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(Training GuideEnterprise Budgeting - Release 2.00Overview)

(Training GuideEnterprise Budgeting - Release 2.00Overview)

Training Guide

Enterprise Budgeting

Release 2.00

QUALITY ENDORSEMENT - ISO9001 Quality Management Systems - Requirements

ABOUT TECHNOLOGYONE

TechnologyOne (ASX: TNE) is a leading enterprise software solutions provider. For more than 20 years we have been providing deeply integrated software solutions for business, government, financial services, health and community, education and the utilities sectors. Tens of thousands of people each day use our world class solutions, which we develop, implement and support. Our enterprise wide solution suite is based on leading edge technology and is backed up by a substantial R&D program. Our consulting teams provide world-class services and this provides our customers with a long term, secure and valuable partnership. TechnologyOne employs more than 800 people and has offices in each State and Territory of Australia, as well as New Zealand, Asia and the United Kingdom.

Our enterprise software solution suite encompasses financials, supply chain, human resources, payroll, strategic and performance planning, business intelligence, budgeting, property and rating, student management, project and asset management and maintenance, enterprise content management and customer relationship management. For further information please visit www.TechnologyOneCorp.com.

COPYRIGHT

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means electronic, mechanical, photocopying, recording or otherwise, without the prior permission of Technology One Limited.

SUPERSESSION CLAUSE

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DOCUMENT INFORMATION

Document Name: STM Manual - Budgeting.Docx

Date created: 08 January 2014

Author: Danny Watkins

Version Date: 24/07/2014

Contents

1.Enterprise Budgeting3

1.1Overview3

2.Budget Models4

2.1Accessing and updating the budget pack4

2.2Salary Data8

2.3Assets Worksheet11

2.4Export/ Import Budget Data14

2.5Budget User worksheets18

2.6Budget Ledger Enquiry22

2.7Comments and Attachments25

2.8Budget Pack Report33

2.9Budget Approval Process36

Appendix A - Document Control42

Training Guide

Enterprise Budgeting - Release 2.00

Contents

© Commercial in Confidence

i

Enterprise Budgeting

The enterprise budgeting process is concerned with the process in which an organisation will manage all its budget processes. The solution provides two standard budget models to budget against the General Ledger and the Project Ledger.

Overview

Budget Models

The solution provides two budget models, General Ledger Budget Model and the Project Ledger Budget Model. Any project ledger budget transactions will be disbursed to the General Ledger using set rules in the processing group. General ledger budget model will be mainly used in non-project related budgeting.

In this training course, the General Ledger Budget model will be used. The same techniques and concepts are applicable for the project ledger budget model as well.

Accessing and updating the budget pack

In this section we will update the budget with the budget figures.

1. Log in to the system and select the Manager – Cost Centre workplace.

2. Select the My Budgeting tab and select the budget model to view and enter the budget.

Once you select the budget model from the pick list the budget pack that is assigned to you will be displayed under the budget pack section.

If you cannot see any budget packs after selecting the budget model then the budget administrator has not assigned any budget packs to the user. The budget administrator is responsible for assigning the different budget packs to the different users.

3. Select a Budget Model and select the Budget Pack to use.

4. Click the Revenue tab.

The General Ledger budget pack has five tabs.

Revenue - to budget for revenue

Expense - to budget for Expense

Salary Data - to enter/review the budget for salary & wages and associated oncost

Assets - to budget for asset depreciation

Attachment - to maintain any budget related attachments.

5. Enter the budget figure in the Yellow highlighted column for the selected account. Select the spreading method Monthly to spread the budget figure equally for 12 months or manually enter the monthly figures for each month which will then be automatically summarised in the Next Year Budget column highlighted in yellow.

Amounts must be entered as (+) for both Revenue and Expense budgets. The system will recognise the Revenue amount as a Credit and the Expense amount as a Debit when the budget ledger is updated

6. Click Save on the task pane to save the budget pack.

7. Click Collapse All Groups. This will provide only a group view of your budget pack.

8. Click Expand All Groups. This will provide an all-accounts view of your budget pack.

Exercise

Use the steps above to complete the following exercise.

Update the Expense budget tab.

Save the Budget Pack

Click Collapse All Groups

Click Expand All Groups to check the difference.

Salary Data

The Salary Data tab in the budget model is a Worksheet tab. The Salary Data worksheet is used to capture Employee salary data which is then used to calculate the budget for salary & wages and various oncosts. When the cost centre manager has opened the budget pack for their cost centre, they will only be able to see the employee salary related to their cost centre.


10. Select the My Budgeting tab and then click Salary Data.

11. Enter the Salary Data

Enter the Employee ID, Family Name, Given Name and Position Title

Enter the Current Employment Level

Select the Next Increment Level and Next Increment MonthWhen the current level is selected, the system will automatically calculate the increase month for the current increase. This is based on a worksheet which holds the Salary Level data and the budget administrator will update this worksheet.

Enter FTE for the employee

Select the Start Month and the End Month

· If budgeting for an existing employee, select the Start Month as Opening Balances.

· If the employment will continue after the budget year, select the End Month as June - End of Finance

Select the Activity that the employee is associated with

Select the employee as Existing or New


13. If the budget account has not been used in the budget before, when you save the budget pack a message will appear as shown. New Accounts have been added – do you want to retrieve these new accounts? Click Yes to retrieve these accounts in the budget pack.

14. Once the salary data is saved, click the Expense tab and check the budget account balances for the various salary accounts..

These balances are automatically calculated from the Salary Data tab and updated in the Expense budget tab using budget worksheet rules

Any budget figures calculated from a worksheet cannot be changed in the Revenue or Expense budget tabs. These figures must be changed in the respective worksheet tabs.

Exercise


Add salary data.

Check balances in the Expense tab Salary Accounts

Assets Worksheet

The Assets worksheet is generally updated by the budget administrator using existing assets. If there are new asset additions for the budget then the cost centre managers can add these assets to the Assets worksheet.

1. Log in to the system and select the Manager – Cost Centre workplace

1. Select the My Budgeting tab and then click Assets.

17. Enter the Assets detail.

Enter Asset Register and Asset NumberFor a new Asset you can leave the asset number as a blank field.

Enter the Assets Description for the Asset.

Click Depreciation Natural Account column and select the Depreciation account for your asset.

Enter the Asset Cost and Current Depreciation.

· Current Depreciation for a new asset would be 0

Enter Expiry Date, Last Depreciation Run Date and Depreciation Rate for the asset.


19. Check the budget balances in the Expense tab under depreciation accounts.

Exercise


Add Asset data.

Check depreciation balances in the Expense tab.

Export/ Import Budget Data

Enterprise budgeting is integrated with MS Excel to provide a better user experience and for an easy transfer of data between the two systems. Export/ Import budget data functionality is a clear example of this integration.

1. From the budget pack, select the budget tab to export the budget data from. This example uses Expense tab to export the budget data.

21. Click Export Budget Data under Budget Actions.

22. This will create an Excel worksheet as shown below.

Salary related accounts are automatically highlighted in Blue. That means those figures cannot be changed using the Excel file budget import.

23. Change the budget figures and the spreading method in the Excel file and then save the Excel file in your computer.

Changes are highlighted in yellow.

24. From the budget pack click Import Budget Data under Budget Actions.

25. Select the file that has been updated with the budget data and click Open.

26. This will import the changes that you have done in the Excel format and update the budget.


Exercise


Export budget data for the Salary Data tab

Import budget data for the Salary Data tab

Export budget data for the Revenue tab

Import budget data for the Revenue tab.

Budget User worksheets

Budget worksheets will form a separate tab in the budget pack (E.g. Salary Data). This allows you to enter detailed budget driver information which is used to calculate a budgeted figure. If there are some budget accounts that the organisation does not wish to budget at a detailed level, but would like to have a breakdown of the budget, then Budget user worksheets can be used. Budget user worksheets will enable the user to enter more details for a specific budget line.

1. Select the Revenue tab in the budget pack.

1. Highlight the account line that you wish to add additional detail to

30. Right-click and then select Use Worksheet > User Amount Period.

31. Enter details for the budget line and values against each month and click OK.

32. Total of these monthly columns will then be updated in the budget line. A notepad icon will be displayed against the budget line to indicate that the budget line is associated with a User Worksheet.

33. These budget figures cannot be modified in the Revenue tab. Right-click the budget line with the notepad icon and select Modify Worksheet option to change the figures.

34. To delete the budget figures associated with a User worksheet, right-click the budget line with the notepad icon and select Delete Worksheet option.

Exercise


Open the User Amount worksheet and modify on a budget line. Observe changes.

Open the User Amount Period worksheet on a different budget line and modify. Observe changes.

Open the Quarterly Amount Break Up worksheet on a different budget line and modify. Observe changes.

Modify and delete worksheets.

Budget Ledger Enquiry

Ledgers attached to the budget model will be updated once the user saves the budget pack. Perform an EIE enquiry to see the ledger balances being updated with the budget.


36. Select the EIE - Enquiry tab.

37. Enter the Enquiry Definition details.

In the Enquiry Definition field, select the $PERIODBAL definition

In the Please select a Ledger field, select the Budget Ledger.

38. Click on the Click here link to load the ledger attributes.

39. Under Reporting Entities select Natural Account and double click to move it to the Default Drilldown Path.

40. Click Perform Enquiry to enquire period balances for the selected ledger.

41. The budget balances updated in the ledger against the natural account are displayed.

Exercise


Use EIE enquiry and drilldown to the organisational levels and check the budget balances against the budget.

Comments and Attachments

Comments and attachments can be added to a budget pack to provide additional information for the budget. These comments and attachments will be associated to a budget pack or a specific budget account balance.


1. Select the My Budgeting tab and the click select the Expense tab in the budget pack.

44. Select the budget line to add a comment and add the comment in the Comment section.

45. Click Save on the task pane to save the budget pack

46. Note the paperclip icon that appears against the budget line once the comment is saved.

47. Select another line and add a comment in the Comment section and the click Save on the task pane.

48. Click the Attachments tab in the budget pack and then click on the paperclip sign to add an attachment.

49. Click the attachment type to be added.

Attachment Type File or Image will open a Microsoft explorer to select the file from the network location.

Attachment type URL will allow you to type in a URL as an attachment.

50. Select the attachment and click Open.

51. The attachment will be added to your budget pack. Click Save to save the budget pack.

Attachments for Budget Lines


1. Select the My Budgeting tab and then select the Expense tab in the budget pack.

54. Right-click the budget line to select the option for budget line Comments and Attachments.

55. Click on the paperclip icon to add an attachment.

56. Click the attachment type to be added.

Attachment Type File or Image will open a Microsoft explorer to select the file from the network location.

Attachment type URL will allow you to type in a URL as an attachment.

57. Select the attachment and click Open.

58. Attachment will be added to budget line. Click OK and save the budget pack.

59. A paperclip sign will be associated against the budget line for the existence of the attachment.

Exercise


Add comments and attachments for different budget lines and for the budget pack.

Budget Pack Report

Budget Pack Report will provide an export of all the budget data in the same format in a Microsoft Excel file for the user to keep a record of the budget in a softcopy.

1. Select My Budgeting tab and open the budget pack.

61. Click Budget Pack Report under Budget Actions.

62. An Excel file will be created with multiple worksheets as per the budget pack.

Exercise


Create Budget pack reports.

Budget Approval Process

The General Ledger budget model has been configured to include the below approval process for the General Ledger Budget.

Approval will follow as:

01

Team Manager Approval

02

Department Manager Approval

03

Director Approval

04

General Manager Approval

05

Draft Approval

06

Community Consultation

07

Final Approval

At each approval level the budget pack will be associated with a different colour assigned for the approval level.

Please note that the Budget Model Project is not configured with any default approval processes.

Sending a Budget for approval

1. Select the My Budgeting tab and open the budget pack.

1. Select the budget model to approve and then click Submit for Approval on the task pane.

1. Click Submit for Approval on the confirmation dialog.

66. The budget pack colour now will change to reflect its status and the user will no longer be able to amend the budget unless it is rejected by the approver.

Approving a Budget

1. As a Department Manager Log in to the system and select the Manager – Department workplace.

68. Select the My Budgeting tab and then select the Budget Model to approve the budget.

69. Click to open the Budget Pack and check the budget before approving.

70. Click View Approval Details on the task pane to check the approval steps of the budget.

71. Click Decline Budget to decline the budget back to the originator.

72. Click Approve Budget to approve the budget.

73. Close the window and click Retrieve, you will see the budget colour has been changed accordingly and the budget pack has been automatically be submitted for the next approval level.

Exercise


As a user submit your budget pack for approval.

As an approver approve or reject the budget pack submitted to you and learn the process.

Appendix A - Document Control

Date

Version

Sections/All

Name

Reason for Change

(© Commercial in Confidence42)

(© Commercial in Confidence41)

PROCESS

Budget Approval

No

No

Budget submitted

to Manager

Budget revised

Yes

Budget revised

Extracts Assets

Manager

Approved?

Finance/GM

Approved?

Budget submitted

to Finance/GM

Working

budget ledger

updated

Working

budget ledger

updated

Budget submitted

to Council

Final

Approval?

Budget revised

Working

budget ledger

updated

Yes

Yes

Final budget

updated &

locked

No

Extracts Salary

Information

Enter Project

Estimates

Extracts Task

Information

Enter Operational

Estimates

Review and

Amend Assets

Review and

Amend Salary

Information

Review and

Amend Task

Information

Budget revised

Director

Approved?

Budget submitted

to Director

Working

budget ledger

updated

No

Yes

�

PROCESS

Budget Approval

No

No

Budget submitted to Manager

Budget revised

Yes

Budget revised

Enter Project Estimates

Extracts Assets

Manager Approved?

Finance/GM Approved?

Budget submitted to Finance/GM

Working budget ledger updated


Budget submitted to Council

Final Approval?

Budget revised


Yes

Yes

Final budget updated & locked

No

Extracts Salary Information

Extracts Task Information

Enter Operational Estimates

Review and Amend Assets

Review and Amend Salary Information

Review and Amend Task Information

Budget revised

Director Approved?

Budget submitted to Director


No

Yes

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