This is intended to be a general guide checklist for Budgeting in USAS-R.

Suggestions before beginning budgeting for next FY

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 

 to view your account, click edit, uncheck the active checkbox, and hit save. 

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The Budgeting Menu contains two programs:

• Scenarios: Allows for the creation of a budget scenario via spreadsheets which are then promoted to proposed amounts. 

• Proposed Amounts: Displays budget and revenue amounts for a specified year in grid format. Proposed amounts are then applied to initial budget and revenue estimates as temporary or permanent appropriations or adjustments.

The steps in the Budgeting Process are:

1. Create a Scenario

   1. Add/Update Budgeting Spreadsheets

2. Promote the Scenario

3. Apply the proposed amounts. 

Scenarios

• Click on Budgeting/Scenario/Create to create a Scenario

• Enter Name & Description, and the Fiscal Year you are budgeting for

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• Click Save to save the Scenario or continue on to create or upload sheets. Remember to ‘Save’ the scenario when finished

• Find the Scenario you want to Clone on the Scenario Grid

• View the Scenario using 

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• Click on 

Create New Budgeting Spreadsheets within the scenario

Click on 'Create' to create a spreadsheet within the budgeting scenario 

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• Select Type (Budget or Revenue)

• On the 'Properties' tab, add or remove properties you would like on your spreadsheet.

• Click on 'Configure Filters' to filter accounts you want included on the spreadsheet (i.e only want accounts with OPU = 200)

  • You can save a query to be able to pull it up at a later date by giving it a name and clicking on 'save query'

• Enter a 'Sheet Name' 

• Click on 'Save Sheet' to save your spreadsheet.  A 'Confirmation Sheet Creation' box appears.  Click on 'Create' to continue creating the spreadsheet.  Once complete, an informational box appears stating the budgeting sheet created successfully.

Budgeting Sheets Grid

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:

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• Click on

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  to edit an existing spreadsheet  (must use the existing PA-XXXX column to enter your proposed amounts)
  
  

  • you can add (insert) or delete rows in your spreadsheet

  • You can use formulas to enter your proposed amounts

• Click on 

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   to regenerate the sheet.  You may make changes to your selected properties, filters etc. if desired. You will then save the sheet, overriding the previous sheet values and accounts. 

• If you prefer to enter proposed amounts and/or make changes to your spreadsheet via Excel, click on 

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   to download the spreadsheet into Excel.  Once the spreadsheet is completed and saved, click on 

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   to upload/replace the spreadsheet back into the scenario

• Click on 

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   to delete an existing spreadsheet you no longer want.

Upload Budgeting Spreadsheets into the scenario

Use the Upload option to upload outside spreadsheets into your scenario.  These spreadsheet may contain proposed amounts.

• Click 

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• Enter a 'Sheet Name' and optional 'Description'

• Click on 'Choose File' and select the outside spreadsheet you want to upload

• Click on 'Start Upload' to upload the spreadsheet.  Once complete, an informational box appears stating budgeting sheet was uploaded successfully.

Promote a Scenario

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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.