Budget Journals

Budget Journals

Once levels are established, you can create individual budget journals that are tied to a specific budget level or you can use a single journal not assigned to a specific level.    This is done by going to General Ledger | Organization | Journal Codes.   
 
Individual Journals You can a separate journal codes assigned to a specific budget level.   
 
Advantages:
 It allows a Budget Level to be assigned when performing Budget Routines.
 It is easier to delete entries for a certain Budget Level. 
 
Disadvantages:
 You must maintain multiple journals.
 You must remember which journal code to use when entering or editing budget. 
 
Single Journals You can also use a single journal code not assigned to a specific budget level.   
 
Advantages:
 There is only one journal to maintain.
 It is easier to remember one journal code when entering or editing budget. 
 
Disadvantages:
 It limits the ability to assign Budget Levels when performing Budget Routines.
 It is more difficult when deleting entries for a specific budget level.
 It is more difficult to determine in inquiry or on some reports which level the entry is assigned to. 

There are three (3) main methods to enter your budget into the General Ledger.   
 Manual entry
 Import amounts
 Import directly from Excel using miExcel 

MANUAL ENTRY 
 
Go to General Ledger | Budgeting | Enter Budget Amounts.  This screen is where you will select the Year-ending, Journal, Budget Level, Period, Mode, and Worksheet Style to work in.

YEAR-TO-DATE MODE VS. NORMAL MODE 
 
Year-To-Date Mode allows you to enter the budget amount you would like the line item to become. The computer will make the entry for the difference of the current budget amount and the desired amount. 
 
For example, if a supplies expense account currently has a budget of $2,000 and you now want the budget to be $3,000, you will enter $3,000 for the amount. The system will then create an entry for $1,000 to increase the current budget to equal the new amount. 
 
Normal Mode allows you to enter the net change you would like to make to the balance. 
 
If you were using Normal Mode in the previous example, you would enter $1,000 for the amount.  The system will post the entry just a it is entered and not compare it to the existing budget amounts for the account. 
 
NOTE: Sometimes it is easier to adjust Budget numbers by making a new entry rather than trying to edit the original entry using Year-To-Date Mode. 

WORKSHEET STYLE 
 
Choosing the Worksheet Style will allow you to enter your budget into a grid for easy entry.  To enable Worksheet Style, follow these steps:
 When going into Enter Budget Amounts, check the Use Worksheet Style checkbox on the Enter Budget Amounts Options screen and click OK.   
 Specify a default Description for the budget amounts you are about to enter.
 Click on Values next to the Accounts field.
 Enter a range of accounts you would like to enter the budget for and click OK. 

 Click Create Worksheet.
 Click Yes to replace the current entries. 
 
A grid will now appear with all the accounts you specified.  Simply enter the budget amount and press Enter to move to the next line.  When you are complete with entering the budget, click Save entries to create the budget amounts. 



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