Overview

• The Budget Management Tool enables Clubs to populate their Budget Ledgers for current/future periods.

Required Permissions

• General Ledger

• Add/Edit/Delete Budget

Navigation 

To access the Budget Management tool,

1. Click the General Ledger option from the top menu.

2. Select Budgets from the drop-down list of options.

Create Periods to Populate 

1. Before entering or importing budget data, first create Ledger Periods to populate. 

   • Click on the green + button.

   • Enter the year to create the periods.  

   • Click OK to continue.

2. Confirm creation of Ledger Periods for designated time period. Once Periods have been created, the Budget can be populated.  

   • This is done by closing out the budget tool and checking to make sure the periods were created. When launching back into the budget, your new budget year will populate.

Populate Budget Data 

Import File 

To import your budget from a .CSV file, please follow our Import Budgets Guide.

Direct Data Entry 

In addition to utilizing the Data Import Wizard, numbers may be entered directly into the Budget Management tool to populate the Budget. 

1. To enter numbers directly, select an Account, and type directly into the Budget field for the appropriate period.  Click Save when finished.

2. Alternatively, for fixed period amounts, enter the total Annual budget amount in the top Set Annual Value line to have the system distribute the amount equally across the 12 budgeted periods.  

3. Entering $120,000 results in monthly budgeted amounts of $10,000/month.

4. Click in another cell to see results populate.

More Options

In addition to utilizing the Budget Import, or direct data entry, more options to populate the budget appear below.  Click the + to expand and view.

Copy Data 

1. To base a budget on another budget or actuals, select the Copy option, and then fill in parameters to fit needs.

   • For example, to populate 2017 Budget numbers based on 2016 Actuals + 10%, set parameter, and click This Account to see results.

   • Or, to populate 2017 Budget numbers based on 2016 Actuals + a fixed dollar amount, set parameters, and click This Account to see results.

   • To populate 2017 Budget numbers based on 2016 Actuals without any adjustment, set parameters to the following, and click This Account or Multiple Accounts to see results. The Multiple Accounts option is available to impact more than just the selected account and should be viewed as all accounts. 

Set Specific Value 

1. To populate Budget numbers based on a specific value, click on the Set Specific Value radio button, choose Budget, and specify value to populate.  

   • Note that Multiple Accounts feature is not available with this option.   

Delete Budget Data 

1. To assist with Data Entry, if improper balances were loaded, utilize the Delete all budget data function to clear out previously populated balances for one or multiple accounts. 

2. Click Yes to confirm deletion.

3. Populated balances will bet set to zero.

Best Practices

• To cut down on data entry time, use toolsets such as the Budget Import Wizard, or the tools found in the More Options section.

• After creating the new Budget Year and Periods, close the budget tool and re-launch in order for the new Budget Year to populate within the budget tool.

FAQs

• Q: How do I base next year’s Budget on a % of current year actuals?

• A: Expand the More Options section, select the Copy option, and define the parameters to fit your needs.

• Q: Do I need to post Budget Numbers?

• A: Once saved, Budget Numbers flow directly into the Budget Ledger, and do not require an additional posting.

• Q: What do I do when I receive an error saying my data is incompatible during the Import process? 

• A: An error such as the following would indicate that the Account specified is not active for the designated department. Either activate the desired Department for that Account in the Account setup, or modify the Import spreadsheet to reflect an Active department.