This is intended to be a general guide checklist for Budgeting in USAS-R.
Suggested but NOT required preliminary checklist before budgeting for next FY: You can create a budgeting spreadsheet within a scenario and run it for ALL active accounts you have in USAS. You can then export this to Excel and use it as a checklist to see if you can inactivate any accounts not being used. This can help clean up your active accounts and get rid of accounts used years ago. Keep in mind if you are using a grant account this FY but will not be next year, you will need to keep that account active in the system to finish out the FY and audit. Ideally, this could be used to clean up grants from years ago or accounts you haven't budgeted for in years. This can also help you see what accounts you have to work with and if you need to create any new accounts that will be used in the next FY before beginning your budgeting. Once you have your list on Excel, go to Core>Accounts, click on the expenditure tab, filter by Active = true, search for your account, click on |
The Budgeting Menu contains two programs:
The steps in the Budgeting Process are:
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Click on
This will Clone the Scenario and all underlying Budgeting Sheets for that Scenario. |
If this Scenario was created prior you will need to edit the scenario first before being able to create a new sheet or upload, upload/replace or regenerate an existing budget sheet. |
Click on 'Create' to create a spreadsheet within the budgeting scenario
When creating multiple budget spreadsheets, you need to be sure you are not duplicating any accounts across spreadsheets. For example, you cannot have an overall general fund budget spreadsheet that includes all active general fund accounts AND a general fund spreadsheet for the High School budgets specifically. The system will not be able to process the accounts that are duplicate within the spreadsheets. |
Once a spreadsheet is created in the scenario, it is displayed on the Budgeting Sheets grid. You can then access the spreadsheet using one or more of the following options in order to add proposed amounts:
Make sure you Save the Scenario if you want to keep any Budgeting Sheet changes. If you do not Save the Scenario any Budgeting Sheet changes will be lost. |
Use the Upload option to upload outside spreadsheets into your scenario. These spreadsheet may contain proposed amounts.
The outside spreadsheet must contain account code dimensions in separate columns with the proper column headers. You may also include the proposed amounts. The following rpd-json files may be downloaded and imported into the Redesign. They are similar to the SSDT Budget Expense and Revenue Expense template report definitions but have been formatted to include the proper columns headers in a spreadsheet format.
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Once a scenario is completed, it can be "promoted" to the proposed amounts field on the budget and revenue accounts. Promote includes all spreadsheets in the scenario. Once promoted, the accounts with associated amounts will appear in Budgeting/Proposed Amounts Grid as well as the Next Year Proposed Amount field under the accounts UI.
Please note that once a scenario is promoted for a fiscal year, any successive scenario related to the same fiscal year that is promoted will overwrite the prior scenario's amounts. When a Scenario is promoted it deletes out anything in the Budgeting/Proposed Amounts grid for the same fiscal year and then uploads the new accounts/figures from the Scenarios Budgeting Sheets that was just promoted. So instead of creating separate scenarios, we recommend creating separate spreadsheets within the same scenario. |
Contains separate tabs for existing 'Proposed Budgets' and 'Proposed Anticipated Revenues' amounts in a grid format based on the fiscal year selected. Users can:
Once all of the proposed amounts have been entered for a fiscal year, click 'Apply' to apply them as initial budget and initial revenue figures.
You cannot choose specific accounts to apply amounts to. It will apply the amounts to all accounts on your proposed amounts grid. |
Choose from the following Transaction Types:
Effective Date: automatically defaults to the first day of the fiscal year selected when selecting temporary or permanent transaction types. When selecting Adjustment transactions type, you have the option of entering an effective date. The adjustment will not become effective until you are in that processing period.
Click on 'Apply' to proceed with applying the proposed figures as the initial budget/revenue estimates.
For further information on the Budgeting process, please refer to the Scenarios and Proposed Amounts sections of the Budgeting chapter in the USAS-R manual. |