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, then click the General Ledger Post button.png)
to start the posting program.BUDGET DATA SYSTEM - Typically used by Townships
DESCRIPTION: Gives the Townships the ability to set up budget worksheets.
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To start, click the General Ledger button on the Main Screen , then click the General Ledger Post button to start the posting program.
All data entered into the system is categorized by a Source of Entry (SOE). Many SOEs are predefined, such as PR for payroll and AP for accounts payable. Data from earnings are entered into the system as SOE PR, data from accounts payable entries go in as SOE AP. SOEs are set up and changed from the General Ledger menu under the Source of Entry Maintenance program.
The Budget Data System depends on two SOEs – BGT for budget data and BGA for budget adjustments. This budget data is entered using the General Ledger Post program.
In General Ledger Post, post budget data to SOE BGT or BGA (source of entry for budgets or budget adjustments). Though these are entered into the financial system and maintained there, they are not actual financial data and do not affect any financial balances or reports. Budget data is separate from the usual financial data.
Because it is entered with General Ledger Post, budgetary data must be categorized by your standard financial structure. This allows budget entries to be intermixed with the actual financial data while at the same time keeping financial and budgetary data separate.
After the budget figures are accepted, they are entered into the system as SOE BGT and dated with the first day of your fiscal year. Entries can be made to any account that exists in your account structure. As the year progresses and changes or adjustments are needed, these are entered as SOE BGA for budget adjustments. BGT and BGA journal types do not need to balance.
After these entries are done the financial system will then contain both "actual" data (real payroll or accounts payable entries for example) and "budgetary" data (from the BGT and BGA entries).
REPORTS
There are several reports that can take this mix of budgetary and actual data and use it with various options. These are found in the Reports menu. A typical budget report will show a list of accounts that have budgetary entries (BGT or BGA) and compare the budget amounts to the actual amounts. Columns for this type of report vary but typically contain: Year Budget, Year Adjustments to Budget, Total Budget, Total Actual, Budget minus Actual and a variance percentage.
Since all budget data is entered with full account numbers there are totals for control numbers and/or funds for each column on the report as well as grand totals.
Because budgetary data is kept separate, you are encouraged to make trial entries to BGT and BGA and run the reports to see the results to learn how the system works. Trial BGT and BGA data can be deleted at any time without affecting the balances of real financial data.
Note that the reports in the Budget Data System are predefined by us. You may only run the reports that we have provided. Although these reports have many parameters to help customize the data being reported, you cannot define the reports themselves. Customized reporting is the job of the Budget Calc program.