See Use a Reject Budget Wizard To Reject a Budget by the Granting Agency v Locate the budget that was rejected v Open this budget on the Main tab of the Maintain Budgets screen See Manage Records with Browse Maintain and Select Screens v Press Alt Z to open the Wizards menu and then press 6 OR Click the Wizards drop down arrow and then click Reject Budget by Agency v See Use a Reject Budget Wizard Use a Reject Budget Wizard Each reject budget wizard will guide you through two steps to reject a budget e Step 1 Enter Rejection Information e Step 2 Confirmation We will walk through these steps separately To Move to the Next Step v Press Page Down or click the Start or Finish button To Move to the Previous Step v Press Page Up or click the Back button To Cancel the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 2 you can go back and change any information you have entered Step 1 Enter Rejection Information This step allows you to enter all the information needed to reject the budget Step 1 contains two editable data fields Date and Notes Date is required Preliminary User Manual 39 WinTen Budget Management Date Enter the date your board or the granting agency rejected the budget Notes Enter the reason for the re
2. Save Report and Load Report We will discuss the Save and Load Report options below See Save a Report and Load a Report Close The Close option closes the preview To Close v Press Esc press Alt C or click the Close button Save a Report Saving an electronic copy of report can be an alternative to printing a hard copy it allows you to take a snapshot of your data at any time You can also choose to manipulate data in the saved report independently from the Budget Management program You can save a report in any of several different file types If you save a report as a QuickReport file you can reopen it load it in Budget Management See Load a Report Note The data in the saved report is only a snapshot it will not change as information in the Budget Management program changes When you need the up to date information in the future run the report again Hint Because the saved report is a snapshot you might consider including its date as part of the file name when you save it The Save Report option is available from the Preview Report screen See Preview a Report You will use the Save Report Dialog Box to save a report To Open the Save Report Dialog Box v Click the Save Report icon on the Preview Report screen Preliminary User Manual 53 WinTen Budget Management Save Report Dialog Box Save report 2x cs e Save in Sy My Documents eE er File name ba Save My Ne
3. Wizards A wizard is a special collection of screens called steps Some wizards help you create certain types of records others help you process existing records To complete a wizard you must go step by step through each screen Wizards are very easy to recognize They have Start Back Next and or Finish buttons at the bottom of each screen The titles of wizard screens see Reading Screen Titles below all contain the word Wizard Each title also tells you which step you are on and how many steps are in the wizard e g Step 2 of 5 Preliminary User Manual 10 WinTen Budget Management You can start some wizards manually from browse or maintain screens If a wizard is available you will see both a Wizards menu and a Wizards icon a blue wizard s hat near the top of the screen Hint The Wizards menu and Wizards icon provide duplicate functionality You can start any available wizard using either option If you prefer to use the keyboard press Alt Z to open the Wizards menu if you prefer using the mouse click the drop down arrow immediately after the Wizards icon Some wizards start automatically when you add a new record press Ctrl A or click an Add icon Depending on the kind of record you are adding you will go to either a wizard or a maintain screen The Budget Management program includes many different wizards for creating and processing budgets This manual will walk you step by step through ea
4. Revisions The program s revision feature allows you to create a new revision of a budget at any time before or after the budget is approved Revisions make it easy for you to compare multiple versions of budgets and track the differences among them Open Fiscal Years for Budgeting Only The Budget Management and General Ledger programs allow you to open a new fiscal year for budgeting only This allows you to prepare the next budget but it does not yet allow your agency to post any transactions in that new fiscal year Edit Budgets in Spreadsheets Budget Management s import export feature lets you create and or edit a budget in an Excel spreadsheet Reports Budget Management includes many built in reports to help you prepare and track your agency s budgets The General Ledger program offers many options using data from Budget Management for doing budget comparison tracking on an on going basis The Custom Report Writer program allows managers to create custom reports and make them available in specific programs Managers can restrict user access to custom reports based on user security roles Preliminary User Manual 2 WinTen Budget Management Data Integration Data affecting other WinTen programs automatically integrates with those programs live in real time This eliminates duplicate data entry and ensures that all users have current information Flexibility WinTen programs allow your agency to make custom
5. It must be for the same fund and the same fiscal year s as the original In other words an original budget record and all of its revisions are linked so that you can analyze and compare related revisions but each one is a separate record that you can view and edit independently Hint Even though a new budget will be a new unlinked record you do not have to create it from scratch In the next section we will discuss several options you have for creating new buagets See Create a New Budget You will usually create one new budget for a given fund as that fund s current budget nears its expiration date You can create edit and submit this one budget to your board for approval or you can choose to create one or more revisions of it The benefit of creating revisions at this stage is that it allows you to see and compare different alternatives much more easily than if you edit and re edit a single budget Ultimately you will submit the best revision to your board for approval You will also create a new revision if either your board or the granting agency rejects a budget This revision will allow you to edit the budget to incorporate the changes they request while still preserving the rejected budget so you can easily compare the two and see the differences between them Finally you can create a revision of a budget if necessary even after it has been approved and is the active budget for a fund You may need this option for exa
6. Step 1 contains two editable data fields Date and Notes Date is required Date Enter the date your board or the granting agency approved the budget Notes Enter any additional information about this budget that may be helpful for your agency or the granting agency Any notes you enter here will be added automatically to your notes for this budget You can view and or edit them from the Maintain Notes screen See Maintain Budgets and Maintain Buaget Notes Preliminary User Manual 41 WinTen Budget Management To Complete Step 1 v Tab or click through the fields entering the information Date is required v Press PageDown or click the Start button to go to the next step of the submit budget wizard Step 2 Confirmation Step 2 Confirmation Step 2 allows you to confirm the information before you finish rejecting the budget The fields on this step are not editable To Complete Step 2 v If anything is incorrect press Page Up or click the Back button to go to the previous step and correct it v If everything is correct press Page Down or click the Finish button to finish approving the budget Note When you mark a budget or budget revision as approved by the granting agency that budget immediately becomes the active budget for that budget s fund for all fiscal periods covered by the budget Any budget analysis views or reports you use either in the Budget Management program or in the General Ledger prog
7. before that agency s submission deadline You may also want to plan how you will handle budget rejections within the Budget Management program The program allows you to edit the rejected budget itself or to create a new budget revision which will exist as a new record in the program We strongly recommend creating a new revision because that makes it much easier for you your board and or the Preliminary User Manual 61 WinTen Budget Management granting agency to compare the two versions and see the differences between them The program contains a Budget Revision Comparison Report for this purpose Your agency s budget approval process may differ from what we have discussed here If so we recommend you put the process in writing and plan your schedule accordingly For help on creating budgets see Create Budgets For help on moving budgets through the approval process see Process Budgets for Approval For help on running the Budget Revision Comparison Report see Run Reports Plan Distribution Schemes Distribution schemes make it easy for you to distribute an account s annual budget by pre defined percentages across specific fiscal periods within the year without having to enter the amount for each period manually There are several distribution schemes built into the program you can also create your own custom distribution schemes Note Distribution schemes are optional in Budget Management Skip this section if
8. expenditures and income For more information on doing this please see the user manual for WinTen General Ledger Revise Active Budgets as Needed You may sometimes need to revise a budget even after it has been approved Use the program s versioning feature to create new revisions as needed and move them through the approval process See Create a Budget Revision and Process Budgets for Approval Annually Create and approve new budgets for your funds as their current budgets near their expiration dates At least annually verify that your setup options are correct Create and Approve Budgets Usually four to five months before a fund s current budget expires you will begin the process of creating a new budget and having it approved See Create Budgets and Process Budgets for Approval Review Setup At least once each calendar year the administrator of your WinTen programs should review your Setup options for the Budget Management Master Setup and General Ledger programs See Plan Setup Options Implement Setup and Required Programs If you have any questions you may contact Tenmast Support at 877 359 5492 or support tenmast com Preliminary User Manual 8 WinTen Budget Management CHAPTER 3 Manage Records with Browse Maintain and Select Screens Several different types of screens appear throughout WinTen programs Menu screens allow you to navigate within a program Browse screens maintain screens and
9. 40 41 44 OC ale le POC O O o O E 36 48 61 A A A A PRIM ar reer ORE EC ae PERO 36 39 EISE tt ee ege ee a Eeer 8 15 18 A ee ege eege ee 36 48 61 SUBIO A ie 36 37 cyclical aclarar nn atac laa 8 EECHER O E O E E 66 distribution schemes ooocccccconcccncncnoncnnnonnncnonononcnnnnonanonononnncnnnnnnrnnnnnnnnons 29 61 62 64 66 68 69 documents previewing sectarios ceiba iaa 58 DI eege eege EE 58 59 General Lecger AEN 2 3 4 5 8 15 17 25 40 42 43 46 64 73 ee GE 9 11 ele GUNS EE 11 74 Main Mesa a da A ia era A arin A aoe 2 6 Preliminary User Manual 78 WinTen Budget Management reports e EE 51 53 54 55 56 een e PR A A PR A em cohat 51 52 53 55 O alas cacerdeute alee mecendel cadets a RE a aR a 51 53 56 SAVING NO 51 53 55 OO AE ce tees eae ee a e on ina e ee dao 8 15 18 setup als ele A Per 8 65 A O A atten lens nade aera alae 8 61 ale En EE 2 15 18 19 21 27 31 33 ExXporting a DUGG EE 31 32 importing A DUGG E E 31 33 Preliminary User Manual 79
10. Activity IV Track all Data Changes The Budget Management Settings screen gives you access to three different settings Change Color Track All Activity and Track All Data Changes Verify your choice for each The top half of this screen also displays your agency s contact or return address information You maintain this information in the Master Setup program you cannot edit it on this screen Please see the user manual for WinTen Master Setup To Change Color you must not be in Edit mode To change your data tracking option you must be in Edit mode To Enter Edit Mode v Press Ctrl E or click the Edit icon To Save Changes and Leave Edit Mode v Press Ctrl S or click the Save icon To Cancel Changes and Leave Edit Mode v Press Ctrl Q or click the Cancel icon To Exit this Screen v Press Esc or click the Exit icon Change Color Some agencies choose to color code their WinTen financial programs so they know at a glance which program they are using The Change Color icon allows you to set the background color of screens in Budget Management Preliminary User Manual 67 WinTen Budget Management Hint Light colors work best To Change Background Color v Press Ctrl L or click the Change Color icon Y Click to choose a Basic color OR Click the Define Custom Colors button and choose a custom color v Click the OK button Track All Activity If you check this field any approval processing step tha
11. It is your starting point for using Budget Management s three main functions Maintain Budgets Reports and Setup We will discuss each of these in detail later in this manual This screen also gives you access to two additional options Version Date and Exit Version Date The Version Date tells you what version of the program you are running Use it to learn if a newer version of the program is available and or to troubleshoot problems with the program To See the Version Date v Click the Information button or click Help menu gt About Exit The Exit option closes the Budget Management program To Exit Budget Management v Press Esc press X or click the Exit button Preliminary User Manual 6 WinTen Budget Management Part Il Tenmast Best Practices Preliminary User Manual 7 WinTen Budget Management CHAPTER 2 Cyclical Actions This chapter provides a typical schedule of budgeting actions most agencies perform on a regular basis Action schedules addressed include e Monthly or Quarterly e Annually Note Your cyclical actions may be different depending on your agency s policies Please check your agency s guidelines for these actions Monthly or Quarterly Use General Ledger to monitor your budgets on a monthly or quarterly basis Create budget revisions as needed Monitor Budgets in the General Ledger Program The General Ledger program offers many options for comparing budgeted amounts with actual
12. Letter Print Range Copies All Number of copies h C Pages from to aA IV Collate Output Options Paper source Oet zl Duplex jor y ome There are five primary fields on the Print Report dialog box Printer Font Name Print Range Copies and Duplex Font Name The Font Name field shows the default font for the printer you have chosen Changing this field will change the font for all text on the report Hint Available fonts may vary depending on the printer you have chosen and on the fonts installed on your computer Preliminary User Manual 56 WinTen Budget Management To Change the Font v Tab or click to the Font Name field and select the Font To Restore the Default Font v Click the Restore Report Font button Duplex Duplex printing prints on both sides of the paper This affects only multiple page printouts You might choose to duplex if you plan to bind the report in some way e g putting it in a three ring binder The three options are Off Long Edge and Short Edge Duplex Long Edge if you will bind the document on its left edge like a book You will turn the pages normally from side to side Duplex Short Edge if you will bind the document on its top edge You will turn the pages vertically from bottom to top like a clipboard The default is Off This prints on only one side of the paper Hint Not all printers allow duplex printing To Print v If necessary se
13. Locate the budget that was approved v Open this budget on the Main tab of the Maintain Budgets screen See Manage Records with Browse Maintain and Select Screens v Press Alt Z to open the Wizards menu and then press 4 OR Click the Wizards drop down arrow and then click Approve Budget by Board Y See Use an Approve Budget Wizard Preliminary User Manual 40 WinTen Budget Management To Approve a Budget by the Granting Agency v Locate the budget that was approved v Open this budget on the Main tab of the Maintain Budgets screen See Manage Records with Browse Maintain and Select Screens v Press Alt Z to open the Wizards menu and then press 7 OR Click the Wizards drop down arrow and then click Approve Budget by Agency v See Use an Approve Budget Wizard Use an Approve Budget Wizard Each approve budget wizard will guide you through two steps to approve a budget e Step 1 Enter Approval Information e Step 2 Confirmation We will walk through these steps separately To Move to the Next Step v Press Page Down or click the Start or Finish button To Move to the Previous Step v Press Page Up or click the Back button To Cancel the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 2 you can go back and change any information you have entered Step 1 Enter Approval Information This step allows you to enter all the information needed to approve the budget
14. do not have the View Ordered By or Search For option fields at the top of the screen Maintain screens have tabs and or sub tabs when a certain kind of record has more data fields than will fit on the screen at one time Tabs appear near the upper left of the screen just below the title bar and menu bar If a tab has sub tabs they appear at the lower left Not all Maintain screens have tabs or sub tabs You can sometimes open a maintain screen directly from a menu screen e g for some Setup options but you will open most maintain screens by first editing or adding a record from a browse screen Note Some types of records use wizards to walk you through the creation of a new record In those instances you will create new records in the wizard but view and edit individual records on a maintain screen Select Screens Select screens are very similar to browse screens but have a different purpose Select screens help you select the value of a specific field when adding or editing records Whenever you see a field with a lookup icon on a maintain screen or in a wizard you will use a select screen to choose the value of that field Pressing F4 from the field or clicking its lookup icon will open its select screen See Use Browse and Select Screens You can recognize select screens by a set of option fields often View Ordered By and Search For at the top of the screen and the Select and Cancel buttons at the bottom of the screen
15. ersi N Description Section 8 2004 Fiscal Year 2004 to 2004 Status jerme Revision Ee Revised Create By Mat Date Time 05 05 2004 16 00 37 Updated By Dous Date Time 05 12 2004 15 08 47 Board Submitted By ae Don Date Time Jenzuom Board Approved By wae Doua sts S Date Time aam Board Rejected By OA Date Time o gt Agency Submitted By JwaeDoug SS Date Time 05 12 2004 CS Agency Approved By ae Dan Date Time 0571272008 Agency Rejected By Date Time Posted By Date Time The Maintain Budgets screen has five tabs Main Accounts Revision Activity and Change Tracking You can use the Main tab to view general budget information or to change the budget description See Maintain General Budget Information You can also use the Main tab to view or enter budget notes See Maintain Budget Notes to move budgets through the approval process See Process Budgets for Approval and to monitor budgeted and actual values See Monitor Budgets and Monitor Budget Analysis You can use the Accounts tab to allot budgeted amounts to specific accounts See Maintain Budget Information per Account You can use the Revisions Activity and Change Tracking tabs to monitor revisions approvals and data changes for your budgets We discuss these options in a separate chapter See Monitor Budgets We will first walk through maintaining general budget information on the Main tab Preliminary User Manual 23 Wi
16. fiscal year for the budget into which you import it Topics addressed in this chapter include e Export a Budget e Import a Budget Preliminary User Manual 31 WinTen Budget Management Export a Budget The Export Budget Wizard allows you to export to a spreadsheet any single fiscal year within a budget You can choose to export all accounts for the budget or only a specific range of accounts To Start the Export Budget Wizard v Open the budget you wish to export on the Main tab of the Maintain Budgets screen See Manage Records with Browse Maintain and Select Screens v Press Alt O to open the Tools menu and then press E OR Click the Tools drop down arrow and then click Export Budget v See Use the Export Budget Wizard Use the Export Budget Wizard The Export Budget Wizard will guide you through two steps to export a budget e Step 1 Enter Export Values e Step 2 Confirmation We will walk through these steps separately To Move to the Next Step v Press Page Down or click the Start or Finish button To Move to the Previous Step v Press Page Up or click the Back button To Cancel the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 2 you can go back and change any information you have entered Step 1 Enter Export Values This step allows you to enter all the information needed for the export Step 1 contains six editable data fields Export Selected Budget Fis
17. for each month The program calculates this by adding together a month s percentage and the percentages of every prior month in the year The Total field shows the grand total of all percentages This must be exactly 100 0000 Note If you add or edit distribution schemes you may need to close Budget Management and restart the program before some changes take effect To Show or Hide the Detail Information Section v Press Ctrl O or click the Show Hide icon Hint If you have hidden this section it will also show automatically when you edit a record To Add a Distribution Scheme v Press Ctrl A or click the Add icon v Enter the description required v Tab or click through the Percentage fields entering the information Y To save this new distribution scheme press Ctrl S or click the Save icon Y To cancel press Ctrl Q or click the Cancel icon To Edit a Distribution Scheme v Select the distribution scheme you wish to edit v Press Ctrl E or click the Edit icon v Follow the steps above to edit the distribution scheme Preliminary User Manual 70 WinTen Budget Management To Delete a Distribution Scheme v Select the distribution scheme you wish to delete v Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm the deletion Note You cannot delete a distribution scheme you have assigned to any budget To Exit this Screen v Press Esc or click the Exit icon P
18. its own individual budget which must be approved by the agency or organization that provided the fund s money the granting agency This granting agency will often but not always be HUD Most budgets are for one fiscal year containing twelve fiscal periods months However some budgets such as capital funds for instance can be for multiple fiscal years Budgets for some grant funds can have fiscal years containing any number of periods The Budget Management program integrates very closely with the WinTen General Ledger program Before you can use Budget Management you must set up all of your agency s funds including a separate fund for each grant in the General Ledger program You must also set up in General Ledger all the general ledger accounts for each fund Preliminary User Manual 3 WinTen Budget Management The budgeting process itself usually begins several months before a fund s current budget expires which is usually annually Your first step is to use the General Ledger program to open the next fiscal year for budgeting This allows you to prepare the new budget but it does not yet allow your agency to post any transactions in that new fiscal year To prepare a fund s budget you will allot the appropriate amount to each of the fund s revenue and expenditure accounts for each fiscal period covered by the budget The values for some accounts may be zero Grant budgets are for accounts that will eventually be
19. screen Ctrl Shift Tab Move to the previous tab on a screen Esc Exit a screen Ctrl A Add a record Ctrl D Delete a record Ctrl E Edit a record Ctrl S Save changes from edit mode Ctrl Q Cancel changes from edit mode Ctrl P View the prior record Ctrl N View the next record Ctrl H Activate the Search icon Ctrl O Activate the Show Hide icon Ctrl R Activate the Print icon Ctrl W Activate the Preview icon Alt T Activate a Select button Alt C or Esc Activate a Cancel button PageDown Move to the next step in a wizard PageUp Move to the previous step in a wizard Common Types of Fields Field Keyboard Shortcut Search For Type an entry and press Enter Drop down list Use any combination of type ahead F4 DownArrow or UpArrow Lookup icon F4 Checkbox Spacebar Radio Button Arrow keys Preliminary User Manual 77 WinTen Budget Management Index Budget Management Cyclical ACUONS eri AA A ee ER ee Eed 8 detal Scar it eege o ellen oe Bee ee eto 66 E wedi hei pene a tise neat Sect L we aa bee seep peau 2 ME ENEE 2 6 O O EE O ON 2 DOI aa 2 5 budgets Ee een ENT tte EE 15 19 22 23 27 31 35 44 64 Le e O EEE 8 14 31 62 approval processing DE 8 23 25 36 44 48 62 A E A 25 36 40 41 SAILING IN spre ads heel iaa 2 15 18 19 21 27 31 33 PI A A A AA 31 32 A E E EE EE AEE E E dan perceie ceacet cer pbgcn eagucen TS 31 33 MONTONG EE 8 23 25 43 68 NOS rt dt das 22 23 25 26 27 38
20. to go over budget To Exit this Screen v Press Esc or click the Exit icon Monitor Budget Revision History The Budget Management program shows you a history of revisions for each budget and the status of each revision You will use the Maintain Budgets Screen Revisions Tab to see this information To Open the Revisions Tab v Locate the budget for which you wish to see related revisions v Open this budget on the Main tab of the Maintain Budgets screen See Manage Records with Browse Maintain and Select Screens v Press Ctrl Tab or click the Revisions tab at the upper left on the Maintain Budgets screen Preliminary User Manual 46 WinTen Budget Management Maintain Budgets Screen Revisions Tab Maintain Budgets Gs 3 E File View Help Description Public Housing 2004 Main Accounts Revisions Activity Change Tracking HSD e Lia 05 05 2004 09 59 01 _ Revision Number Status I Created en CEEE Date Time Revised Create By bug Date Time 05 05 2004 09 59 01 Updated By bug Date Time 05 12 2004 15 07 02 Board Submitted By Lewis Mak Date Time 05 05 2004 Board Approved By JlewisMak Date Time aen Agency Submitted By JwaeDoug Date Time 05 12 2004 Agency Approved By kuss Da Date Time josn2200a Rejected By NN A Date Time E Posted By Date Time Action Dates The Revisions tab contains a revision table and a detail information section This tab is for info
21. use do not divide evenly use all four decimal places for the percentages and adjust the final decimals so that the total is exactly 100 0000 For an example of this please note the percentages above for the Bi Monthly and Monthly distribution schemes For help on setting up your budget distribution schemes in the Budget Management program see Maintain Monthly Distribution Schemes You will use the Accounts tab of the Maintain Budgets screen to assign distribution schemes to individual accounts For help on doing this see Maintain Budgets and Maintain Budget Information per Account Preliminary User Manual 64 WinTen Budget Management CHAPTER 12 Implement Setup After planning your Setup options you must enter your choices into the Budget Management program before you can begin using it This section will walk you step by step through the process of entering these options You will also enter a few simple options we did not discuss in the planning section of this chapter Note Please be especially careful when entering Setup options Inaccurate settings can cause Budget Management to function in an unexpected manner In addition after you enter your initial settings prevent accidental changes by using the Master Setup program to restrict access to the Setup screen For help on doing this please see the user manual for WinTen Master Setup As mentioned above the administrator of your WinTen programs should review the p
22. 03 2004 to 2007 1 Public Housing 2004 100 2004 to 2004 il Public Housing 2003 100 2003 to 2003 1 ACTIVE Section 8 2003 200 2003 to 2003 1 ACTIVE Section 8 2004 200 2004 to 2004 1 ACTIVE Public Housing 2005 100 2005 to 2005 1 PREPARE E I Page 1 oF 1 There are six options on the Preview Report screen Zoom Change Page Print Save Report Load Report and Close Zoom You have three choices for zooming the preview making it larger or smaller the Zoom to Fit 100 and Zoom to Width icons The Zoom to Fit and Zoom to Width icons size the page to the window Zoom to Fit usually the smallest option lets you see the entire page and Zoom to Width usually the largest option widens the page to fill the window horizontally The 100 icon sets the page to its normal full size regardless of the window size Preliminary User Manual 52 WinTen Budget Management To Change the Zoom Y Click one of the three zoom icons Change Page The Change Page options let you move from one page of your preview to another Obviously they are available only for multiple page previews There are four options the First Page Previous Page Next Page and Last Page icons Each icon takes you to its respective page To Change the Page v Click one of the four page icons Print The Print option opens a Print Report dialog box from which you can print the report See Print a Report To Print v Click the Print icon
23. 8 PEVIEW A RE 58 Pant a DOCUMENT A SAHRA a A aes 59 ENANA ONO 60 PLAN SETUP OPTIONS oraren eea e a a A O AE A R AN 61 Plan Budgeting Process and Achecdule conan cnn na anna nc rnn ron na anna naaa nara nccrnss 61 ee 62 IMPLEMENT SETUP 00 a Seege age eeh 65 Maintain Default Settings eS added 66 Maintain Monthly Distribution SCHEMES ooooonoocccnanonnnononnnnnnanononcnnnonnncnnnn nn nc A EE nn nn EAEE Ea 68 PART IV APPENDICES scssssssssscscssssssscsccscccsccnscsscsscssssenecsessssenecscsssssessnessessssencesessssssecsscssesseses 72 PROGRAM CHANGES FOR EXISTING CLIENTS ccccsessscecesececeessnsececececsesesssaeceeececsesesaaeeeeecsesenensaeeeeess 73 KEYBOARD ACTIONS tatieelssiakensatixienst ien EE did bella lili 74 IDEN A a 78 Preliminary User Manual ji WinTen Budget Management Part I Introduction Preliminary User Manual 1 WinTen Budget Management CHAPTER 1 Overview WinTen Budget Management allows public housing authorities to prepare and revise budgets and move them through the approval process lt also shares data with the WinTen General Ledger program to make it easy for you to compare budgeted amounts with actual expenditures and revenue This chapter provides an overview of the program Topics addressed include e Features List e Budgeting Process e Program Integration e Budget Management Main Menu Features List Here are just some of the ways Budget Management makes your job easier
24. Budget Analysis screen contains a table of all the accounts in this budget The table shows five columns of information for each account YTD Actual Encumbrance Projected Actual Annual Budget and Budget Variance This screen is for informational purposes only Nothing on this screen is editable Hint You can print this screen See Print Documents and or get similar information in printable form by using the Budget Comparison Report See Run Reports Preliminary User Manual 45 WinTen Budget Management YTD Actual This shows the actual fiscal year to date value for each account Encumbrance This column shows any active encumbrances for each account An encumbrance is an amount set aside to cover an expense for which you have not yet received the invoice For more information on encumbrances please see the user manual for WinTen General Ledger and or WinTen Purchase Order Projected Actual The program estimates what the actual annual value will be for each account based on the YTD Actual and Encumbrance values Annual Budget This is the annual amount you have budgeted for each account Budget Variance The program estimates an annual budget variance for each account by subtracting the Annual Budget value from the Projected Actual value Budget Variance Projected Actual Annual Budget A negative amount means the account is projected to be under budget A positive amount means the account is projected
25. Down or click the Finish button to finish exporting the budget Note When working with budgets in Excel please be mindful of the cautions discussed at the beginning of this chapter See Edit Budgets in Spreadsheets Import a Budget After you have entered and or edited budget values in a spreadsheet you can use the Import Budget Wizard to import them into the Budget Management program Note If you import a budget for a fiscal year it will replace all budgeted values for that fiscal year for the budget into which you import it To Start the Import Budget Wizard v Open on the Main tab of the Maintain Budgets screen the budget for which you wish to import values See Manage Records with Browse Maintain and Select Screens v Press Alt O to open the Tools menu and then press l OR Click the Tools drop down arrow and then click Import Budget v See Use the Import Budget Wizard Preliminary User Manual 33 WinTen Budget Management Use the Import Budget Wizard The Import Budget Wizard will guide you through two steps to import a budget e Step 1 Select File to Import e Step 2 Confirmation We will walk through these steps separately To Move to the Next Step v Press Page Down or click the Start or Finish button To Move to the Previous Step v Press Page Up or click the Back button To Cancel the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 2 you can go back
26. E or click the Edit icon on the Main tab of the Maintain Budgets screen v Enter the new description Y To save your changes press Ctrl S or click the Save icon Y To cancel press Ctrl Q or click the Cancel icon Maintain Budget Notes Budget notes can contain any information that may be helpful for your agency or the granting agency Notes might include such things as a percentage change factor used to create the budget the reason for creating a revision or important changes for specific accounts You can enter notes when you create a new budget or revision and or when you process budgets for approval You can view existing notes or enter additional ones at any time You will use the Maintain Budget Notes Screen to maintain your budget notes To Open the Maintain Budget Notes Screen v Locate the budget for which you wish to see or enter notes v Open this budget on the Main tab of the Maintain Budgets screen See Manage Records with Browse Maintain and Select Screens v Press Ctrl T or click the Notes icon OR Press Alt V to open the View menu and then press T Preliminary User Manual 25 WinTen Budget Management Maintain Budget Notes Screen Ble 00 8 0 0 Budgets las Section 8 2004 date TenNateSubject D 10 04 2003 2 increase over previous year 2 Date 1070472003 El Subject E increase over previous year Notes The Maintain Budget Notes screen contains non editable fields a
27. Summary View sub tab Tab or click to the Explanation field and enter any explanation for this account budget To save your changes press Ctrl S or click the Save icon Rath Re RG AeA ie DS To cancel press Ctrl Q or click the Cancel icon o Edit an Account Budget without Using Distribution Schemes Select in the account table the row of the account you wish to budget Press Ctrl E or click the Edit icon If necessary click the Detail View sub tab RRS RSS Tab or click through the Budget fields in the detail information section entering the budget for each month If necessary click the Summary View sub tab Tab or click to the Explanation field and enter any explanation for this account budget To save your changes press Ctrl S or click the Save icon Rao le SN To cancel press Ctrl Q or click the Cancel icon Preliminary User Manual 30 WinTen Budget Management CHAPTER 6 Edit Budgets in Spreadsheets The final step in creating a budget is to allot the appropriate amount to each of the fund s revenue and expenditure accounts for each fiscal period covered by the budget You can do this within the Budget Management program See Maintain Budgets and Maintain Budget Information per Account but it is often quicker and easier to enter and or edit these amounts in a spreadsheet The program s import export feature allows you to do this Note If you wish to create a new budget or revision entirely in a spre
28. Use the Add Budget Revision Wizard ooonoccnncccoocnnocanocononnnonncnnncno nono nono ti E cnn i a cra conan ran cra nos 19 MAINTAIN BUDGETS A A BA A Ea BRE 22 Maintain General Budget Information 24 Maintain Budget NOS Ee og IA aas 25 Maintain Budget Information per Account 27 EDIT BUDGETS IN SPREADSHEETS scecsisesceeasstaceeesssscescssaabeesssudceeadsaceeedsucessassaneetssuceeasstboeseadssceacdaseees 31 E di cados 32 Use the Export Budget Wizarda cert areni da lt a te 32 Importa Beete wlth Rae wate Beh AS S SAS 33 Use the Import Budget Wizard oaii eiernes nono nono a nono A ee iaeiae oa eeoa ik ieoor 34 PROCESS BUDGETS FOR APPRONAL A T n 36 EEEa L EE E E EE ETE AE EE E EE TEE NE EE EE EE ET 37 Preliminary User Manual i WinTen Budget Management Use a Submit Budget Wizadinicin ida 37 Rejecta Bud seat Eed A A seb tienes o eto eer 39 Usea Reject Bug eet Wizard coartada ode iia 39 Approve a Budget A ai ii a a ida eee 40 Usean Approve Budget Wizard deed EEN ENEE EEN 41 MONITOR BUDGET EE 43 Monitor Budget Analysis atentan ita lr apilar liada bis 45 Monitor Budget Revision History 46 Monitor Budget Approval Processing Activity cccccsccesssecesceesseceececesaceceseeeeaaeceeaeeceeeeeesaecneaaeceeneeesas 48 Monitor Budget Audit Italia A aida 49 RUN REPORTS Ae EE EE ano Aaa EE 51 Preview a REPO AA AS 52 SAVEA REDOT Er ETENEE TEE E TE A TEENE ETE E E T E TEN 53 ER A3 Printa Keren iia 56 PRINT DOCUMENTS lt td ii ae a 5
29. adsheet follow these steps 1 Create the new budget record See Create Budgets 2 Export the budget to Excel immediately after you create it 3 Edit the budget in Excel 4 Import the budget back into the Budget Management program Before you import or export a budget you should be aware of a few guidelines for avoiding potential pitfalls Understanding these guidelines will help you use this powerful feature most effectively Concerning Exports You can export a budget for only one fiscal year at a time even if the budget in question is a multi year budget The program always exports certain information to specific cells of the spreadsheet It is very important that you leave some of these cells unchanged If you wish to import the edited budget back into the Budget Management program you must not change any header account number or account description information You cannot change anything other than the dollar values in the budget amount cells Doing so will prevent the budget from importing correctly into the program Note Do not change anything in the exported spreadsheet other than dollar values if you wish to import the edited budget back into the Budget Management program Concerning Imports Just like exporting you will import a budget for only one fiscal year at a time even if the budget in question is a multi year budget If you import a budget for a fiscal year it will replace all budgeted values for that
30. ain Budgets Screen Activity Tab to see this information To Open the Activity Tab Y Locate the budget for which you wish to see approval processing activity v Open this budget on the Main tab of the Maintain Budgets screen See Manage Records with Browse Maintain and Select Screens v Press Ctrl Tab or click the Activity tab at the upper left on the Maintain Budgets screen Maintain Budgets Screen Activity Tab Maintain Budgets i TS x File View Help Description Public Housing 2004 Main Accounts Revisions Activity Change Tracking HSD e m A 05 12 2004 15 07 02 Doug Agency Approval A 04 08 2005 13 26 09 Mark Budget Revision Created Operation agency Approval Action By Doug Action Date Time osa 2 2004 15 06 49 The Activity tab contains a table of approval processing actions you have taken on the current budget This tab is for informational purposes only Nothing on this tab is editable This tab displays three fields for each action Action Date Time Action By and Description Operation Preliminary User Manual 48 WinTen Budget Management Action Date Time The Action Date Time tells you when your agency s employee processed this change in the Budget Management program Action By This field shows you who at your agency processed this step in the Budget Management program Description Operation This identifies the result of the action Monitor Budget Audit Trail The Bud
31. and change any information you have entered Step 1 Select File to Import This step allows you to select the file you wish to import Step 1 contains only one data field Import Selection File It is required Import Selection File Choose the file you wish to import You can type the path and file name directly in the field but you will most often use the Browse button to select the file in a dialog box To Complete Step 1 v Use the Browse button to select the file OR Type the path and file name in the Import Selection File field v Press PageDown or click the Start button to go to the next step of the Import Budget Wizard Step 2 Confirmation Step 2 Confirmation Step 2 allows you to confirm the file information before you finish importing the budget The fields on this step are not editable The table provides a preview of the data in your selected file Use it to confirm that you want to import this file Hint If it is helpful you can widen any column in the table to better see ts data Do this by clicking and dragging the right border of the column s header cell the gray box with a capital letter in it As you do so your cursor will change to a horizontal two sided arrow Preliminary User Manual 34 WinTen Budget Management To Complete Step 2 v If this is not the correct file press Page Up or click the Back button to go to the previous step and select the correct one v If this is the correct file pr
32. and support of Tenmast Software s WinTen Budget Man agement program Any references to company housing authority or individual names or identities in exam ples or screen images are for demonstration purposes only and are not intended to refer to any actual organization or person WinTen Budget Management Table of Contents PART IINTRODUCTION DEE 1 OVERVIEW ista n e he eee ie ets ii es ted ads 2 Features TAST ee EOE OO EEE ERE EE OR 2 Bud g tin POCOS A A A BRET Eg Gn PIE ty AE E 3 P TOR VAIN ANE STAN ON Susini Votes Dota Cao clea cates toute dee E dee de Sade 5 Required Prot tte E A E eebe Ee 5 Budget Management Main Menn 6 PART II TENMAST BEST PRACTICES 0 0 scsscsssssssssssscsscssccessencescsessencesscsscsnssscsscssssenersesssseneesoes 7 CYCLICAL ACTIONS A A OE BE BEE 8 Monthy Or ET EE amp ATUL yee BR EE EE EO EE EEE IEE EAA TD Si amp MANAGE RECORDS WITH BROWSE MAINTAIN AND SELECT SCREENS csssesescecesseveccececsaceececesvaceeceee 9 Identify Pypes OF E 9 Use Common Screen ICONS lt lt ae aan gn RO NEEN EE ENES 11 Use Browseand Select EE 12 Browse and Select Screen Pele gue aa ee ota 12 Browse and Select Screen Navigation ooococcconcconncnoncnoncnnnnonnnonn nono nonn nono nono ne cnn cnn ncnnn cnn cnn nrna cra ccnnnoos 13 CREATE BUDGETS ainiin ena e ae O o ii a AES 14 Create a New Budget 15 Use the Add B deet Wizards riel 16 Create a Budget Reuieion nn nn nnnn nn nnnnnn nn nn A A RA 18
33. ar key Hint If the name of an individual key has more than one word in it the manuals refer to it by capitalizing all the words and removing the spaces between them The Page Down key for instance appears as PageDown The up arrow key appears as UpArrow When a WinTen user manual instructs you to click a button or icon it refers to using the mouse to click something on the computer screen For example click the Setup button means use your mouse to click the Setup button on the screen Key Combinations Most keyboard shortcuts use more than one key at a time Key combinations are often the Alt Alternate or Ctrl Control key followed by a letter or number key WinTen user manuals abbreviate key combinations in the format key key For example press Ctrl C means press and hold Ctrl and then press C Much like the Shift key the Ctrl and Alt keys modify the way the computer interprets other keys but will not type anything by themselves When a key combination includes one of these keys it will appear first in the combination You should press and hold the first key before pressing the last key in the combination Hint Think of this as like using Shift to type a capital letter For example pressing Shift A should type a capital letter A but if you press and hold A before pressing Shift you might type something like aaaaaaaA However if you press and hold Shift first you wi
34. ation Step 3 Confirmation Step 3 allows you to confirm some of the information before you finish creating this budget The fields on this step are not editable To Complete Step 3 v If anything is incorrect press Page Up or click the Back button to go to the previous step s and correct it v If everything is correct press Page Down or click the Finish button to finish creating this budget When you finish your new budget opens on the Maintain Budgets screen As noted above depending on your choices within the Add Budget Wizard you may want to enter or edit budget information e g budget values for specific accounts by editing the new budget You can also choose to create another new budget or return to the Browse Budgets screen To Edit the New Budget v See Maintain Budgets and Edit Budgets in Spreadsheets To Create Another New Budget v Press Ctrl A or click the Add icon to restart the Add Budget Wizard v Follow the steps above to complete the wizard See Use the Add Budget Wizard To Return to the Browse Budgets Screen v Press Esc or click the Exit icon Create a Budget Revision You can create a new revision of a budget at any time before or after the budget is approved A budget revision must be based on an original budget and must be for the same fund and the same fiscal year s as that original Revisions make it easy for you to compare multiple versions of budgets and track the differences among t
35. cal Year Starting and Ending Account Numbers Export File Location and Open Export into Excel All fields are required except Open Export into Excel Export Selected Budget Choose the budget you want to export Fiscal Year Choose which of the budget s fiscal years you want to export Starting and Ending Account Numbers These fields define which accounts you will export Preliminary User Manual 32 WinTen Budget Management Export File Location Enter the location and file name for saving the exported budget You can type this information directly in the field but you will most often use the Browse button to select the location and enter the file name in a Save As dialog box Open Export into Excel If you check this box the program will open the exported budget in Excel If you do not check this box you can manually open the Excel file at any time To Complete Step 1 v Tab or click through the fields entering the information All fields are required except Open Export into Excel v Press PageDown or click the Start button to go to the next step of the Export Budget Wizard Step 2 Confirmation Step 2 Confirmation Step 2 allows you to confirm the information before you finish exporting the budget The fields on this step are not editable To Complete Step 2 v If anything is incorrect press Page Up or click the Back button to go to the previous step and correct it v If everything is correct press Page
36. ch of them Reading Screen Titles Every screen has a title which appears in the title bar the dark blue bar across the top of the screen The first word of the screen title often identifies the screen type The titles of browse screens usually begin with Browse maintain screens with Maintain and select screens with Select Not all Browse screens however have the word Browse in the title Those that do not usually do have Search or Detail somewhere in the title Most wizards have the word Wizard somewhere in the title of each screen Use Common Screen Icons Icon bars appear near the top of browse maintain and select screens An icon bar is a collection of icons each of which performs some action We have already mentioned the Add Delete Edit and Wizards icons in this chapter Four other icons bear discussing here Prior Next Search and Show Hide Hint We will discuss other icons as needed throughout this manual For a complete list of icons and their keyboard shortcuts see the Keyboard Actions appendix to this manual Prior and Next The Prior and Next icons allow you to move from one record to another They appear on browse maintain and select screens To activate them click the icon or press Ctrl P or Ctrl N respectively Hint If a maintain screen has more than one tab these icons may not appear on all tabs Search The search icon appears on most maintain screens It clo
37. come asset and capital accounts and may cover several fiscal years at the same time You will use the Budget Management program to prepare the new budget which you can do in many different ways You can create the new budget from scratch starting with zero amounts and entering each account s budgeted amount manually More often you will base a new budget on either the budgeted amounts or the actual amounts for the prior year or the greater of the two increasing or decreasing the budget by a given percent You can use the program s versioning feature to create one or more revisions of a new budget each of which will exist as a different record in the program Budget Management also includes an import export feature that lets you create and or edit a budget in an Excel spreadsheet Distribution schemes make it easy for you to distribute an account s annual budget by pre defined percentages across specific fiscal periods within the year without having to enter the amount for each period manually There are several distribution schemes built into the program you can also create your own custom distribution schemes When you have finished preparing the budget you will move it through the approval process Typically your agency s board of commissioners must first approve it after which you must submit it for approval by the granting agency If either your board or the granting agency rejects the budget you can make the changes they re
38. d04 0 200 04 08 2005 09 48 04 Mark Period05 0 200 04 08 2005 09 48 04 Mark PeriodO6 0 200 Operation Periodos Changed By Mark Date Time Changed 0470872005 09 46 35 Old Value lo New Value fi RES The Change Tracking tab contains an action table and a detail information section This tab is for informational purposes only Nothing on this tab is editable This tab displays three fields for each action Date Time Changed Changed By Description Operation Old Value and New Value Date Time Changed This tells you when your agency s employee processed this change in the Budget Management program Changed By This field shows you who at your agency processed this change in the Budget Management program Description Operation This shows you what was done to the budget e g a revision that was created an approval processing step that was taken or a field value that was changed Old Value and New Value These fields show you what a field or status for the budget was changed from and changed to respectively Preliminary User Manual 50 WinTen Budget Management CHAPTER 9 Run Reports Budget Management includes many built in reports with powerful filters to help track and manage your data If your agency uses the Custom Report Writer program you can create custom reports and define who has rights to run them Please see the user manual for WinTen Custom Report Writer You can manage your reports by choosing
39. do not have the View field Hint You can read the fields together as a sentence For example you might View open budgets ordered by description and search for Public Housing 2005 View The View field is a drop down list that lets you restrict or filter the records you are seeing typically based on some category or status On the Browse Budgets screen for example you can view Open budgets or Closed budgets The default will be the most common view option In our example the default is Open budgets To Change the View Option v Tab or click to the View field and choose a value that you want to see Ordered By The Ordered By field is also a drop down list it lets you change the sort order of your records The options in this field correspond to the columns of information on the screen There are two ways for you to change the sort order change it at the Ordered By drop down list or click any column header on the screen Like the View field the default for the Ordered By field will be the most common sort order Preliminary User Manual 12 WinTen Budget Management To Change the Sort Order v Tab or click to the Ordered By field and choose a value on which to sort OR Click any column header on the screen Search For The Search For field lets you type a value and press Enter to search for the first match in your list Your choices for the other option fields affect the behavior of the Search For
40. e if you wish See Maintain Budgets and Maintain General Budget Information Hint The non editable Revision field appears both on the Browse Budgets screen and on the Main tab of the Maintain Budgets screen It automatically numbers your revisions sequentially the original budget is revision 1 Regardless of how you use the Description field the Revision field lets you distinguish easily among your revisions Date Verify or enter the date of the revision Notes Enter any notes about this budget that may be helpful for your agency or the granting agency Notes for a revision might include such things as the reason for the revision or important changes for specific accounts To Complete Step 1 v Tab or click through the fields entering the information Description and Date are required v Press PageDown or click the Start button to go to the next step of the Add Budget Revision Wizard Step 2 Confirmation Step 2 Confirmation Step 2 allows you to confirm the information before you finish creating this revision The fields on this step are not editable To Complete Step 2 v If anything is incorrect press Page Up or click the Back button to go to the previous step and correct it v If everything is correct press Page Down or click the Finish button to finish creating this revision When you finish your new budget revision opens on the Maintain Budgets screen Preliminary User Manual 20 WinTen Budg
41. e scheme table displays one row of information for each of your agency s custom distribution schemes Hint The six standard schemes built into the program do not appear on this screen See Plan Distribution Schemes The detail information section by default fills the bottom of the screen It displays the information for the scheme currently selected in the table above it You can choose to show or hide the detail information section by pressing Ctrl O or clicking the Show Hide icon You will add or edit distribution schemes in the detail information section you cannot add or edit them directly in the scheme table Preliminary User Manual 69 WinTen Budget Management The detail information section contains the Description field and twelve monthly Percentage fields All thirteen fields are required if you wish to use custom distribution schemes although some percentages may be zero This section also contains non editable Cumulative Percentage and Total fields Description This is your text description to identify the distribution scheme Percentage Enter the percent of an account s annual budget that you want to distribute to each calendar month Some may be zero Note The total of the percentages for each scheme must be exactly 100 Cumulative Percentage and Total These non editable fields provide additional information to help you assign percentages The Cumulative Percentage column shows the year to date percentage
42. eld across the fiscal periods Some options in this field are built into the program others may be defined by your agency See Plan Distribution Schemes and Maintain Monthly Distribution Schemes Preliminary User Manual 29 WinTen Budget Management Budget These fields contain the amount budgeted for each month You can enter these amounts individually but you will usually use the Annual Amount and Distribution Scheme fields to enter them automatically See Annual Amount above Prior Year Actual These non editable fields show the actual income or expense for each corresponding month in the prior year Explanation Enter any explanatory notes about this account s budget that may be helpful for your agency or the granting agency Account and Description These non editable fields simply identify the account currently selected in the account table above Use it to verify that you are budgeting for the correct account To Show or Hide the Detail Information Section v Press Ctrl O or click the Show Hide icon Hint If you have hidden this section it will also show automatically when you edit a record To Edit an Account Budget by Using Distribution Schemes Select in the account table the row of the account you wish to budget Press Ctrl E or click the Edit icon Enter the annual amount for this account Tab or click to the Distribution Scheme field and select a distribution scheme If necessary click the
43. elve editable Budget fields one for each month in the fiscal year and the non editable Prior Year Actual fields Prior Budget Amount Distribution Scheme Monthly y Annual Amount ISS Month Budget Prior Year Actuals Month Budget Prior Year Actuals June 466 66 December 466 66 July 466 67 FT January 466 67 ec August 466 56 February IT 466 66 September 466 67 ME March 466 67 e October 466 66 LC April ae November 466 67 2 May 466 69 Prior Year Actuals Total Summary View Detail View The Summary View sub tab also contains the Explanation field and the non editable Account and Description fields Account 200 41 90 03 000 Annual Amount 5 600 00 Description Telephone Prior Budget Amount e Distribution Scheme Monthly e Explanation a Summary View Annual Amount This field contains the annual budget for the current account To enter this amount 1 Enter a value in this field and then use the Distribution Scheme field to distribute that amount across the fiscal periods OR 2 Enter values in the Budget fields for individual months in which case the Annual Amount field will automatically calculate the total for the year Prior Budget Amount This non editable field shows you the prior annual budget for the current account Distribution Scheme Choose a distribution scheme if you wish to distribute the amount in the Annual Amount fi
44. en programs should review your Setup options at least annually Topics addressed in this chapter include e Plan Budgeting Process and Schedule e Plan Distribution Schemes Plan Budgeting Process and Schedule The budget approval and revision process is usually straightforward but it is important to have a clear policy for your agency One of the main considerations is simply scheduling enough time to complete the entire process before the current budget expires Failure to do this could prevent you from paying bills and or payroll until the new budget is fully approved For most agencies you must submit a new budget first to your agency s board of commissioners for their approval After your board approves it you must submit it to the fund s granting agency e g HUD for their approval Generally most granting agencies will require you to submit your initial budget request to them at least ninety days before the current budget expires Note Different granting agencies may have different budget submission deadlines It is important for you to verify the policy of the granting agency for each of your funds and plan accordingly Working backward from the current budget s expiration date will help you plan your budgeting schedule Based on the meeting dates of your board of commissioners plan to submit to your board so that they can complete any adjustments and you can submit their approved budget to the granting agency
45. ess Page Down or click the Finish button to finish importing the budget When you finish your budget remains open on the Main tab of the Maintain Budgets screen You can view and or edit the budget values you just imported by going to the Accounts tab of this screen To Open the Accounts Tab v Press Ctrl Tab or click the Accounts tab at the upper left on the Maintain Budgets screen v See Maintain Budgets and Maintain Budget Information per Account Preliminary User Manual 35 WinTen Budget Management CHAPTER 7 Process Budgets for Approval After you have fully prepared a budget you will move it through the approval process Typically you will first submit it to your agency s board of commissioners which may approve or reject it After your board has approved a budget you will submit it to the granting agency which may also approve or reject it See Budgeting Process and Plan Budgeting Process and Schedule There are six wizards in Budget Management to help you process your budgets for approval one to record each of these six possible actions e Submit Budget to Board e Reject Budget by Board e Approve Budget by Board e Submit Budget to Agency e Reject Budget by Agency e Approve Budget by Agency There is a set sequence to these wizards which mirrors the sequence of the approval process itself For this reason you can use each wizard only once for a given budget Each wizard will be disabled for a budget aut
46. et Management As noted above you will want to adjust the amount allotted to each of the fund s revenue and expenditure accounts for each fiscal period covered by the budget You can do this immediately or later To Edit the New Revision v See Maintain Budgets and Edit Budgets in Spreadsheets To Return to the Browse Budgets Screen v Press Esc or click the Exit icon Preliminary User Manual 21 WinTen Budget Management CHAPTER 5 Maintain Budgets After you have created a new budget or a budget revision you will often want to edit budgeted amounts for specific accounts You may sometimes want to change the description of a budget view other general information about a budget or view or enter notes Topics addressed in this chapter include e Maintain General Budget Information e Maintain Budget Notes e Maintain Budget Information per Account You will do all of these things from the Maintain Budgets Screen To Open the Maintain Budgets Screen v Edit a budget press Ctrl E or click the Edit icon on the Browse Budgets screen See Manage Records with Browse Maintain and Select Screens Hint This screen also opens automatically immediately after you create a new budget or revision Preliminary User Manual 22 WinTen Budget Management Maintain Budgets Screen xi Fie View Actions Tools Help Description Section 8 2004 Accounts Revisions Activity Change Tracking P d0 80 gt
47. et Management This option identifies which actual values to use in calculating the new budget namely which months of the current fiscal year you wish to use as the basis for creating the new budget The program will include actual values for all months of the current fiscal year not calendar year up to and including the month you choose here You should always create a new budget before the current budget expires which means that you will always have some months at the end of the current fiscal year for which you have no transaction data Choose the last month for which you have complete data and which you wish to include for purposes of the new budget The Budget Management program will annualize the data for these months and use the annualized values to create the new budget Hint To annualize means to estimate what the values would be for a full twelve months The program does this by averaging the values for the months that are included and multiplying those averages by twelve If you use this option you will often choose the last period that you have closed since it is the last period for which you have final actual values For more information on closing fiscal periods please see the user manual for WinTen General Ledger Note You are not required to close a fiscal period before including it as part of the basis for creating the new budget However if you have not closed the Last Reporting Month be aware that an
48. etters within a menu offer a second option for executing menu commands If you have opened the menu with Alt and the underlined letter you can then activate a particular menu command by pressing its underlined letter without the Alt key Do not press Alt a second time Preliminary User Manual 75 WinTen Budget Management Note If you press Alt a second time it will close the menu Type Ahead A drop down list is a field with a set of predefined options from which you can choose It has a small down arrow to the right of it Drop down lists offer a feature called type ahead If you know your choice simply type its first few letters As you type the program will show you the first option that matches what you have typed Hint Drop down lists also allow you to press DownArrow or UpArrow to toggle through the choices You can open the list to see the available choices by pressing F4 All of these options type ahead DownArrow UpArrow and F4 will work in combination with each other Preliminary User Manual 76 WinTen Common Keyboard Shortcuts Budget Management Press To F4 Display the items in a drop down list or open a select screen Alt Underlined Letter Activate a choice with an underlined letter Tab Move to the next field or option Shift Tab Move to the previous field or option Ctrl Tab Move to the next tab on a
49. field e You can search only for records that are currently showing based on the View field e The value you search for must correspond to what is in the Ordered By field If you order by status for example you must type a status as your search If you order by description you must type a description as your search You can type the complete search value or only the first few characters Activate the search by pressing Enter or clicking the Go button The program will find the first match for what you type If the record you want is not the first match it should be nearby press DownArrow to move down the table one record at a time until you find the one you want To Search for a Record v Verify your choices for the View and Ordered By fields Remember you will search only visible records for a value corresponding to your choice in the Ordered By field v If necessary tab or click to the Search For field v Type the first few characters one or more of the value you want to find v Press Enter or click the Go button v If necessary press DownArrow to select your choice Browse and Select Screen Navigation The behavior of browse and select screen fields helps you find the record you want as quickly and easily as possible sometimes with as few as four or five keystrokes When you open a browse or select screen the active field will be Search For your cursor will be flashing there As mentioned above the View and Ordered By f
50. from many report options and by previewing or printing reports You can save reports as various file types and can reopen QuickReport files in Budget Management Topics addressed in this chapter include e Preview a Report e Save a Report e Load a Report e Printa Report You will use the Budget Management Reports screen to manage and run your reports LI x WE Budget Preparation Worksheet Budget Listing Prior Year Budget Listing C Final Budget Report Budget Activity Tracking Budget Change Tracking Budget Comparison Report C Budget Revision Comparison Report HUD 52564 Public Housing Operating Budget Preliminary User Manual 51 WinTen Budget Management To Open the Budget Management Reports Screen v Press R or click the Reports button on the Main Menu Preview a Report You may choose to preview a report before you print it or even H you are not printing it you may choose just to view it on screen You will use the Preview Report Screen to preview your reports To Open the Preview Report Screen v Select the report you wish to view on the Budget Management Reports screen and choose any filters for the report Y Click the Preview icon Preview Report Screen Budget Listing OBB gt n S RS cose Run By MARK Tenmast Housing Authority Budget Listing BE Description Fund Fiscal Year Revision Number Status ACTIVE ACTIVE Capital Fund Public Housing 2003 1
51. get Management program maintains a comprehensive audit trail of changes to your budgets including creation of budgets and revisions data changes to specific fields and the processing of approval steps You can see this information on the Maintain Budgets Screen Change Tracking Tab To Open the Change Tracking Tab v Locate the budget for which you wish to see a history of data changes v Open this budget on the Main tab of the Maintain Budgets screen See Manage Records with Browse Maintain and Select Screens v Press Ctrl Tab or click the Change Tracking tab at the upper left on the Maintain Budgets screen Preliminary User Manual 49 WinTen Budget Management Maintain Budgets Screen Change Tracking Tab Maintain Budgets ge xj File View Help Description Hope 2005 Main Accounts Revisions Activity Change Tracking HBD e gt 1 Ey _ Date Time Changed Old Value 04 08 2005 09 46 35 ar 999 99 E 04 08 2005 09 46 35 Mark Period06 o 1999 99 04 08 2005 09 46 35 Mark Period07 0 1999 99 A 04 08 2005 09 46 35 Mark PeriodO8 0 1999 99 04 08 2005 09 46 35 Mark Period09 0 2000 04 08 2005 09 46 35 Mark Period10 0 1999 99 04 08 2005 09 46 35 Mark Period11 0 2000 04 08 2005 09 46 35 Mark Period12 0 2000 09 04 08 2005 09 48 04 Mark Period01 0 200 04 08 2005 09 48 04 Mark Period02 0 200 04 08 2005 09 48 04 Mark Period03 0 200 04 08 2005 09 48 04 Mark Perio
52. hange the fiscal year s of a budget or any of its revisions after you have created the original budget If the fiscal year information is incorrect you must create a new original budget Preliminary User Manual 24 WinTen Budget Management Status This field identifies whether this budget is the Active budget for its fund As soon as you mark a budget as approved by the granting agency it becomes the active budget for its fund for all the fiscal periods covered by the budget Any budget analysis views or reports you use in either Budget Management or the General Ledger program will use this budget See Process Budgets for Approval and Approve a Budget Revision This field shows the revision number of the current record Revision number 1 means the current record is the original budget not a revision Each revision you create after the original will be numbered sequentially beginning with 2 You can see a full history of related revisions for the current record on the Revisions tab of this screen See Monitor Budgets and Monitor Buaget Revision History Activity Table The summary activity table fills the bottom of the screen It shows the latest date if any for each processing action You can see a full history of processing activity for the current record on the Activity tab of this screen See Monitor Budgets and Monitor Budget Approval Processing Activity To Edit the Budget Description v Press Ctrl
53. hem You can create revisions before the approval process to compare different alternatives more easily You will create a new revision if either your board or the granting agency rejects a Preliminary User Manual 18 WinTen Budget Management budget You can also create a revision during a fiscal year if needed because of expense overruns Much like creating a new original budget creating a revision is a two step process You will first use the Add Budget Revision Wizard to create the record for the new revision We will walk through that process below Note You must complete this first step even if you wish to create the new budget revision entirely in a spreadsheet To complete the revision you will then adjust the amount allotted to each of the fund s revenue and expenditure accounts for each fiscal period covered by the budget You can do this within the Budget Management program See Maintain Budgets and Maintain Budget Information per Account or you can use the import export feature to allot these amounts in an Excel spreadsheet See Edit Budgets in Spreadsheets The Add Budget Revision Wizard is the first step to creating a revision To Start the Add Budget Revision Wizard v Locate the budget for which you wish to make a new revision v Open this budget on the Main tab of the Maintain Budgets screen See Manage Records with Browse Maintain and Select Screens v Press Alt Z to open the Wizards menu and then pres
54. ields each default to their most common option This means that most often you can simply type the first few characters of what you want to find and press Enter This technique will find the first match for what you typed The more specific you are with your search the more characters you type the more likely you will land on your desired record immediately If you do not find your desired record immediately press DownArrow to choose it Once you have found your record you will most often press Ctrl E to open it If you are on a select screen you will press Alt T to select it Preliminary User Manual 13 WinTen Budget Management CHAPTER 4 Create Budgets The Budget Management program gives you many options for creating budgets Your first choice is whether to create a new budget or a new budget revision Each of these options will create a new separate budget record that you can view and edit independently The main difference between the two is if and how they are linked to other budgets To say that two or more budgets are linked simply means that the program recognizes a relationship between them that allows you to compare and contrast them quickly and easily You will do this most often by running the Budget Revision Comparison Report See Run Reports A new budget is not linked to any prior budget although it will be linked to any future revisions of it A budget revision is linked to its original budget
55. in purpose of browse screens is to help you find records quickly and easily You can identify browse screens by a set of option fields at the top of the screen and below them a table of records Many browse screens have the View Ordered By and Search For option fields at the top of the screen These fields allow you to find a specific record quickly without having to scroll through all of them See Use Browse and Select Screens Preliminary User Manual 9 WinTen Budget Management The table of records on a browse screen allows you to view and select records Each row of the table is a different record The columns of the table provide a subset of the records most important information If you select a record on a browse screen you can use the edit feature press Ctrl E or click the Edit icon to open it on a maintain screen Using the Add feature pressing Ctrl A or clicking the Add icon on a browse screen opens either a maintain screen or a wizard that you can use to create a new record Maintain Screens A Maintain screen contains all the fields of information for a single record sometimes spread across multiple tabs and or sub tabs Maintain screens allow you to add view edit or delete individual records Because different kinds of records contain different fields of information maintain screens vary greatly from one to another You can recognize them because they have many different fields for one record Maintain screens
56. in the planning section of this manual See Plan Distribution Schemes Preliminary User Manual 68 WinTen Budget Management Note Custom distribution schemes are optional in Budget Management Skip this section if you choose not to use them You can still use any of the six built in schemes You will use the Maintain Distribution Schemes Screen to enter and maintain your agency s custom budget distribution schemes To Open the Maintain Distribution Schemes Screen v Press C or click the Schemes button on the Budget Management Setup screen Maintain Distribution Schemes Screen Budget Monthly Distribution Schemes SS x File Edit View Help H H0 80 lt 7 5 Schema Description He Ire Mar Summer Maintenance 0 0 First Month of Calendar Year 100 0 0 0 0 0 0 0 0 0 0 a Winter Distribution 25 25 0 0 0 0 0 0 0 0 25 25 Last Month of Calendar Year 0 0 0 0 0 0 0 0 0 0 0 100 Description Summer Maintenances Month Percentage Cumulative Percentage Total January 0 0000 0 0000 1o0 0000 February 0 0000 0 0000 March 0 0000 0 0000 April 10 0000 10 0000 May IA ce June 20 0000 50 0000 July 20 0000 70 0000 August T 20 0000 ams September 10 0000 100 0000 October 00000 100 0000 November 0 0000 100 0000 December 0 0000 100 0000 The Maintain Distribution Schemes screen contains a scheme table and a detail information section Th
57. int dialog box from which you can print the document See Print a Document To Print v Click the Print icon Zoom You have four choices for zooming the preview making it larger or smaller the Whole Page Page Width and 100 icons and the Percentage Zoom field The Whole Page and Page Width icons size the page to the window Whole Page usually the smallest option lets you see the entire page and Page Width usually the largest option widens the page to fill the window horizontally The 100 icon sets the page to its normal full size regardless of the window size The Percentage Zoom field lets you enter any percentage from 25 to 250 Preliminary User Manual 58 WinTen Budget Management To Change the Zoom v Click one of the three zoom icons OR Tab or click to the Percentage Zoom field type a number and press Enter Change Page The Change Page options let you move from one page of your preview to another Obviously they are available only for multiple page previews There are five options the First Page Prior Page Next Page and Last Page icons and the Page Number field Each of the four icons takes you to its respective page The Page Number field lets you enter the number of the page you want to see To Change the Page v Click one of the four page icons OR Tab or click to the Page Number field type a number and press Enter Close The Close option closes the preview To Close v Press E
58. iption Section 8 2004 Main is Revisions Activity Change Tracking Hi WO B0 lt F 5 Fiscal Year 2004 y 2003 AS Prior Budget Domm mom E ection 8 Checking Account 0 00 A 200 1111 16 000 Cash Investment Account 0 00 A 200 1117 00 000 Petty Cash Fund 0 00 A 200 1118 00 000 Change Fund 0 00 A 200 1121 00 000 Fraud Recovery 0 00 gt Account 200 1 111 00 000 Annual Amount 0 00 Description Section 8 Checking Account Prior Budget Amount Distribution Scheme None X a Explanation Summary View The Accounts tab contains an account table and a detail information section The account table displays one row of information for each of this fund s general ledger accounts The detail information section by default fills the bottom part of the screen This section displays detailed budget information for the account currently selected in the account table above it You can choose to show or hide the detail information section by pressing Ctrl O or clicking the Show Hide icon You will edit account budgets in the detail information section you cannot edit them directly in the account table The detail information section contains a Summary View sub tab and a Detail View sub tab Both sub tabs contain the Annual Amount Prior Budget Amount and Distribution Scheme fields Preliminary User Manual 28 WinTen Budget Management The Detail View sub tab also contains tw
59. izations to reflect your own business process and make your job easier Custom options available in Budget Management include defining your own monthly budget distribution schemes Browse Screens and Drill down Browse screens with expanded sorting filtering and searching options help you find existing records more easily You can also drill down to find related records Expanded drill down features provide many different ways to get to the same data Wizards WinTen programs feature expanded use of wizards to guide you through complex processes and help ensure that you complete HUD mandated steps Budget Management includes many wizards to help you create budgets and move them through the approval process Keyboarding Options With WinTen programs you can choose to use your computer s mouse or speed data entry by using expanded keyboard shortcuts You have the option of navigating through Budget Management entering data and executing commands by using the keyboard almost exclusively Security Enhanced user security roles allow managers great flexibility in controlling security access across WinTen programs Budgeting Process Here is a typical budgeting process for most agencies Note Your budgeting process may be different depending on your agency s policies A budget is a financial plan that estimates revenue and expenditures during a given period of time Each of your agency s funds must always be operating under
60. jection and or any additional information about this rejection that may be helpful for your agency or the granting agency Any notes you enter here will be added automatically to your notes for this budget You can view and or edit them from the Maintain Notes screen See Maintain Budgets and Maintain Budget Notes To Complete Step 1 v Tab or click through the fields entering the information Date is required v Press PageDown or click the Start button to go to the next step of the submit budget wizard Step 2 Confirmation Step 2 Confirmation Step 2 allows you to confirm the information before you finish rejecting the budget The fields on this step are not editable To Complete Step 2 v If anything is incorrect press Page Up or click the Back button to go to the previous step and correct it v If everything is correct press Page Down or click the Finish button to finish rejecting the budget Approve a Budget The two approve budget wizards allow you to record that a budget was approved either by your board or by the granting agency When you mark a budget as approved by the granting agency that budget immediately becomes the active budget for that budget s fund for all fiscal periods covered by the budget Any budget analysis views or reports you use either in the Budget Management program or in the General Ledger program will use this budget See Budgeting Process To Approve a Budget by Your Board v
61. lanning and implementation of these Setup options at least annually You will use the Budget Management Setup Screen to enter your options To Open the Budget Management Setup Screen v Press S or click the Setup button on the Main Menu Preliminary User Manual 65 WinTen Budget Management Budget Management Setup Screen H BudgetSettingsSubMenuForm Se 4 x File Help L Se Maintain Default Settings Schemes Budget Monthly Distribution Schemes The Budget Management Setup screen gives you access to two different Setup areas each with its own screen They are e Maintain Default Settings e Maintain Monthly Distribution Schemes We will walk through these areas separately Maintain Default Settings Budget Management Default Settings contains high level options that affect multiple areas of the program You will use the Budget Management Settings Screen to enter and maintain this information To Open the Budget Management Settings Screen v Press S or click the Settings button on the Budget Management Setup screen Preliminary User Manual 66 WinTen Budget Management Budget Management Settings Screen SettingsBudgetDefaultForm i mee xj File Edit Help Del St Nido e Organization Name frenmastAccounting Address 1 132 Venture Court Suite 132 Address 2 A City State Zip Lexington ER 40324 Phone 859 455 8051 Fax a59 367 7480 Email tenmast com Tracking Levels JV Track All
62. lect the Printer v If necessary tab or click to the Font Name field and select the Font v If necessary press Alt G or click the Pages radio button and type a number range in the From and To fields If necessary tab or click to the Number of Copies field and type or select a number If necessary tab or click to the Duplex field and select your duplexing option To print press Enter or click the OK button SN Ge Ze S To cancel press Esc or click the Cancel button Preliminary User Manual 57 WinTen Budget Management CHAPTER 10 Print Documents You have various options for printing documents in Budget Management If your agency uses the Custom Report Writer program you can create one or more custom formats for each type of printed document Topics addressed in this chapter include e Preview a Document e Printa Document Preview a Document You may choose to preview a document before you print it or even if you are not printing it you may choose just to view it on screen You will use the Print Preview Screen to preview your printed document To Open the Print Preview Screen v Select the document you wish to view on either a Browse screen or a Maintain screen See Manage Records with Browse Maintain and Select Screens v Press Ctrl W or click the Preview icon Print Preview Screen There are four options on the Preview screen Print Zoom Change Page and Close Print The Print option opens a Pr
63. ll just type A The same holds true for issuing commands with key combinations that include Alt or Ctrl Focus Using Tab and Enter When you first enter a screen focus is on a particular button or data field The program shows focus with a dotted line around the inside of a button or a flashing cursor in a data field Preliminary User Manual 74 WinTen Budget Management You can move focus to the next field or option by pressing Tab This usually moves focus down or to the left Move focus to the previous field or option usually up or to the right by pressing Shift Tab Hint If you are in a menu you can also move focus by pressing the arrow keys When a button has focus you can activate it by pressing Enter which has the same effect as if you had clicked the button When a data field has focus you can type data into it On Screen Hints There are three types of on screen hints you can use to help you remember keyboard shortcuts underlined letters tool tips and menu prompts The names of many Commande and fields have one letter underlined Whenever you see an underlined letter you can activate that choice by pressing and holding Alt and then pressing the underlined letter If it is for an icon button or menu choice you will execute that command If it is for a field you will active put focus on that field so you can complete it Note When you are on a Main Menu screen or a Setup screen you can press a
64. mple for budget overruns during the year Simply create a new revision as needed and repeat the approval process for the revised budget The previously approved budget will remain active until you mark the new revision as approved by the granting agency Preliminary User Manual 14 WinTen Budget Management Your additional options for creating budgets differ between new budgets and budget revisions For this reason we will address those options separately in the following sections of this chapter e Create a New Budget e Create a Budget Revision Create a New Budget You will usually create one new budget for a given fund as that fund s current budget nears its expiration date Creating a new budget is a two step process Note Before you create a new budget verify that you have opened the fund s appropriate fiscal year for budgeting in the General Ledger program Please see the user manual for WinTen General Ledger You will first use the Add Budget Wizard to create the new budget record which defines the fund and the fiscal year s for the new budget This step also allows you to base the new budget on either the budgeted amounts or the actual amounts or the greater of the two for the prior year increasing or decreasing the budget by a given percent Hint The program also allows your to create the new budget from scratch starting with zero amounts and entering each account s budgeted amount manually Note You mu
65. n History You can use the Activity tab to monitor approvals See Monitor Budget Approval Processing Activity You can use the Change Tracking tab to monitor data changes for your budgets See Monitor Budget Audit Trail Below we will discuss viewing a budget analysis and tracking budget revisions approvals and data changes Preliminary User Manual 44 WinTen Budget Management Monitor Budget Analysis The Budget Analysis feature lets you compare actual expenditures and income to the budget You will use the Budget Analysis Screen to see this information To Open the Budget Analysis Screen v Locate the budget for which you wish to see a budget analysis v Open this budget on the Main tab of the Maintain Budgets screen See Manage Records with Browse Maintain and Select Screens v Press Alt O to open the Tools menu and then press B OR Click the Tools drop down arrow and then click Budget Analysis Budget Analysis Screen RE a File Edit View Help J E dba YTD Actual Encumbrance Projected Actual Annual Budget Budget Variance 32 000 00 0 00 4 000 00 0 00 0 00 0 00 0 00 0 00 0 00 56 000 00 5 000 00 900 00 30 000 00 5 000 00 1 000 00 200 00 100 00 1 440 00 700 00 0 00 1 500 00 2 000 00 0 00 30 000 00 1123990 00 Sj O O O O O O O O OO IO O O O O O O O O The
66. nTen Budget Management Maintain General Budget Information General budget information includes the budget description and summary information about the budget You will use the Maintain Budgets Screen Main Tab to maintain this information To Open the Main Tab v This tab appears by default when you open the Maintain Budgets screen v If you have left it press Ctrl Tab or click the Main tab at the upper left Maintain Budgets Screen Main Tab Maintain Budgets i ZE xl File View Actions Tools Help Description Section 8 2004 Accounts Revisions Activity Change Tracking DH doO BD gt erse N Description Section 8 2004 Fiscal Year 2004 to 2004 Status kene Revision IEA Revised Create By Mat Date Time 05 05 2004 16 00 37 Updated By Da Date Time 05 12 2004 15 08 47 Board Submitted By ae Dag Date Time 05 12 2004 Board Approved By ae Da S Date Time Jenzom Board Rejected By Date Time SSS Agency Submitted By Wae Dous Date Time 05 12 2008 Agency Approved By fwaeDoug Date Time 05 12 2004 Agency Rejected By Date Time Posted By Date Time This tab contains only one editable data field Description It also contains the non editable Fiscal Year Status and Revision fields and a summary activity table Description This is your agency s text description to identify this budget You can edit it as needed on this tab Fiscal Year You cannot c
67. nclude such things as landscaping and mowing Winterization could cover preparing maintenance equipment plumbing and units for cold weather Winter Maintenance might include snow removal Hint We use seasonal expenses only as an example You can create custom distribution schemes for any reason whenever the built in schemes do not meet your needs Preliminary User Manual 63 WinTen Budget Management Month Custom Distribution Scheme EE EE E Jan 30 Feb 30 Mar 5 Apr 10 May 20 Jun 20 Jul 20 Aug 20 Sep 10 20 Oct 40 Nov 40 5 Dec 30 Total 100 100 100 Note Please note one important difference between custom distribution schemes and the six built in schemes the built in schemes distribute amounts by fiscal period your custom schemes distribute amounts by calendar month no matter which periods those months are within the fiscal year For more information on fiscal years and fiscal periods please see the user manual for WinTen General Ledger A custom distribution scheme contains a Description field and twelve monthly Percentage fields The description can contain letters and or numbers It can be up to sixty characters but thirty or fewer usually works best The Percentage field can contain up to four decimal places eg 16 6667 The combined percentages within each distribution scheme must total exactly 100 If the percentages you wish to
68. nd activate your choice s underlined letter with or without the Alt key This works only on Main Menu and Setup screens Hint Sometimes the underlines do not appear until you press Alt This is true in some menus for example Tool tips sometimes called pop ups are short messages attached to toolbar icons If you point to any toolbar icon the tool tip will appear in a moment giving you the name of the icon and its keyboard shortcut if there is one Menu commands that have keyboard shortcuts show the shortcut immediately after the command name Menus The option mentioned above for using Alt with an underlined letter also works for menus but it behaves a little differently There are also a couple of other menu options to consider Menus appear near the upper left of a screen just below the screen title There is often a File View Edit and Help menu although this varies from screen to screen To open a menu with the keyboard press and hold Alt and press the underlined letter of the menu you want to open For example Alt E usually opens the Edit menu Hint The underlines may not appear until you press Alt To close a menu again without executing a command press Alt by itself Once a menu is open you can press LeftArrow and RightArrow to move from one menu to another You can press UpArrow and DownArrow to move through the commands within a menu To execute a command arrow to it and press Enter The underlined l
69. nmast Software Making Your Job Easier Win Ten Budget Management Preliminary User Manual User Manual Edition 4 13 2005 Your inside track for making your job easier Motet Tenmast Software 132 Venture Court Suite 1 Lexington KY 40511 nmast Software Making Your Job Easier www tenmast com Support 877 359 5492 support tenmast com Marketing 877 836 6278 info tenmast com Fax 859 367 7480 WinTen Budget Management Preliminary User Manual User Manual Edition 4 13 2005 Copyright 2005 Tenmast Software All rights reserved This manual as well as the software described in it is furnished under license and may be used and or copied only in accordance with the terms of such license The content of this manual is furnished for informational use only is subject to change without notice and should not be construed as a commitment by Tenmast Software Tenmast Software assumes no liability for any errors or inaccuracies that may appear in this manual Except as permitted by such license no part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical recording or otherwise without the prior written permission of Tenmast Software Permission to produce copies for official use is expressly granted to orga nizations and individuals with a current Update and Support Agreement with Tenmast Software for the maintenance
70. omatically after you complete it Completing certain wizards will also cause other wizards to be disabled for a budget If you approve a budget by your board for instance that will automatically disable the Reject Budget by Board wizard Approving a budget by the agency will automatically disable the Reject Budget by Agency wizard The steps of all of these wizards are almost identical The only real difference is the names of the wizards and of course the outcomes or actions you are recording Because these wizards are so similar we will address them in pairs We will first look at the two submit wizards together We will then look at the two reject wizards together and finally at the two approve wizards together Topics addressed in this chapter include e Submit a Budget e Reject a Budget e Approve a Buaget You can access all of these wizards from the Maintain Budgets Screen Preliminary User Manual 36 WinTen Budget Management To Open the Maintain Budgets Screen v Edit a budget press Ctrl E or click the Edit icon on the Browse Budgets screen See Manage Records with Browse Maintain and Select Screens Hint This screen also opens automatically immediately after you create a new budget or revision Submit a Budget The two submit budget wizards allow you to submit a budget to your board or to the granting agency respectively To Submit a Budget to Your Board v Locate the budget you wish to
71. quest either by editing the budget or by creating a new revision Creating a new revision makes it much easier for you to compare the two versions and track the differences between them You will then repeat the approval process for the revised budget As soon as you mark the budget as approved by the granting agency it becomes the active budget for that fund for all the fiscal periods covered by the budget Any budget analysis views or reports you use in either Budget Management or the General Ledger program will use this budget At the actual start of the new fiscal year you will use the General Ledger program to open that fiscal year for posting This allows your agency to post transactions for that fiscal year During the fiscal year you may often want to compare actual revenue and expenditures to the budget You have some options for doing this from within the Budget Management program but the General Ledger program gives you many more options and greater flexibility You will do most of this kind of budget management and tracking from that program You may sometimes need to revise a budget even after it has been approved The versioning feature allows you to create a new revision at any time before or after the budget is approved Simply create a new revision as needed and repeat the approval process for the revised budget The previously approved budget will remain active until you mark the new revision as approved by the granting agenc
72. ram will use this budget See Budgeting Process Preliminary User Manual 42 WinTen Budget Management CHAPTER 6 Monitor Budgets During the fiscal year you may often want to compare actual expenditures and income to the budget The General Ledger program offers many options for doing so You will do most of this kind of budget management and tracking from that program For more information please see the user manual for WinTen General Ledger The Budget Management program however does contain a Budget Analysis feature that allows you to see this information as well You may also want to see a history of budget revisions or approval processing actions or a comprehensive audit trail of budget data changes You will often use reports to gain this information most efficiently See Run Reports You can also choose to see this information on screen in the Budget Management program This chapter addresses the following on screen options e Monitor Budget Analysis e Monitor Budget Revision History e Monitor Budget Approval Processing Activity e Monitor Budget Audit Trail You will access all of these options from the Maintain Budgets Screen To Open the Maintain Budgets Screen v Edit a budget press Ctrl E or click the Edit icon on the Browse Budgets screen See Manage Records with Browse Maintain and Select Screens Hint This screen also opens automatically immediately after you create a new budget or revision P
73. rd processing programs e g Microsoft Word or Word Perfect RTF supports text formatting such as font font size font color etc A Text file TXT is text only without any formatting You can view H in any word processing program but it usually opens in Notepad by default Use the HTML document HTM type to save the report as a web page viewable in a web browser such as Internet Explorer or Netscape Navigator You might choose this option it you want to post the report to your Internet or intranet site Preliminary User Manual 54 WinTen Budget Management To Save a Report Y Type a name for the file in the File Name field v If necessary tab or click to the Save As Type field and choose the file type v If necessary tab or click to the Save In field and choose the folder in which to save the report v To save the report press Enter or click the Save button Y To cancel press Esc or click the Cancel button Load a Report If you have saved any report as a QuickReport file QRP you can use the Load Report option to view it in Budget Management Once you have loaded a report you can again choose to save a copy of it in any of the six available file types See Save a Report The Load Report option is available from the Preview Report screen See Preview a Report You will use the Load Report Dialog Box to load a report To Open the Load Report Dialog Box v Click the Load Report icon on the Preview Repor
74. reliminary User Manual 43 WinTen Budget Management Maintain Budgets Screen Maintain Budgets gro xi File view Actions Tools Help Description Section 8 2004 Accounts Revisions Activity Change Tracking P d0 80 gt ersi N Description Section 8 2004 Fiscal Year 2004 to 2004 Status jerme Revision Ee Revised Create By Mat Date Time 05 05 2004 16 00 37 Updated By bug Date Time 05 12 2004 15 08 47 Board Submitted By ae Don Date Time Jenzuom Board Approved By wae Doua sts S Date Time aam Board Rejected By OA Date Time o gt Agency Submitted By JwaeDoug SS Date Time 05 12 2004 CS Agency Approved By ae Dan Date Time 0571272008 Agency Rejected By Date Time Posted By Date Time The Maintain Budgets screen has five tabs Main Accounts Revision Activity and Change Tracking You can use the Main tab to view general budget information or to change the budget description See Maintain General Budget Information to view or enter budget notes See Maintain Budget Notes or to move budgets through the approval process See Process Buagets for Approval You can also use the Main tab to monitor budgeted and actual values See Monitor Budget Analysis You can use the Accounts tab to allot budgeted amounts to specific accounts See Maintain Budget Information per Account You can use the Revisions tab to monitor revisions See Monitor Budget Revisio
75. reliminary User Manual 71 WinTen Budget Management Part IV Appendices Preliminary User Manual 72 WinTen Budget Management APPENDIX A Program Changes for Existing Clients Tenmast clients who have used the WinTen General Ledger program should take special note of the following change No Budget Setup Options in General Ledger WinTen General Ledger does not contain functionality for preparing budgets Instead it integrates closely with the Budget Management program which you can use for budgeting Preliminary User Manual 73 WinTen Budget Management APPENDIX B Keyboard Actions All WinTen programs offer expanded options for using the keyboard to speed data entry When working in WinTen programs many users prefer to point and click with the mouse to execute commands Those options are available if you wish to use them However as you become more comfortable with your computer in general and with WinTen programs in particular you may find it quicker and easier to use keyboard shortcuts to execute commands Here are a few things to remember when using keyboard shortcuts followed by a list of some of the more helpful keyboard options Pressing and Clicking When a WinTen user manual instructs you to press a key or keys it refers to pressing keys on your keyboard For example press Enter means press the Enter key on your keyboard Press Spacebar means press the spaceb
76. rmational purposes only Nothing on this tab is editable The revision table displays one row of information for each revision that is related to this budget or revision Depending on the budget or revision you have currently selected on the Main tab this could include the original budget and all other budgets that are revisions of that same original budget The detail information section by default fills the bottom part of the screen This section displays a summary of approval processing activity for the revision currently selected in the table above it You can choose to show or hide the detail information section by pressing Ctrl O or clicking the Show Hide icon The summary information in the detail section shows the latest date if any for each processing action lf you wish to see a full history of approval processing activity for any revision you must open that budget itself on the Activity tab of this screen See Monitor Budget Approval Processing Activity To Show or Hide the Detail Information Section v Press Ctrl O or click the Show Hide icon Preliminary User Manual 47 WinTen Budget Management Monitor Budget Approval Processing Activity The program shows you a complete history of approval processing activity for each budget This includes all the steps you have taken to move the budget through the approval process See Plan Budgeting Process and Schedule and Process Budgets for Approval You will use the Maint
77. s Date and Notes Date is required Date Enter the date you submitted the budget to the board or to the granting agency Notes Enter any additional information about this submission that may be helpful for your agency or the granting agency Any notes you enter here will be added automatically to your notes for this budget You can view and or edit them from the Maintain Notes screen See Maintain Budgets and Maintain Buaget Notes To Complete Step 1 v Tab or click through the fields entering the information Date is required v Press PageDown or click the Start button to go to the next step of the submit budget wizard Step 2 Confirmation Step 2 Confirmation Step 2 allows you to confirm the information before you finish submitting the budget The fields on this step are not editable To Complete Step 2 v If anything is incorrect press Page Up or click the Back button to go to the previous step and correct it v If everything is correct press Page Down or click the Finish button to finish submitting the budget Preliminary User Manual 38 WinTen Budget Management Reject a Budget The two reject budget wizards allow you to record that a budget was rejected either by your board or by the granting agency To Reject a Budget by Your Board v Locate the budget that was rejected v Open this budget on the Main tab of the Maintain Budgets screen See Manage Records with Browse Maintain and Select Screens
78. s 8 OR Click the Wizards drop down arrow and then click Create Budget Revision v See Use the Add Budget Revision Wizard Use the Add Budget Revision Wizard The Add Budget Revision Wizard will guide you through two steps to create a budget revision e Step 1 Enter Revision Setup Values e Step 2 Confirmation We will walk through these steps separately To Move to the Next Step v Press Page Down or click the Start or Finish button To Move to the Previous Step v Press Page Up or click the Back button To Cancel the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 2 you can go back and change any information you have entered Preliminary User Manual 19 WinTen Budget Management Step 1 Enter Revision Setup Values This step allows you to choose basic options for creating for the revision Step 1 contains three editable data fields Description Date and Notes Description and Date are required Description This is your agency s text description to identify this budget revision The description of the original budget appears here by default You can choose to edit this description to distinguish between the revision and the original or you can choose to keep the same description for both The Description field is editable on the Main tab of the Maintain Budgets screen If you choose to use part of the description to identify the revision you can easily change it in the futur
79. sc press Alt C or click the Close button Print a Document You will use the Print Dialog Box to print a document To Open the Print Dialog Box v Select the document you wish to print on either a Browse screen or a Maintain screen See Manage Records with Browse Maintain and Select Screens v Press Ctrl R or click the Print icon Or click the Print icon on the Print Preview screen Print Dialog Box There are three primary fields on the Print dialog box Printer Page Range and Copies To Print v If necessary tab or click to the Printer Name field and select the Printer v If necessary click the appropriate Page Range radio button and or type a number range in the Pages field v If necessary tab or click to the Number of Copies field and type or select a number Y To print press Enter or click the OK button Y To cancel press Esc or click the Cancel button Preliminary User Manual 59 WinTen Budget Management Part Ill Setup Preliminary User Manual 60 WinTen Budget Management CHAPTER 11 Plan Setup Options All WinTen programs have a variety of Setup options that control the program environment and govern many aspects of program operation These options allow your agency to customize the programs to best meet your needs and make your job easier You should carefully plan and then implement your Setup options before using the Budget Management program In addition the administrator of your WinT
80. select screens make it easy for you to create find view and edit records A wizard is a special collection of screens Some wizards help you create certain types of records others help you process existing records This chapter will help you become familiar with the purpose and behavior of each type of screen and with some of the common icons and options found on them We will also discuss using browse and select screens to find your records Topics addressed include e Identify Types of Screens e Use Common Screen Icons e Use Browse and Select Screens Identify Types of Screens The different types of screens have different purposes and for that reason different appearances and distinctive features You can use these features as well as the screen titles to help you identify screen types Menu Screens A menu screen allows you to navigate within a program Menu screens are easy to recognize because they show only a collection of buttons Each button takes you to a different area or function of the program There are two menu screens in Budget Management the Main Menu screen and the Budget Management Setup screen The Main Menu screen is the first thing you see when you start Budget Management It gives you access to all of Budget Management s functions The Setup button on the Main Menu screen takes you to the Budget Management Setup screen It gives you access to all of the program s Setup options Browse Screens The ma
81. ses the current maintain screen and takes you to the corresponding browse screen so you can search for another record Click the icon or press Ctrl H to activate it Preliminary User Manual 11 WinTen Budget Management Show Hide Some maintain screens show a table of sub records and a detail information section This feature appears in Budget Management for example on the Accounts tab of the Maintain Budgets screen The table displays one row of information for each sub record A sub record is something that belongs to the current record such as an account within a budget The detail information section by default appears at the bottom of the screen This section may display additional information on the sub record currently selected in the table above it or it may show summary information for all of the sub records combined You can choose to show or hide the detail information section by pressing Ctrl O or clicking the Show Hide icon Use Browse and Select Screens Browse screens help you find records quickly and easily so you can view edit or process them Select screens help you select the value of a specific field when adding or editing records Topics addressed in this section include e Browse and Select Screen Fields e Browse and Select Screen Navigation Browse and Select Screen Fields Many browse and select screens have three option fields at the top of the screen View Ordered By and Search For Some screens
82. st complete this first step even if you wish to create the new budget entirely in a spreadsheet In the second step you will allot the appropriate amount to each of the fund s revenue and expenditure accounts for each fiscal period covered by the budget You can do this within the Budget Management program See Maintain Budgets and Maintain Budget Information per Account or you can use the import export feature to allot these amounts in an Excel spreadsheet See Edit Budgets in Spreadsheets Note You will usually need to perform this second step but not always You might skip it for instance if you simply want to increase the prior year s values by a certain percentage across the board The Add Budget Wizard is the first step to creating a new budget To Start the Add Budget Wizard v Press Ctrl A or click the Add icon either on the Browse Budgets screen or on the Main tab of the Maintain Budgets screen See Manage Records with Browse Maintain and Select Screens v See Use the Add Budget Wizard Preliminary User Manual 15 WinTen Budget Management Use the Add Budget Wizard The Add Budget Wizard will guide you through three steps to create a budget e Step 1 Enter Budget Setup Values e Step 2 Enter Budget Fund and Description e Step 3 Confirmation We will walk through these steps separately To Move to the Next Step v Press Page Down or click the Start Next or Finish button To Move to the Previous Step
83. submit v Open this budget on the Main tab of the Maintain Budgets screen See Manage Records with Browse Maintain and Select Screens v Press Alt Z to open the Wizards menu and then press 2 OR Click the Wizards drop down arrow and then click Submit Budget to Board v See Use a Submit Budget Wizard To Submit a Budget to the Granting Agency v Locate the budget you wish to submit v Open this budget on the Main tab of the Maintain Budgets screen See Manage Records with Browse Maintain and Select Screens v Press Alt Z to open the Wizards menu and then press 5 OR Click the Wizards drop down arrow and then click Submit Budget to Agency v See Use a Submit Budget Wizard Use a Submit Budget Wizard Each submit budget wizard will guide you through two steps to submit a budget e Step 1 Enter Submission Information e Step 2 Confirmation We will walk through these steps separately To Move to the Next Step v Press Page Down or click the Start or Finish button To Move to the Previous Step v Press Page Up or click the Back button Preliminary User Manual 37 WinTen Budget Management To Cancel the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 2 you can go back and change any information you have entered Step 1 Enter Submission Information This step allows you to enter all the information needed to submit the budget Step 1 contains two editable data field
84. t anyone takes for a budget will appear for that budget on the Activity tab of the Maintain Budgets screen See Monitor Budgets and Monitor Budget Approval Processing Activity The purpose of this option is to allow you to monitor budgets as you move them through the approval process as well as to provide a history of these actions Most agencies choose to check this field Track All Data Changes If you check this field any change that anyone makes to any data field in a budget will appear for that budget on the Change Tracking tab of the Maintain Budgets screen See Monitor Buagets and Monitor Budget Audit Trail The purpose of this option is to provide an audit trail It lets you Know who changed what and when they changed it Most agencies choose to check this field To Change Your Data Tracking Option v Press Ctrl E or click the Edit icon v Check or uncheck the Track All Data Changes field Y To save your changes press Ctrl S or click the Save icon Y To cancel press Ctrl Q or click the Cancel icon To Exit this Screen v Press Esc or click the Exit icon Maintain Monthly Distribution Schemes Budget distribution schemes let you easily distribute an account s annual budget by pre defined percentages across specific fiscal periods within the year Six standard schemes are built into the Budget Management program for your use You can also choose to define other custom schemes We discuss both of these options
85. t screen Load Report Dialog Box Look in amy Documents y e eg zb History Es Desktop File name hd Files of type QuickReport file ORP v Cancel E My Network P There are three primary fields on the Load Report dialog box Look In File Name and Files of Type Look In The Look In field shows the folder where you last saved or loaded a report Use this field if necessary to locate the folder that contains your saved report Files of Type Only QuickReport files can be loaded in Budget Management so this field is not editable Preliminary User Manual 55 WinTen Budget Management To Load a Report v If necessary tab or click to the Look In field and choose the folder where your report is stored v Select the report you wish to load Y To open the report press Enter or click the Open button Y To cancel press Esc or click the Cancel button Print a Report You will use the Print Report Dialog Box to print a report To Open the Print Report Dialog Box v Select the report you wish to print on the Budget Management Reports screen Y Choose any options for the report v Click the Print icon Or click the Print icon on the Preview Report screen Print Report Dialog Box i E Printer Name xia ier alsa F Draft Type HP LaserJet 5 Where IP_10 0 0 240 Font Name Is d Restore Report Font Paper Orientation Portrait Paper Size
86. t the top of the screen to identify the current budget lt also contains a note table and a detail information section The note table displays one row of information for each of this budget s notes The detail information section by default fills the bottom part of the screen This section displays detailed information on the note currently selected in the note table above it You can choose to show or hide the detail information section by pressing Ctrl O or clicking the Show Hide icon You will view enter or edit notes in the detail information section you cannot do so directly in the table The detail information section contains three data fields Date Subject and Notes All are required The note table also contains one additional non editable field Author Date This is the date the note was created Subject This is a short descriptive subject of the note Notes This is the body of the note Preliminary User Manual 26 WinTen Budget Management Author This field automatically displays the user name of the person who created or last edited the note To Show or Hide the Detail Information Section v Press Ctrl O or click the Show Hide icon Hint If you have hidden this section it will also show automatically when you edit a record To Add a Note v Press Ctrl A or click the Add icon on the Maintain Budget Notes screen v Tab or click through the fields in the detail information section entering
87. the information Y To save your changes press Ctrl S or click the Save icon Y To cancel press Ctrl Q or click the Cancel icon To Edit a Note v Select in the note table the row of the note you wish to edit v Press Ctrl E or click the Edit icon v Tab or click through the fields in the detail information section changing information as needed Y To save your changes press Ctrl S or click the Save icon Y To cancel press Ctrl Q or click the Cancel icon To Delete a Note v Select in the note table the row of the note you wish to delete v Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm the deletion To Exit this Screen v Press Esc or click the Exit icon Maintain Budget Information per Account After you have created a new budget or a budget revision you will usually want to edit budgeted amounts for specific accounts You can do this either by editing the budget on the Accounts tab of the Maintain Budgets screen or by editing it in a spreadsheet See Edit Budgets in Spreadsheets The following section addresses using the Maintain Budgets Screen Accounts Tab to maintain this information Preliminary User Manual 27 WinTen Budget Management To Open the Accounts Tab v Press Ctrl Tab or click the Accounts tab at the upper left on the Maintain Budgets screen Maintain Budgets Screen Accounts Tab Maintain Budgets oy xi File Edit View Help Descr
88. twork P Save as type QuickRepott file QAP y Cancel There are three primary fields on the Save Report dialog box Save In File Name and Save as Type Save In The Save In field shows the folder in which you will save the report File Name The File Name is the name you will give to the saved report Save as Type You can save a report as one of six different file types QuickReport file Excel spreadsheet Comma Separated Values Rich Text Format Text file and HTML document Your choice of file type will depend on how you want to view and or manipulate your report data If you save a report as a QuickReport file QRP type you can view it again by reopening loading it in the Budget Management program See Load a Report Once you have loaded a report you can again choose to save a copy of it as any of the six file types You can use the Excel spreadsheet XLS type in Microsoft Excel The Comma Separated Values CSV type is similar but more flexible you can use it in Excel or in any other spreadsheet program You can use either file type to import your data into most database programs If you wish to import into a database you may first need to manipulate or clean up your data The Excel file type allows you to format your report with for example formulas fonts or borders The Comma Separated Values file type is text only without any formatting You can use RTF Rich Text Format RTF in most wo
89. v Press Page Up or click the Back button To Cancel the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 3 you can go back and change any information you have entered Step 1 Enter Budget Setup Values This step allows you to choose basic options for creating for the budget Step 1 contains five options Copy from Selected Budget Fiscal Year Basis to Create New Budget Factor and Last Reporting Month Fiscal Year and Basis to Create New Budget are required Last Reporting Month may also be required depending on your choice for Basis to Create New Budget Copy from Selected Budget Use this option to choose an existing budget as the starting point for the new one Fiscal Year Choose the fiscal year s of the new budget If the budget is for only one fiscal year choose that year for both fields Basis to Create New Budget Select whether you wish to create the new budget based on the current year s budget the current year s actual the greater of current year s actual or budget or by starting with zero amounts Factor Choose this option to increase or decrease the current budgeted or actual values by a certain percent It is available only if you have not chosen Zero Amounts above Last Reporting Month This field applies only if you have chosen Current Year s Actual or Greater of Current Year s Actual or Budget above Preliminary User Manual 16 WinTen Budg
90. y Preliminary User Manual 4 WinTen Budget Management Program Integration Budget Management integrates directly with two other WinTen programs This section addresses Required Programs There are no additional recommended programs for Budget Management Hint For more information on either of these programs please see their respective user manuals or contact Tenmast Required Programs The Master Setup and General Ledger programs are required for Budget Management to function Master Setup The Master Setup program allows the administrator of your WinTen programs to control various high level settings that affect how the programs interact with each other Another important function of Master Setup is to control security permissions which govern what any individual can see or do in the programs General Ledger Budget Management uses General Ledger to access information on your agency s funds and general ledger accounts You will also do most of your budget comparison tracking from General Ledger Preliminary User Manual 5 WinTen Budget Management Budget Management Main Menu Budget Management 9 E 4j ll x File Help o WinTe E Budget Management Tenmast Accounting EXE A Budgets Manage Budgets Reports Reports Menu Setup Maintain Settings nmast Software Making Your Job Easier The Main Menu screen is the first thing you see when you start the Budget Management program
91. y future transactions for that period would change its actual values The new budget you are creating will not update automatically to reflect any future transactions To Complete Step 1 v Tab or click through the fields entering the information Fiscal Year and Basis to Create New Budget are required Last Reporting Month may also be required v Press PageDown or click the Start button to go to the next step of the Add Budget Wizard Step 2 Enter Budget Fund and Description Step 2 Enter Budget Fund and Description This step allows you to enter additional information for the budget Step 2 contains three editable data fields Fund Description and Notes Fund and Description are required Some of your choices from Step 1 appear at the top of the screen These fields are not editable on this step Fund Choose the fund for this budget Description This is your agency s text description to identify this budget Preliminary User Manual 17 WinTen Budget Management Notes Enter any notes about this budget that may be helpful for your agency or the granting agency Notes might include such things as a percentage change factor used to create the budget or important changes for specific accounts To Complete Step 2 v Tab or click through the fields entering the information Fund and Description are required v Press Page Down or click the Next button to go to the next step of the Add Budget Wizard Step 3 Confirm
92. you choose not to use them You assign distribution schemes by account within a budget In other words one account may use one distribution scheme to distribute its annual amount while other accounts within the same budget may use different distribution schemes The six most commonly used distribution options are already built into the Budget Management program They are Annual First Month Annual Last Month Bi Monthly Monthly Quarterly and Semi Annually If you choose one of the built in distribution schemes for an account the program will distribute that account s annual budget by fiscal period according to the percentages in the following table Preliminary User Manual 62 WinTen2 Budget Management Period Built In Distribution Scheme Prat Month Last Month Be Monthly Monthly Quarterly ay 1 100 16 6667 8 3333 25 50 2 8 3333 3 16 6667 8 3333 4 8 3333 25 5 16 6666 8 3333 6 8 3334 7 16 6667 8 3333 25 50 8 8 3334 9 16 6666 8 3333 10 8 3334 25 11 16 6667 8 3333 12 100 8 3334 Total 100 100 100 0000 100 0000 100 100 You can also create your own custom distribution schemes You might choose this option for example to distribute seasonal expenses that do not fit any of the built in schemes The next table gives just three examples of seasonal distribution schemes you might consider Summer Maintenance might i

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