Add a GL Budget

1. Access the GL Budgeting area.
   1. To access the General Ledger from the Home screen, do one of the following:
      
      • Click General Ledger on the navigation panel.
      • Click Areas > General Ledger on the menubar.
      • Click the down arrow next to Home on the options bar and select General Ledger.

   To access the General Ledger from another area of the program, do one of the following:

   • Click Home > General Ledger on the menubar.
   • Click the down arrow next to Home on the options bar and select General Ledger.

   2. Click Budgets on the navigation panel or Areas > Budgets on the menubar.
   3. Click GL Budgeting under Budgets on the navigation panel.
2. Do one of the following:
   
   
   • Click the Add button to the left of the Budgets list.
   • Click New > GL Budget on the options bar.
   • Click File > New > GL Budget on the menubar.
   • Press [Ctrl] + N.
   • With focus on the list, press [Insert] on your keyboard.
3. The Add Budget screen displays. Enter a Description for this budget.
4. Your next steps differ, depending on the selection you make in the Create from dropdown menu:
   
   • Existing Amounts

     Use this workflow to create a budget from amounts already entered in Applied Epic. After creating the budget, you can modify the amounts as necessary. This would be helpful, for example, if you wished to base this year's budget on last year's figures.

     1. The Existing Amounts frame displays. Click on a Criterion in the list (Agency, Branch, Department, Profit Center, or Account Type) to filter the amounts you use for this budget.
     2. To modify the selections for Agency, Branch, Department, or Profit Center, do the following.
        
        1. Click the Selected radio button.
        2. Make a selection from the dropdown menu and click Add. The structural entity displays in the Selected list.
           Note: All agencies selected for a budget must have the same fiscal period.
        3. To remove an entity from the Selected list, highlight the entity and click the Delete button.
        4. To modify the selections for Account Type, check the desired Available types you want to include (Asset, Liability, Equity, Income, and Expense).
     3. Modify the year in the Selected Date Range section to specify which fiscal year's amounts will be used.
     4. In the Budget Date Range frame, the date range defaults, but you can edit the year if necessary.
     5. Click Detail.
   • Existing Budget

     Use this workflow to copy a budget that already exists in Applied Epic and make any necessary modifications.

     1. The Existing Budget frame displays. Select an Existing Budget.
     2. In the Budget Date Range frame, the date range defaults, but you can edit the year if necessary.
     3. Click Detail.
   • Import File

     Use this workflow to import budget figures from a workbook saved to your computer. You will need to have a mapping file defined in order to import the budget. See Import/Export.

     Note: Applied Epic imports only the active sheet into an Excel workbook.

     1. The Import File frame displays. Click Browse to locate the file you want to import.
     2. Select the desired file and click Open.
     3. Select the Mapping file you would like to use for this import.
        
        Before importing it, verify its formatting. This verification process varies, depending on the mapping file's file extension:
        • Open all CSV files in Microsoft Notepad to determine whether commas or semicolons are used as delimiters between the values.
          1. Navigate to the location of the CSV file in Windows Explorer.
          2. Right click the CSV file and select Open with > Notepad.
             • If the file uses commas, select a mapping file with a File format of Comma Delimited.
             • If the file uses semicolons, select a mapping file with a File format of Semicolon Delimited.
        • Open all XLS or XLSX files in Microsoft Excel to determine whether they contain header rows and whether their cells are formatted as Text.
          
          If you import an XLS or XLSX file without a header row whose cells are not formatted as Text, dates and amounts will be formatted according to Excel's formatting settings, rather than the mapping formats set up in Configure. To ensure that the file uses these mapping formats, update the cell formatting to Text if necessary.
     4. Enter the row from which you want your import to start. If row 1 consists of column headings and the data begins in row 2, for example, enter row 2.
     5. In the Budget Date Range frame, the date range defaults, but you can edit the year if necessary.
     6. Click Detail.
     7. You are prompted, "Imported budgets must be closed temporarily for processing." Click OK. You are returned to the Budgets list.
     8. When the status of the budget changes from Processing to Created, the import is complete and you may open the file. Click Refresh to see whether the status has changed.
        
        Note: A status of Created does not necessarily indicate that all rows of the budget imported correctly. If you want to confirm that your file imported properly, view the Import Log.
     9. Click the Edit button.
   • Manual Entry
     1. The Manual Entry frame displays. Select the opening month for the Fiscal period.
     2. In the Budget Date Range frame, the date range defaults, but you can edit the year if necessary.
     3. Click Detail.
5. The Detail frame shows all rows included in the budget. To sort by a particular column, click on the column heading. Click the column heading again to sort in the reverse order.

6. Use the Select Columns link to change the columns that display in the list and the order in which they display.

   1. Click Select Columns.
   2. Check or uncheck any applicable columns.
   3. Highlight an item in the Select Columns list and use the arrow buttons to change its position in the list.
   4. Click OK to apply your changes to the Detail frame.

7. The following workflows are available on this screen:
   

   • Add a Row

     1. Click the Add button to the left of the list in the Detail frame. A new blank row is added.
     2. Enter the GL account #, or click the lookup button to search for the desired account.
     3. Select a radio button to indicate whether you are entering Monthly, Quarterly, or Yearly amounts for this row.
     4. Select an Agency, and, if applicable, a Branch, Department, and Profit Center.
     5. The Monthly, Quarterly, or Yearly frame is enabled, depending on the radio button you selected in step c. Enter the amounts in the applicable fields.
        
        Note: If you enter a quarterly amount, the system divides the amount entered equally among the three months of the quarter. If you enter a yearly total, the system divides the amount entered equally among the twelve months of the year. Pennies are placed in the final month of a year/quarter.
     6. Click the Add button to add another row or the Delete button to delete the row currently selected. When you are finished revising the budget detail, click Finish.

   • Edit a Row

     1. Highlight the row listed in the Detail frame. The Account Information and Amounts frames display the information for the row.
     2. Revise the GL Account # if desired.
        
        Note: Changing the GL account associated to a row will clear the structure information for that row.
     3. Revise the Agency, Branch, Department, and/or Profit Center if desired.
        
        Note: Changing any structural entity associated to a row will clear the information for all fields below that structural level. For example, changing the Branch will clear the Department and Profit Center fields.
     4. Revise the Amounts if desired. The Monthly, Quarterly, or Yearly frame is enabled for editing, depending on the radio button selected in the Account Information frame. Revising the totals in any of the three Amounts frames will automatically update the totals in the other two frames.
     5. When you have made all necessary revision to all rows in the budget, click Finish.

   • Delete a Row

     1. Highlight the row and do one of the following:
        
        • Click the Delete button to the left of the Detail frame.
        • Press [Delete] on your keyboard.
     2. You are prompted, "Do you wish to delete this record?"
     3. Click Yes.

   • Print Budget Detail

     1. Do one of the following:
        • Click the Print button to the left of the list.
        • Click Print > Listview on the options bar.
        • Click File > Print > Listview on the menubar.
        • Press [Ctrl] + P.
     2. The Print screen displays. Print this as you would any other document.