1. Budget Manager Web

2. Logging In Open a web browser and log in to the school web site. http://www.sd5.k12.mt.us

3. Quick Links On the right side of the school web page, click on KPS Employee Portal. Log in using your user name and password.

4. Budget Manager Once logged in, hover your mouse over the Budget Manager tab. A drop down menu will appear. Choose Budget Manager Inquiry. Note: Your main screen tabs may differ from what is shown. Tabs are set up according to account rights.

5. Budget Manager Inquiry If you manage more than one location, click the down arrow on the location box to choose your location. You can also make budget inquiries by year by clicking the down arrow on the Year box.

6. High Level View Clicking the Sub-Totals will expand the Budget, Commitments, and Expenditures lines for a high level look at spend. Clicking the Balance Available number will open a detailed list of account numbers along with spend.

7. Detail By Account From this screen you will see the account number, budget, commit, expenditures, and balance. Account – Where the money is located Budget – Amount in the account Commit – Open purchase orders that have not yet been paid Expenditures – Checks that have been cut to pay expenses Balance – Remaining funds from the original budget.

8. Let’s Drill Down! There are many ways to look at detail. Firstly, let’s drill down by account. By clicking any of the numbers in the account line, you will see only that number that is in your list of accounts. In this example, we are choosing to look by fund 201. We now see only the accounts that are fund 201. Once you have drilled down the account, click on the Expenditure amount to show the detail for that specific account.

9. Where’d All That Money Go? This screen will show you the current spend and commitment for the account you selected to look at. Looking at the second line, we see that we spent $3836 on Central Heating & Cooling, Inc. To see even more detail, click on the Invoice # for that line. If a PO were created, you would see that number under Order #.

10. Detail Detail Detail This is the final look of detail. We can see that there was an Air Conditioning Repair made at the GHS Writing Center. And, we also see the invoice and pay dates along with the check number.

11. Questions Q: I can’t see an account I’m supposed to be managing. What can I do? A: Contact the Finance Director to have the account added to your view. Q: Is the data I’m looking at live data? A: No. Data will populate as it is entered in to the system. Q: How can I make sure I have the most up to date information in Budget Manager? A: Use Purchase Orders. PO’s are used to commit money, which will show up in your Budget Manager. Making orders without PO’s will not show the money until the invoice has been paid.