GL - Budgets

GL Budgets Overview

This is the program used to add, view and edit budgets for each year and period against individual GL accounts. These budgets may then be used by your entity's accountant/financial controller to make informed decisions with regard to income and expenditure levels against the different GL accounts.

You may define up to six budgets for each year/period/account combination or define each different budget for a specific subset of accounts.

These budgets are also available for authorised users to view within Teacher Kiosk. Users may also enter and approve Purchase Requisitions against specified expense accounts in Teacher Kiosk. Accordingly, budgetary constraints may be exercised from within TASS.web and defined against these expense accounts to provide warnings, or to exercise prevention when entering requisitions if expenditure has reached or exceeded a predetermined percentage of the budget allocation. These constraints are set in Finance > Purchasing > Setup Information > Purchasing Setup on the 'Enhanced' tab.

Viewing and Editing Budgets

To 'Add', 'View' or 'Edit' a Budget, use the search screen to search for records in the database. This search screen provides the facility to search for previously defined Budgets using various search fields.

Searchable Areas include: Search Criteria, Segment Filters, Accounts Selections and Ledger Search.

Click the 'GO' button (or press 'Enter') to execute the search and display the 'Accounts List' screen with the matching records.

Here you may choose to edit the budget defined for any individual year for a specific account. Select the 'Edit' link and the 'Budget Maintenance' screen is populated with the budget for the selected GL account.

Both the total annual budget and the budget defined against the individual periods may be edited from this screen.

To modify the annual budget, click the 'Edit Annual Budget' button. The 'Annual Budget Maintenance' screen is displayed and you may now nominate an annual budget against this account.

You may also choose to check the 'Distribute Evenly' flag, which provides a convenient method of apportioning the annual budget evenly across the number of periods defined for that year. Click the 'GO' button to return to the 'Accounts List' screen, which will be populated with the annual budget detail.

If you do not choose to distribute the annual budget evenly across periods, you may now proceed to enter individual amounts for each period (explained below).

To modify the budget against the individual periods, click the 'Edit Period Budgets' button. The 'Budget Period Maintenance' screen is displayed and you may now nominate individual budgets against each period account.

You may enter individual amounts for each period up to the total defined for the annual budget, or enter amounts only against selected periods if, for instance, the period budget is not known for every individual period.

Click the 'GO' button to return to the 'Accounts List' screen, which will be populated with the budget amounts defined against each period.

When satisfied with your entry, click on the 'Save' button to commit your changes to the TASS.web database.