UserGroup 2010 User Manual
Contents
1. for any line items or sub type accounts may be entered The change will appear automatically when an amount is entered or an amount will appear when a percentage is entered Duplicating Amounts between Columns Budget Preparation i JL_ Save Save Sae Cancel Cancel J Delete Delete Go To Ji R Department L Approp 60 000 00 Actual 1 01 20 100 000 100 Control SHG 1 01 20 100 000 111 g aub ACCOUNT CHG 1 O1 20 100 000 1le ub Account E Highlight the line that you wish to copy and click the DUPLICATE button Click it again to move numbers to the next column Duplicating an Entire Column de M EN Save Save JL cancel Cancel Ji Delete bese W ama GoTo Range Range Department F Approp 100 00 me Current Account Description Admin printing amp bindig Budget Preparat 1 980 00 Actual count Ho O gl BE ni 20 TE mane ma so Beeount HG 1 01 20 100 000 1 2 anb account Ea 1 H1 20 100 000 115 Sub Account HG 1 51 20 100 000 Lis E Sub Account at Ooo 00 ucli 01 20 100 000 118 sub accomt gaaon oo Highlight the first line that you wish to duplicate press the Shift key on the keyboard and then select the last line that you wish to copy and click the DUPLICATE button Al of the amounts for the lines or accounts that you have highlighted will be duplicated into the next column Note When the lines are colored in blu2. 100 000 00 Adopted Budget 2011 776 CHG He 1 01 09 205 000 10 000 00 Adopted Budget 2011 TIT cHe TOF 7 1 01 09 206 000 100 000 00 adopted Budget 2011 778 cHG sik _ S 1 01 10 703 000 10 000 00 adopted Budget z011 779 cHe Hi FE E E l1 01 10 704 000 80 000 00 Adopted Budget 2011 780 CHG as moo SS z z 1 01 10 705 000 200 000 00 Adopted Budget 2011 781 LA Click the ADD button to add an account Budget accounts must be added in the Budget Acct column and Revenue accounts must be added in the Revenue Acct column To edit a line item select a line and click the EDIT button or simply double click within the field that you wish to change LA To delete a line item select the line you wish to delete and click the DELETE button or simply click the delete button on the keyboard Once all changes have been made click the SAVE button to save your changes Batch Totals Are you Sure you wantto save batch BUDGET Batch Count 200 Budget amount 1 500 000 00 1 500 000 00 Revenue Amount Cancel E Verify that the Budget Amount equals the Revenue Amount these amounts MUST match in order for the batch to be successfully verified and updated LA Click the OK button and then the CLOSE button to return to the main screen LA Select Batch Verification Listing and then click the NEXT button This listing must be printed with NO ERRORS in order to proceed with the update LA Select the Batch U
3. EROED OUT Adopted Budget change transactions will be written to the Budget Master Transaction File lf Revenue Accounts have been entered the Revenue taster File willbe updated based on the Anticipated amountin the Budget Revenue Preparation File ANY ACCOUNT WITH A ZERO IN THE ANTICIPATED COLUM VILL CAUSE THE ANTICIPATED FOR THAT ACCOUNT TO BE ZEROED OUT Adopted Revenue change transactions will be written to the Revenue Master Transaction File The BudgetRevenue Preparation File will be deleted THIS ROUTINE MAY BE RUM ONLY ONCE Click the NEXT button 3 Posting the Budget using the Adopt Amend Batch The Adopt Amend Batch requires a balanced budget and revenue to be entered and will automatically post to the GL as well as the subsidiary ledgers upon updating There are three optional methods of posting the budget when using the Adopt Amend Batch E Adopt Amend Import from Budget Prep This method will import the Adopted and Anticipated amounts from the Budget Prep file into the Adopt Amend Batch If a revenue prep batch does not exist revenue accounts anticipated only will be added to the batch so that budgeted figures may be entered Auto Create Batch This option will import budget and revenue anticipated only accounts into the batch Amounts will then be entered into the batch by the user LA Batch Entry Accounts may be individually added into a blank batch Adopt Amend Import from Budget Prep Fin
4. J BUDGET PREP WORKOUT 1 Posting the Budget through Account Maintenance Finance gt Budget Account gt Budget Account Maintenance Budget Account Maintenance Adel Cancel Delete z DEtail Account 1 01 20 100 000 221 Desc Administration Advertising Acct Type Sub Chk Acct CURRENT LJ Cap Flag i Fund Type Budget Mase Id L Activity Misc GIL Accounts _ Activity To Date _ ees Encumber 00 5000 Expended 00 Expended 00 Balance 5 000 00 Trans in 00 Trans In 00 Trans Qut O00 Trans Out 00 YTO Requested 00 Reirnburse 00 e men LA Click the EDIT button and enter the adopted budget amount into the Budgeted field and click the SAVE button Reason for Change eal Reason Adopted Budget y Posting Date o1 O1 11 Description ADOPTED BUDGET 2011 Cancel LA Reason Change to Adopted Budget E Posting Date Enter the Date of Adoption E Description Enter an optional posting description Note Using this option requires an entry to each account one by one It is also important to understand that no automatic journal entries will be recorded Finance gt Revenue gt Revenue Account Maintenance E Revenue Account Maintenance Sod Cancel Delete act Le Detail Acet 1 01 08 103 001 Type Cash Basis 7 Anticipated V Totals Description
5. Marriage Licenses os _ Previous Year Current Year Revenue Activity Cash Activity anticipated 00 5000 Jan 00 08 Actual Revenue oo O0 Feb 00 a Cash Receipts al 00 March FIN 00 Cancel goj 00 April lt 0 00 Realized nel oo May 00 09 Un Realized Do oo dune fo 00 Jul 00 00 Aug EON 00 Sept 00 00 Oct 00 E How E 00 Dec eu fi 00 Click the EDIT button and enter the anticipated revenue amount in the Current Year Anticipated field and click the SAVE button Reason for Change Reason Adopted Revenue Es Posting Date ols 01 11 Description ANTICIPATED REY 2011 Cancel Reason Change to Adopted Revenue i Posting Date Enter the Date of Adoption E Description Enter an optional posting description Updating the Journal Entries into MCSJ Finance gt G L gt G L Batch G L Batch o SO ada Eat Save cose Delete Goto Batch ld BUDGET Current Account Description Current Appropriations Type Account Mo Debit Credit Description General Ledger O 01 192 08 000 000 Ge 010 AA Adopted Budget 2011 General Ledger 0 01 201 20 000 000 00 1 000 000 00 Adopted Budget 2011 2 Posting the Budget through Budget Prep Creating the Budget Revenue Prep File 1 Delete the Existing Budget Revenue Prep File Finance gt Budget Account gt Budget Prep gt Delete Budget Revenue P
6. ance gt Budget Account gt Budget Adopt Amend Batch E o Budget AdopUamend Batch Batch Id BUDGET Posting Date 01 01 11 Budget year x Fund 01 Reason Code Adopted Budget C Auto Create Batch Ce Import from Budget Prep LA Batch Id Enter a unique batch id and press Enter E Posting Date Enter the budget posting date E Budget Year Enter a single digit for the budget year LA Fund Enter the fund Only one fund may be entered per batch therefore when posting multiple funds multiple batches must be created LA Reason Code Select Adopted Budget LA Select Import from Budget Prep LS Click the NEXT button When importing from budget prep the system will import all budget adopted figures and all revenue anticipated figures into the amount field of the Adopt Amend Batch When importing from Budget Prep changes may or may not need to be made If changes need to be made select Batch Entry and then click the NEXT button to get into the batch and make your modifications 10 If changes do not need to be made simply verify and update your batch Modifying your Batch ad Eat Di se Cancel Delete GoTo Batch Id BUDGET Current Budget Descript Date 01 01 11 Current Revenue Descript Fall Energy Receipts Budget Acct Revenue Acct Amount Description Seq Lek tt 0 IT un EEN J Op CE Cm ELL EP Leu T L a L paa i oi 09 203 002
7. e this indicates that they have been selected Budget Prep Integrating Departmental Users Budget Preparation ko Budget Prep Verification Listing By Department Deparimentit i Enter up to and including the dept segment of the account number Year Fund CAFR Dept LA This option will only enable access to accounts within the department range entered Note The user must have proper security rights in order to access this option Budget Prep Utilizing Excel to Prepare the Budget Excel Import Export Routine In order to export to Excel the Budget and or Revenue Preparation files must be created in MCSJ In order to import from Excel the Budget and or Revenue Prep information must be in the correct format and the existing file s in MCSJ must be deleted It is strongly recommended that the accounts be exported to Excel from MCSJ first in order to avoid any formatting issues that may arise when a user attempts to create their own Excel document Exporting the Budget Revenue Prep File into Excel Finance gt Budget Account gt Budget Prep gt Budget Prep 2 Import Export Budget Prep Excel ImportvExport non the entire Budget Prep File to one Excel spreadsheet The Budget Accounts will be exported on the first sheet and the Revenue Accounts tif present in the Budget Prep file will be exported to the second sheet E Change the Routine Type to Export LA Click the NEXT button to generate the Budget Revenue Prep fi
8. get Prep Rollover This method will simply update account maintenances with the adopted and or anticipated amounts posted in the Preparation batches No automated journal entries will be recorded using this option however they can be updated easily through a GL batch 13 Adopt Amend Import From Budget Prep This method will import the Adopted Anticipated amounts into the Adopt Amend Batch and automated GL entries will be updated simultaneously When using this feature the total adopted budget must equal the anticipated revenue Regardless of which method is chosen the Budget and Revenue Prep Verification Listings must be printed with NO ERRORS in order to update Printing the Verification Listings LA Finance gt Budget Account gt Budget Prep gt Budget Prep Verification Listing All LA Finance gt Budget Account gt Budget Prep gt Revenue Prep Verification Listing Once both verification listing reports have been printed successfully with NO errors we are ready to post the budget Budget Prep Rollover Finance gt Budget Account gt Budget Prep gt Budget Revenue Prep Rollover E Budget Revenue Prep Rollover You should havea current backup of your data file before proceeding This procedure will update the Budget Master File based on the Adopted Budget amounts inthe BudgetRevenue Preparation File ANY ACCOUNT WITH A ZERO IM THE ADOPTED BUDGET COLUM AALL CAUSE THE TEMPORARY BUDGET FOR THAT ACCOUNT TO BE Z
9. lank for All Include Revenue Accounts Fes LE Range of Revenue Accounts Leave Fund oe ae segment blank for All fa fe l Print Budget Control Totals Page Mo iv Print to Screen Budget Options Print Subtotals for _ CAFR Department Edd Print Page Break After Department Revenue Options Frint Subtotals for C CAFR _ Department Print Account Comments Include Transfers in Approp Budget Prep Tips amp Tricks save Save Cancel Delete Delete Go To Range Range 1 FE HF Approp 60 000 00 Actual 55 000 00 331 Current Account Description administration reg 5 6 m Account No Type Requested 19 Admin Recmnd Es Adopted Budget 1 01 00 000 000 000 Header 00 00 00 00 00 00 1 01 20 100 000 100 Control 00 00 00 00 oo 00 CHG 1 01 20 100 000 111 Sub account 8 000 00 3 33 00 00 00 00 ere eee lena Accont 5 000 00 oo 00 o on oo PE a een ea L 1 01 20 100 000 113 Sub Account 60 000 00 00 00 00 00 oo i When double clicking on an account field within the Budget Prep batch entry the system will fill in the current account description as well as the prior year appropriated vs actual LA Amounts or percentage increases
10. le into Excel A Windows Save dialog box will appear Enter a file name and choose a location for the file to be saved LA Click SAVE and the file will automatically be generated Note As described on the screen this routine will export the file s into one Excel spreadsheet only The Budget accounts will be exported on the 1st sheet and the Revenue accounts if applicable will be exported onto the 2 sheet Note If planning to re import the changes made in Excel back into MCSJ the layout of the Excel file should not be changed In other words do not delete re arrange or reformat columns and do not change the order of the sheets Importing the Budget Revenue Prep File into MCSJ LA Prior to importing the Budget Revenue Prep files into MCSJ make sure that the existing Budget Revenue Prep files have been deleted in MCSJ LA Use the Delete Budget Revenue Prep File routine to clear the files Finance gt Budget Account gt Budget Prep gt Delete Budget Revenue Prep File a Es This procedure will DELETE the existing BudgetRevenuve Preparation File You should have a current backup of the data before proceeding because this routine cannot be reversed Click the NEXT button to delete the existing file in preparation for the new file Finance gt Budget Account gt Budget Prep gt Budget Prep Excel Import Export E j Budget Prep Excel Import Export san A This routine will import Budget and Revenue Acc
11. ounts from an Excel file To run this routine the Budget Prep File musthe empty and no other users can be working in the Budget Prep Menu The Budget Accounts must be on the first sheet and have the columns fin this arder Budget Account Account Description Account Type Requested Admin Recmnd Adopted Budget Note The Revenue Accounts dif present musthe onthe second sheet and have the columns tin this order Revenue Account Account Description Admin Recmnd Adopted Budget Mote Both Budget and Revenue Accounts must be formatted the same as they are formatted within MESI Alpha Accounts will not be imported An Exception Listing will be printed if there are any rejected records LA Routine Type Import i Click the NEXT Button LA Windows Open dialog box will appear Browse to the file to be imported and click the OPEN button The counter will appear and begin counting the records being imported LA When finished importing return to the Budget and or Revenue Preparation screens to view the imported information The worksheet may be printed to view the account information in report format Budget Revenue Prep Rollover Once all adopted figures have been verified in both the Adopted Budget and Anticipated Revenue columns it is time to rollover the Budget Prep file into the accounts There are two options for posting the adopted and anticipated Budget Revenue Preparation amounts into the accounts E Bud
12. pdate option and click the NEXT button to update your batch postings Adopt Amend Auto Create Batch 11 SUEUR gt Budget Account gt Budget Adopt Amend Batch Budget AdoptAmenid Batch Next Close Batch id BUDGET Posting Date 01 01 11 Budget Year 1 Fund 01 Reason Code Adopted Budget Auto Create Batch LA Batch Id Enter a unique batch id and press Enter E Posting Date Enter the budget posting date Budget Year Enter a single digit for the budget year LA Fund Enter the fund Only one fund may exist in one batch therefore when posting multiple funds multiple batches must be entered LA Reason Code Select Adopted Budget LA Select Auto Create Batch LA Click the NEXT button Note When auto creating your batch the system will import all budget accounts and all anticipated revenue accounts into the batch Amounts will then be entered and updated Helpful Hint Q Why are some revenue accounts being left out of the Auto Create Batch option A In order for the system to import revenue accounts into the batch the accounts must be checked off as Anticipated in Revenue Account Maintenance The Anticipated check box identifies any budgeted revenue accounts for the fiscal year as well as calculates Anticipated Revenue account totals on some MCSJ reports Finance gt Revenue gt Revenue Account Maintenance Revenue Account Maintenance Pee De
13. rep File E Delete Budget Revenue Prep File as This procedure will DELETE ihe existing BudgetRevenuwe Preparation File You should have a current backup ofthe data before proceeding because this routine cannot be reversed Click the NEXT button to delete the existing file in preparation for the new file 2 Create the New Year Budget Revenue Prep File s Finance gt Budget Account gt Budget Prep gt Budget Preparation Budget Preparation e Budget Preparation ll LA Select the Budget Preparation All option and click the NEXT button When prompted with the range of accounts to create the new budget year should appear in the range Leave the fund thru the last segment blank to create all funds and click the OK button close Finance gt Budget Account gt Budget Prep gt Revenue Preparation Revenue Preparation ext Close Cs Revente Preparation LA Select the Revenue Preparation option and click the NEXT button LA When prompted with the range of accounts to create the new budget year should appear in the range Leave the fund thru the last segment blank to create all funds and click the OK button Budget Prep Budget Revenue Prep Worksheet Finance gt Budget Account gt Budget Prep gt Budget Revenue Prep Worksheet Budget Revenue Prep Worksheet Enter the Following Budget Sequence Account Range r Range of Budget Accounts Leave Fund thru last segment b
14. scription Marriage Licenses ie Totals GiL Accounts Entering your Batch 12 Add Edt IL save J Cancel Delete GoTo Batch Id BUDGET Current Budget Descript Administration overtime e W Date 01701411 Current Revenue Descript Budget Acct Revenue Acct in Description CHG 1 01 20 100 000 111 500 00 Adopted Budget 2011 1 CHG 1 01 20 1o00 000 112 pers 300 00 Adopted Budget 2011 I A CHG 1 01 20 100 000 113 EN 800 00 Adopted Budget 2011 J cHG 1 01 20 100 000 114 lu se i 450 00 Adopted Budget 2011 4 LA Enter the adopted budget amounts for all budget accounts and enter all anticipated amounts for all revenue accounts An optional description may be entered as well When finished click the SAVE button Batch Totals Are vou sure You want to save batch BUDGET Batch Count 600 Budget Amount 1 500 00 0 00 Revenue Amount 1 500 000 00 Cancel E Verify that the Budget Amount equals the Revenue Amount these amounts MUST match in order for the batch to be successfully verified and updated i3 Click the OK button and then the CLOSE button to return to the main screen LA Select Batch Verification Listing and then click the NEXT button This listing must be printed with NO ERRORS in order to proceed with the update LA Select the Batch Update option and click the NEXT button to update your batch po
15. stings Adopt Amend Batch Entry Finance gt Budget Account gt Budget Adopt Amend Batch Budget Adopt Amend Batch Batch Id BUDGET Posting Date ols 01711 Fund 01 Reason Code Adopted Budget C Auto Create Batch C Import from Budget Prep Ce Batch Entry LA Select Batch Entry and then click the NEXT button 13
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