1. 1 Zortec Budgeting

2. 2 In this session we will cover the basics of LGC’s Zortec General Ledger Budgeting features. Topics include: Manual Budget Projections Automatic Budget Projections Budget Adjustments Worksheet – Revenues Worksheet – Expenditures Export to Comma Delimited File Import from Comma Delimited File

3. 3 Manual Budget Projections Manual Budget Projections allow you to manually enter the original budget or to populate the Budget Prep fields.

4. 4 To manually enter the original budget or to populate the Budget Prep fields, select #1-Manual Budget Projections. Budgeting features are in General Ledger. Once in General Ledger, select #63-Budgeting.

5. 5 On the ‘Functions’ pop up box, select “U”pdate.

6. 6 On the Search & Select screen you can enter a GL account number directly using Ledger Direct, or bring up a list of GL account numbers by using the Ledger Scroll option. Note: Be sure the Fiscal Year is correct.

7. 7 The Budget Projection screen shows details for Previous and Current Fiscal Years, as well as 4 Prep Fields to prepare the next fiscal year budget.

8. 8 Use caution: When in Update mode, the value can be overwritten. NOTE – Entering the budget value here DOES NOT create any transactions to the account. Original Budget: Original budget value for the displayed GL account number. This value can be manually entered.

9. 9 NOTE – These adjustments are entered via the Budget Adjustments Menu Option. Adjustments: This field reflects the total dollar value of any adjustments made to the original budget.

10. 10 Adjusted Budget: This field reflects the “new” budget amount after any adjustments are entered. (Original Budget plus/minus Adjustments)

11. 11 Actual Amount: This field reflects Year to Date total of transactions updated for the displayed account.

12. # of Adjustments: This field reflects the total number of adjustments made to the displayed account number. Percent: This field reflects the percentage of what has been expended or realized against the adjusted budget. 12

13. 13 Budget Prep Fields: The 4 Prep Fields on the bottom of the screen can be manually entered, or you can use Automatic Projections to populate these fields using basic mathematic calculations. The header names for the Prep Fields are defined in GL Office Manager – Fiscal Year Definition.

14. 14 Field Access If you want to limit the fields that can be accessed, while updating, simply hit F6 from the first prep field. A small pop up screen will appear. Place an “X” next to the fields to accept. If an “X” is next to the field, you will be able to access that field from the Manual Projection screen.

15. 15 Automatic Budget Projections Automatic Budget Projections allows you to calculate values for the Prep Fields using basic mathematics.

16. 16 To perform automatic calculations, select #2-Automatic Budget Projections from the Budget menu.

17. 17 Fill the screen as needed to calculate the desired results. In this example, we are computing a 3% increase on the current year ‘amended budget’, for expenditures in Fund 413, and placing this value in Prep Field 1.

18. 18 Division/Year: Your site’s division number and the Fiscal Year you will be working with, NOT the year you are projecting for. Project Which Prep Field: Enter the prep field (either 1, 2, 3, or 4) where you want your calculation to populate. Funds: Enter a beginning and ending fund number to limit the accounts you are projecting. Ledger Numbers: The fund field will be “XXX” out if you enter a fund range in the previous field. Complete the rest of the account fields to limit the accounts even further.

19. 19 Enter Field to Compute From: Enter one of the 10 possibilities from which to compute your projection. Enter % To Compute: The calculation will be based on the percentage entered. An increase would be 100 plus the percentage of the increase. In our example here, we are calculating a 3% increase on 06 – “Amended Budget”.

20. 20 Revenue or Expenditure: Type an “R” to calculate on revenues, or an “E” to calculate on expenditures. Account Field Number: If you want to further limit the account numbers the projection will calculate, you can enter the Field Number. You will then need to enter a From and Thru range to compliment the field number you selected to filter. For example, we are going to calculate a value for all benefit accounts by specifying the Object Code range 200 – 299.

21. 21 After running Automatic Projections, results will populate the designated prep field. In this example, we see our 3% increase on the current budget. The Results:

22. 22 Budget Adjustments Use the Budget Adjustments option to make entries that adjust the current budget. Changes made in this option are actual budget changes, not preparation changes.

23. 23 To make adjustments to the current year’s budget, select #3-Budget Adjustments from the Budgeting menu.

24. 24 On the ‘Functions’ pop up box, select “U”pdate.

25. 25 Period: Enter the Fiscal Period in which the adjustment will be reflected. Date: Enter the date for the adjustment. The date must be a valid date for the Fiscal Period. Reference: This field is for any user defined “note” that will show in the reference field of the transaction. You can use any characters in this field. Reason: Type a descriptive reason for entering this adjustment.

26. 26 Debit/Credit: This field determines if the adjustment will affect the budget as an increase or decrease. Amount: Type the dollar amount of the adjustment.

27. 27 Once you have accepted the adjustment, the Adjustments and Amended Budget fields will reflect the change.

28. 28 The Adjustment will also be reflected on the Budget screen. Notice the # of Adjustments has also changed.

29. 29 Budget Worksheets Use the Budget Worksheet ‘Revenue’ or ‘Expenditure’ to print a report of budget and budget prep information.

30. 30 There are two options for printing worksheets, one for Revenues and one for Expenditures. Use these worksheet options to set up the parameters that create a worksheet report.

31. 31 Report Default No: Type any user-defined number from "1" to "99" in the Report Default No field. If the parameters for this worksheet will not be saved, leave this field blank. Press if needed to advance to the next field. Enter Division: Your sites Division code will appear here. To accept the default, press, or type in the division.

32. 32 Column Character: Type the character you want to use to form vertical lines on the worksheet in the Column Character field. The “I” (pipe symbol) creates a straight line between columns. This field can be left blank if preferred. Enter month/year completed: Type the last completed month and year that will be used to create the worksheet in the Enter month/year completed field.

33. 33 Use Spaces After: If you type "Y" in the Use Spaces After field, then the system will check the Spaces After field in the Chart of Accounts and insert the desired blank lines after the appropriate ledger record. Type "N" if you do not want to use the Spaces After field. Print Accts w/o Activity: If you want to print all accounts, including those with no fiscal year activity, type “Y”. If you do not want to include accounts with no fiscal year activity, type “N”.

34. 34 Enter beginning ledger: Type the beginning account number that you want to print. You can leave this field blank to start with the first account number. Press to the next field. Enter ending ledger: Type the last account number that you want to print or leave blank to include all ledger numbers.

35. 35 Print Fund Totals only?: Type “Y” if you want to only show fund totals, or a summary, on the worksheets – with NO detail. If you want to show detail for each account number, type “N”. Show Decimals: Type “Y” to show the decimal value for each account on the worksheet. If you would prefer the system to round all values to the nearest dollar, type “N”. Alt Key: Type the alternate key if you want to change the reporting sequence of the ledger numbers from the normal sequence, by ledger number, to some other user- defined sequence. Press if needed to advance to the next field.

36. 36 Ledger Types to Include: Type the ledger types, up to 5, that you want to print on the worksheet. Press as needed to the next field.

37. 37 Active Totals: Active Totals fields refer to the header/total ledger numbers (accounts). The General Ledger system allows you to create up to ten levels of totals. This field allows you to print any level of totals. You can also force the page to break after the totals print. If you do not want to print any totals, leave these fields blank and press to the next parameter. If you do want to print totals, type “Y” to page break at this total level and type the total level number after the hyphen. If you do not want to page break, leave the fist portion of the field blank.

38. 38 Fields 1 - 7: These fields refer to the valid reporting fields, which you can specify. This area includes 3 sets of parenthesis for each field. The first 2 character parenthesis is where you type the number that corresponds to the reporting field. The second and third sets of parenthesis are used to type a user-defined heading that will correspond to that column on your worksheet. NOTE – A handy tip – think of these 7 fields as the 7 columns that will make up the body of your report. To view the possible reporting fields, press F5.

39. 39 Fields 6 – 9: These fields will print the values entered to the four budget prep fields. If you want to reverse the positive/negative sign that appears in the prep fields, type “Y”. Leave blank to print the value as it appears in the prep fields. Field 10: This field will print the Original Budget, as it shows on the Budget screen, prior to any adjustments. Hitting F5 will bring up the Valid Reporting Fields screen. Fields 1 & 2: These fields will print the prior fiscal year budget and actual values. Fields 3 & 4: These fields will print the current fiscal year budget and actual values. Field 5: This field will calculate a projected Year End value based on the current year actual amounts.

40. 40 Fields 13 & 14: These fields can be used to calculate the percentage difference between to other fields. Type the field numbers that you want to calculate in the parenthesis for each field. If you need to reverse the sign that appears in your calculation, type “Y”, otherwise leave the “Reverse?” field blank. Valid Reporting Fields continued: Fields 11 & 12: These fields can be used to calculate the difference between to other fields. Type the field numbers that you want to calculate in the parenthesis for each field.

41. 41 When you have determined which fields you want to print on the worksheet, and have entered any details needed to calculate possible fields, or reverse necessary signs, hit to return to the Worksheet Screen. NOTE – Fields 15 – 20 are not currently being used.

42. 42 Complete the 7 fields with the information you gathered from the Report Fields screen. Each field (column) can have up to two lines of descriptive heading. NOTE – If you want to leave a blank column on the worksheet for notes or comments, complete the fields as shown for Field 7. Simply leave the parenthesis for the field number blank, and type in a heading. Doing so will create an additional column on the worksheet, but leave it blank.

43. 43 Heading: If you want to have a “title” for the worksheet, type that in the Heading field. This field will type at the top of the page. Once you have completed the screen, enter the Printer you want to print the worksheet to. Your report should begin printing.

44. 44 The Results:

45. 45 Setup of previously described ‘Worksheet – Expenditures’ works the same for ‘Worksheet – Revenues.’

46. 46 Export to Comma Delimited File Use the Export option to create a file that can be exported into a spreadsheet program of your choice.

47. 47 To create a file for exporting, select #9-Export to Comma Delimited File from the Budgeting menu.

48. 48 Once you have selected the Export option from the Budget menu, this screen will appear.

49. 49 Enter Division: Your sites Division code will appear here. To accept the default, press, or type in the division you want to work with. Enter month/year completed: Type the last completed month and year that will be included in the export file. Include Accts w/o Activity: If you want to include all accounts, including those with no fiscal year activity, type “Y”. If you do not want to include accounts with no fiscal year activity, type “N”.

50. 50 Enter beginning ledger: Type the beginning account number that you want to include. You can leave this field blank to start with the first account number. Enter ending ledger: Type the last account number that you want to include or leave blank to include all ledger numbers.

51. 51 Alternate Key: Type the alternate key if you want to change the reporting sequence of the ledger numbers from the normal sequence, by ledger number, to some other user-defined sequence. Ledger Type to Include: Type the ledger types, up to 5, that you want to include in the export file. You MUST include at least one ledger type for the file to be created.

52. 52 Different Files: In some instances, you may want to create multiple files, broken down at the department level of the account number. To do this, hit F4 once you see the prompt at the bottom of the screen. This will bring your cursor to the top right parameter “Different Files by Dept”. Answer this parameter “Y”es. You must also specify which part of the account is the department number in “Department Field Number”.

53. 53 Filename: The Filename field is not normally accessible. However, anytime you see the prompt at the bottom of the screen “F5..To Change Filename”, you can access this field, by simply hitting F5. Once you hit F5, your cursor will appear in the Filename field. Type the path and filename and press to accept. Don’t forget to include the.CSV extension.

54. 54 Filename: By default, the filename will be named GLBUDGXP.csv, IF you are creating one file, not broken down to multiple files at department number. Accepting the default filename will place the file named GLBUDGXP in the MFILES\DQEXP folder on your server.

55. 55 Filename: If you choose to create multiple files by department, the filename will change to reflect the department number. Note the filename will still begin with “GLB”, with the remainder of the filename being each department number. If your department number is not 5 digits, the remaining spaces will fill with X’s. For example, if your account number is 41200 – the file will be named GLB41200.csv. If your account number is 412 – the file will be named GLB412XX.csv.

56. 56 Exported Fields: The bottom half of the screen lists several budget fields you can include in your file, and export into a spreadsheet program. By default, all fields will be exported, marked with “Y”. Type “N” next to the fields you do not want to export.

57. 57 Exported Fields… ACCTNO: Will print the entire account number in one column on the report. If you will be using the Budget Import process, this field must be Y. This will put all fields of your account number in one column. FUND: Will break the fund out of the account number, and print in a separate column. ACCTNF: Prints the account number, with no fund number, all in one column. ACCTPn: Breaks the account number apart, by field, and prints each field in a separate column. The lower case “n” will represent the field number (for example, ACCTP2 would represent the second part of your account number).

58. 58 Exported Fields, cont’d… DESC1, DESC2, and DESC3: Prints each line of account description, into a separate column.

59. 59 Exported Fields, cont’d… PY2ORI: Prints the Original Budget value, for 2 years prior. PY2AMM: Prints the Amended Budget amount, for 2 years prior. PY2ACT: Prints the Actual Amount, from 2 years prior.

60. 60 Exported Fields, cont’d… PY1ORI: Prints the Original budget value, for prior year. PY1AMM: Prints the Amended budget, for prior year. PY1ACT: Prints the Actual amount from prior year.

61. 61 Exported Fields, cont’d… CYORI: Prints Current Fiscal Year Original Budget. CYAMM: Prints the Current Year Amended budget. CYACT: Prints the Actual Amount, from current fiscal year.

62. 62 Exported Fields, cont’d… PROJYE: Projects an amount for the rest of the Fiscal year, and prints. PREP1, PREP2, PREP3 and PREP4: Prints the amount, if any, from the Prep fields. If there is nothing in the Prep Field, and you choose to include in the file, the result will be zeros.

63. 63 Exported Fields, cont’d… Once you have marked the fields you want to include, press F9 to accept the screen. The system will prompt you at the bottom the it’s “working” and therefore creating the file. When done, the file(s) will be created and you will return to the menu.

64. 64 The File… Once the data has been exported, the file will reside in the location specified in your synonym file. If you are unsure about this location, contact Customer Support. If your server’s operating system is of a Windows type, you can use windows explorer to locate the file and open it by double clicking on the filename. You can then save the file to your workstation and start making changes for budget preparation purposes. If your server’s operating system is of a Unix type, the file will need to be transferred to your workstation to be opened and modified. Contact your system administrator if you need assistance with transferring the file to your workstation.

65. The Results: Open the file in Excel and make a few formatting changes and this is what the file looks like. The file is now yours to work with as you need. Note the headings on the first row. You can change these as needed. They simply reflect what the column represents. 65

66. 66 After using the Budget Export program to export your budget information to a file, you can then make any necessary changes to that spreadsheet. Your objective is to get your exported file in a format that will be used for importing the new year’s budget or the prep field data back into the system. Importing the data back into the system is the “Import from Comma Delimited File” process….

67. 67 Import from Comma Delimited File

68. 68 Once you have made the necessary changes to your spreadsheet and are about ready to import it back into the system it will look similar to this spreadsheet. YOU MUST HAVE THE ENTIRE ACCOUNT NUMBER IN ONE COLUMN. The other columns contain other information related to the accounts. At least one of the other columns should contain the dollar amounts that will be imported into the system. GL account number is in column A. Changes are being made in column K on the spreadsheet.

69. 69 The column with the GL account number and the column with the amount that will be imported should be between columns 1 and 9. (Columns 10 and up cannot be imported.) The file needs to be saved as a CSV type file. CSV format is available for most spreadsheet application programs. Use the ‘Save As’ feature to find the CSV format. The file name should be one word (no spaces), no greater than eight characters. The filename can be alphanumeric. The file should be saved on your server in the data file DQEXP directory.

70. 70

71. 71 Before you import, check to see if you have all of the required column fields. At minimum, you must have the entire account number in one field. You also need at least one other column of information that will be imported. This will be either prep field information or actual budget information. Note: Because data past column 9 (or I) cannot be imported, the amount column was copied to a lower column. In this example, column 4 (or D).

72. 72 You are now ready to execute the import program option. From the General Ledger, Budgeting menu select option #10- Import from Comma Delimited File. A screen similar to below appears. This runtime screen will be completed based on the information you will be importing.

73. 73 Importing data… Enter Division: Your sites Division code will appear here. To accept the default, press, or type in the division you want to work with.

74. 74 Importing data… Enter Month/Year: Type in the month/year you want the budget information to be imported into. If this is your 2016 budget that you are importing into a prep field in the 2015 fiscal year, you would probably want to use month/year 06/2015. Use caution with the month/year you select. If an incorrect month/year is entered, you could possibly overwrite some necessary data. In this example we will be importing the data into one of the prep fields in fiscal year 2015; thus the need for using month/year 06/2015. WARNING – Use caution when entering the Month/Year and Field to Update. If you are unsure of what to put in these fields, contact Customer Support for guidance.

75. 75 Importing data… Acct # Column: This is the column from the spreadsheet that contains the account number. Previously when we looked at the spreadsheet, we noted that the account numbers are in column 1 (or A.) This field can be a letter or number, but cannot be greater than 9 (or I.)

76. 76 Importing data… Amount Column: This is the column from the spreadsheet that contains the amount that will be imported. Previously when we looked at the spreadsheet, we noted that the amounts are in column 4 (or D.) Again, this field can be a letter or number, but cannot be greater than 9 (or I.)

77. 77 Importing data… Field to Update: Entering a ‘5’ will update the original budget. ‘1-4’ will update one of the four budget prep fields. WARNING – Use caution when entering the Month/Year and Field to Update. If you are unsure of what to put in these fields, contact Customer Support for guidance.

78. 78 Importing data… Filename: Enter the file path and filename that contains the data you wish to import. Be sure to enter the complete path in this field. When the program is run, if there are any invalid account numbers for the year specified, you will receive a message about invalid account number. WARNING – Use caution when entering the Month/Year and Field to Update. If you are unsure of what to put in these fields, contact Customer Support for guidance.

79. 79 The Results: Once the import program is run, the data is then in the system for you to modify, run reports, etc.

80. 80 This completes our presentation on the Zortec Budgeting section of Resource 2015. If you have questions about any of these processes contact our Support Center at: 1-800-737-1826 Or visit us online at: www.localgovcorp.com