G/L Budget Assistance

Reports and Options

Overview: General Ledger Budget gives you the ability to enter next year's budget figures into General Ledger.

Follow the directions below.

1. Login into both CompuShare 5.0 and the General Ledger/Subsidiary Ledger Menu program. To do this, double click on the CompuShare 5.0 icon on your desktop and log into CompuShare.
   
   
   
   
2. Select 8 on the Main Menu to log into General Ledger. Enter your password in the login screen and click Login to continue.
   
   
   
   

   Please Note: If you need to add any G/L Accounts for next years budget, you should do it before continuing. This can be done in the G/L Account Maintenance program.

   
   
3. From the General Ledger Main Menu, you will need to select
   menu option 6 - General Ledger File Maintenance Menu.
   
   
4. From the General Ledger File Maintenance Menu, you will need to select menu option 4 - General Ledger Budget Input.
   
   
   
   
5. Set options for the General Ledger Budget Input program first, by selecting Options from the top menu.
   
   
   
   
6. Review the Options.
   
   
   
   Suggested Options:
   
   

   Report/Form Options:	All Accounts will be Printed
   Report What Budget Figure?:	Use Previous Budget Year on Report
   Update Next Year's Budget:	Will Update Budget for Current Calendar Year

   
   
   
7. Click OK.
   
   
8. Now that your options are set, let's move on to Reports. You have four (4) budget reports available to you. It is not necessary to print them at this time, but they may be helpful in preparing your budget.
   
   
   
   

   Blank Budget Form	Prints one blank sheet for each G/L account.
   Budget Forms	Prints one sheet for each G/L account including inputted budget figures.
   Blank Budget Report	Blank input report.
   Budget Report	Input report with Budget info included.

   
   
   
9. To Print a Report, select Reports from the top menu and select the report you would like. When it is done, click OK.
   
   

Create Budget File

Overview: This step will create a Temporary Budget File from your current G/L Master File. You will now enter your new budget into the Temporary File. Once the Temporary File is correct, you will use it to update the budget fields in your live G/L Master File.

Create a Temporary Budget File:

1. From the General Ledger Input Screen, click Create File on the top menu.
   
   
   
   You may get the following screen.
   
   
   
   The program found a previous version of the file. Since we are creating a new file, clicking Yes would overwrite the previous version. Click Yes to continue.
   
   
2. Click the Initialize Budget Figures button on the next screen that will appear.
   
   
   
   The G/L Budget Input screen will look like this after initialization.
   
   

Enter, Print & Update Budget

Enter the Budget Figures:

Once you have initialized the budget figures, you are ready to enter new budget figures. You have three (3) choices when entering new a G/L Budget.

1. Click the boxes next to the G/L Accounts you want to enter a new budget amount for. A check mark will appear.
   
   
   
   

   NOTE: If you have several G/L accounts that have the same fixed amount, you can tag all of them by clicking the Tag All Items button. You will only have to update the fixed amount once to affect all accounts. To untag any or all accounts, click the Untag All Items button.

   
   
   
2. Click the Enter Fixed Amt button.
   
   
   
   
3. Enter Fixed Amount and click OK.
   
   
   
   

   NOTE: The Amount you enter here is the monthly budget figure. The system inserts this amount in each months budget. The system then adds up each months budget amount to arrive at the Budget YTD field.

   
   Repeat these steps until you have completed the entire budget.

Choice 2 - Enter A Percentage Increase:

Follow these directions:

1. Click the boxes next to the G/L Accounts you want to enter a new percentage for. A check mark will appear.
   
   
   
   

   NOTE: If you have several G/L accounts that have the same percentage increase, you can tag all of them by clicking the Tag All Items button. You will only have to update the percentage increase once to affect all accounts. To untag any or all accounts, click the Untag All Items button.

   
   
   
2. Click the Enter Percentage button.
   
   
   
   
3. Enter Percentage and click OK.
   
   
   
   

   NOTE: The system multiplies the Last YTD figure by the percent you entered to arrive at the new Budget YTD figure.

   
   Repeat these steps until you have completed the entire budget.

Choice 3 - Enter Different Amount for Each Month

Follow these directions:

1. Click the Display Detail button.
   
   
   
   
2. Key in the Monthly Budget Amounts for each month.
   
   
   
   
3. Click Save Changes.

Print the Budget:

Follow these directions:

1. From the General Ledger Budget Input Screen, select Reports and click Budget Report.
   
   
   
   
2. Click OK.
   
   
   
   Review the Budget Input Report to make sure these are the figures you want to update into next years budget. If they are correct, continue with the next step below. If not correct, make necessary changes before continuing.

Update the Live Systems Budget Figures:

Overview: This step moves the budget figures you have entered in the Temporary Budget File to the live system's budget fields.

Follow these steps:

1. From the General Ledger Budget Input Screen, click Update G/L on the top menu.
   
   
   
   
2. Click Yes.
   
   

If you go into G/L Account Inquiry and click on the Budget Forecast tab, you will see the latest budget figures.

You have now completed the G/L Budget program.