IVisions Accounting General Ledger Budgeting And Position .

iVisions AccountingGeneral Ledger Budgeting andPosition BudgetingStudent GuideCOURSE PREREQUISITES NoneCOURSE OVERVIEWThis session explores the different methods of budgeting within iVisions. During this session, participantslearn how to: Create budget columns Input budget Use budget utilities Budget for payroll expensesNotes LegendNOTETIPBEST PRACTICEWARNING

Copyright 2018Tyler Technologies, Inc.Revised: March 2019This document applies to Infinite Visions Enterprise Edition Accounting version 2019.1 software. The dataused to illustrate the reports and windows may include names of individuals, companies, brands, andproducts. All these names are fictitious; any similarities to actual names are entirely coincidental. Further,any illustrations of report formats or window images are examples only and reflect how a typical customerwould install and use the product.Infinite Visions Enterprise Edition is a registered trademark of Tyler Technologies, Inc.

Table of ContentsGENERAL LEDGER BUDGETING . 6BUDGET CONFIGURATION . 6Overview . 6Budget Column Maintenance . 6Activity (Required) . 6Add a New Budget Column . 6Budget Control Groups . 9Activity (Required) . 10Add a Budget Control Group . 10Activity (Required) . 10Assign a Budget Control Group. 10BUDGET INPUT DEFINITION . 11Activity (Required) . 11Create a Budget Input Definition . 11INPUT A BUDGET . 13Overview . 13Budget Input . 14Overview . 14Activity (Required) . 14Enter Budget Using Budget Input . 15Budget Export . 15Overview . 15Activity (Required) . 16Export Budget Information . 16Budget Import . 17Overview . 17Activity (Required) . 18Import Budget Information . 18BUDGET INPUT USING DEFINITIONS . 19Overview . 19GENERAL LEDGER BUDGETING AND POSITION BUDGETINGTABLE OF CONTENTSiii

Activity (Required) . 20Enter Budget Using Budget Input Definition . 20Activity (Required) . 21Apply Factor to Selected Accounts . 21POST TO A BUDGET JOURNAL ENTRY . 21Overview . 21Activity (Required) . 23Add a Budget Adjustment Entry . 23Activity (Required) . 24Add a Budget Journal Entry . 24BUDGET UTILITIES . 25Overview . 25Budget Copy Utility . 25Budget Building Utility . 26Budget Clearing Utility . 26Update Prior Year Transactions . 27REPORTS. 27SECTION SUMMARY . 28SECTION ASSESSMENT . 29POSITION BUDGETING . 31BUDGET FOR PAYROLL EXPENSES . 31Overview . 31Position Budget Template . 31Activity (Required) . 32Create a Position Budget Template . 32Position Budgeting . 34Activity (Required) . 35Use a Formula to Forecast Next Year Salary Schedule Amounts . 35Activity (Required) . 36Move Positions on a Salary Schedule . 36Activity (Required) . 37Set Up a Budget Column for Position Budgeting . 37Activity (Required) . 38GENERAL LEDGER BUDGETING AND POSITION BUDGETINGTABLE OF CONTENTSiv

Import Position Information from Payroll . 38Activity (Required) . 39Forecast Employer Paid Benefits . 39Activity (Required) . 39Post Detail from a Position Budget Column into a Regular Budget Column . 39Activity (Required) . 40View Position Budget Information on GL Budget Reports . 40Activity (Required) . 41View Position Budget Information on GL Budget Reports . 41POSITION PRE-ENCUMBRANCES . 42Overview . 42REPORTS TO REVIEW . 42GENERAL LEDGER BUDGETING AND POSITION BUDGETINGTABLE OF CONTENTSv

Section Topics BudgetConfiguration Input a Budget Post to BudgetJournal Budget Utilities ReportsGeneral Ledger BudgetingIntroductionThere are many different approaches to budgeting in the Infinite Visions Accountingsystem, and no one method is necessarily preferred over the other. It truly comesdown to the requirements mandated by the state and personal preferences forworking on budget.BUDGET CONFIGURATIONOverviewUse the following apps to configure the General Ledger for budgeting: Budget Columns Maintenance Budget Control Groups Budgets Budget Input DefinitionBudget Column MaintenanceiVisions 9-Box Budget Column MaintenanceUse Budget Column Maintenance to define Budget Types (columns) for trackingbudget. The General Ledger typically comes with some preloaded budget types;however, they can be changed, and more columns can be added or deleted asnecessary.Activity (Required)The following activity walks through the process of adding a budget column to trackbudget.Add a New Budget ColumnSCENARIO: Business Manager, Owen Money, is ready to begin working on aproposed budget for the next fiscal year. Set up the following budget column.Right-click in the Budget Column Maintenance grid and select Add. The AddBudget Column window displays. This window displays Budget ColumnInformation and Budget Notes (optional).GENERAL LEDGER BUDETING AND POSITION BUDGETINGGENERAL LEDGER BUDGETING6

Enter the following information:FIELD NAMEVALUEBudget TypeNext Year Proposed 4.00%DescriptionProposedShow CurrentTransactionsYesUse JournalNoStatusUnlockedStart Date7/1/xxEnd Date6/30/xxPosition BudgetingNoneNotes4% increase to all expenditures including Payrolland Benefits.Mark the Close after update? checkbox.Click OK. The added column displays at the bottom of the Budget Columnsgrid.GENERAL LEDGER BUDGETING AND POSITION BUDGETINGGENERAL LEDGER BUDGETING7

NOTES ABOUT BUDGET COLUMNSThe Budget Column Description should not contain an apostrophe.To view current transaction in the budget column, mark the Show CurrentTransactions checkbox. Current transactions are any transactions posted during thecurrent year (determined by the Fiscal Year Start and End Date entered in GeneralLedger Configuration General Ledger Default Settings). The system nets thedifference between the debits and credits and displays the total as the YTDTransactions on the Budget Input windows.To track changes to the budget column with journal entries, mark the use Journalcheckbox. Once a budget journal entry is posted to a budget column with thecheckbox marked, the setting cannot be changed. (See, Posting to a Budget Journal).The Start Date field is for reference only. Enter a Start Date if applicable.Use the Status field to control the amount of access to the Budget Column in theBudget Input and Budget Input Definition windows only. This field is only availableto columns that do not Use Journal. From the Status dropdown, choose the status asapplicable:Unlocked: All users can accessLocked for Department Users: Users see only accounts that are assigned to theirDEPARTMENT (DAC) that have the budget flagged as Allow budget adjustment.Locked for All Users: No users can edit the columnThe Start Date field is for reference only. Enter a Start Date if applicable.The End Date field is for reference only. Enter an End Date if applicable.From the Position Budgeting dropdown, select the applicable option: None - A standard account level budgeting column. Basic - A column to be used for position budgeting that importspositions/supplemental from payroll and use the templates for the benefitscalculations. Pro Forma Payroll - A column to be used for position budgeting that importspositions/supplemental and benefits from a provisional database. Template masksare used for calculating benefits for vacancies.NOTE To use the column for Position Budgeting, the column must be defined as Basicor Pro Forma Payroll.Budget Notes is used to assign budget notes to the budget column. The BudgetNotes display in the Account Level Budgeting grid in Budgeting Budget Input forthe selected Editable budget if Display Budgets Notes is marked in Filter Criteria.Budget Notes are editable. Budget Notes can also be copied from 1 column toanother, but notes must be assigned prior to copying.GENERAL LEDGER BUDGETING AND POSITION BUDGETINGGENERAL LEDGER BUDGETING8

Budget Control Groups General Ledger Chart of Accounts Budget ControlGroupsUse this program to define optional Budget Control Groups for budget or cash.These groups are subject to the Budget Control settings defined for eachDEPARTMENT (DAC) in Security Workflow Configuration DistributedAccountability Centers.Using budget control groups changes the way that the system checks budget or cashbalances when requisitions are entered through Purchasing and Payables or theWarehouse module. Normally, if budget control groups are not in place, balancesare checked on an account by account basis.With Budget Control Groups in place, assign several account codes to a group. Thebudget amount for each account is added together to give a total for the group.When requisitions are entered, if there is budget capacity for the group, orderingcan be done using individual accounts that may, by themselves, be over budget. Thisis illustrated in the following scenario:Example 1: No Control GroupAccount A: 15,000Account B: 19,000Account C: 45,000Example 2: Using a Control GroupAccount A: 15,000Account B: 19,000Account C: 45,000Group Total: 79,000Scenario: A person orders supplies for a total of 35,000 out of Account A. InExample 1, the order would not be allowed because the budget for Account A hasbeen exceeded. However, in Example 2, the order would be fine because the 79,000 total for all accounts in the group has not been exceeded.Cash control groups can also be set up here. When adding a new group, chooseCash as the Type option and select a cash account from the Cash Accountdropdown. When orders are entered using accounts in this group, the systemchecks the available balance of the cash account. If there is adequate cash, thesystem allows the order to go through; if the cash balance is negative, the order isstopped.GENERAL LEDGER BUDGETING AND POSITION BUDGETINGGENERAL LEDGER BUDGETING9

Activity (Required)The following activity walks through the process of adding a budget column to trackbudget.Add a Budget Control GroupSCENARIO: The Business Manager is entering the budget and wants to create acontrol group for all supply accounts used by the Technology department.Right-click in the Budget Control Groups grid and select Add. The AddBudget Control Group window displays.Enter the following information:FIELD NAMEVALUEGroupTechnology SuppliesTypeBudgetCash AccountN/AActivity (Required)Assign a Budget Control GroupGeneral Ledger Chart of Accounts Account Code InputIn the Account Filter field type “001.40.?.541?” and click Apply Selection.All supply accounts for the Technology department display in the grid.There is no Budget Control Group currently assigned to the accounts.Highlight the accounts in the grid.From the Actions menu, select Assign Budget Control Groups. The AssignBudget Control Group window displays.From the Budget Control Group dropdown, select Technology Supplies.Click OK. The Budget Control Group is assigned to all highlighted accountsin the grid.Click OK.When Technology uses these accounts to place orders, the system checks thebudget against the control group instead of the individual account.GENERAL LEDGER BUDGETING AND POSITION BUDGETINGGENERAL LEDGER BUDGETING10

BUDGET INPUT DEFINITION General Ledger Budgeting CustomBudget Input Budget Input DefinitionIf the regular budget input window isn’t flexible enough, consider using thisprogram to create a custom budget input window. Using a definition provides theability to: Work with more than 3 budget columns in a grid Create comparison columns by dollar or percentage Run GL Report Writer Budget reports using a definitionActivity (Required)Create a Budget Input DefinitionRight-click in the Definitions grid and select Add. The Add Budget InputDefinitions window displays.In the Name field, type “Budget Comparison NY 4.00% to Current Budget”.Right-click in the grid and select Add. The Add Budget Input Detail windowdisplays.Enter the following columns (click OK to display a new Budget Input Detailwindow):FIELD NAMEVALUEColumn 1DescriptionNext Year Four PercentBudget ColumnNext year Proposed 4.00%Sort Order1TypeBudgetEditable?YesCol 1Col 2Column 2DescriptionBudgetGENERAL LEDGER BUDGETING AND POSITION BUDGETINGGENERAL LEDGER BUDGETING11