Budget Preparation - Preliminary

Budget Fields Used:

• EDCP – Preliminary Budget (1EDCP doesn't work-comparative years)

• BUOR – Final Budget

• BUAN – Current Budget

• BO – Original (Preliminary) Budget

• BR – Amended Budget

A. Preliminary Budget

Step 1

• BAS: Add July 1^st to Calendar – 8,7,9,2.1

• BPS: Create New Budget ID – 7,2,3.1

• BPS: Create New Budget Phase ID – 7,2,4.1

Step 2

• BPS: 7,1,1 Change Master Profile to next year, Field #06 & #08

Step 3

• BAS: 4,1,1,6 Unlock Locked GL accounts

Step 4

• BPS: 1,6,1 ("F" – Final, All Funds) Create Chart of Accounts

• BAS: 4,1,5,1 (Y, S/L, Y, Transition File)

Step 5

• BPS: BAS to BPS Transfer – BPS: 5,1 (BAS to BPS Budget Transfer)

• This updates the GL alias codes, updates the actual amounts and creates any new GL's that exist in BAS for the new year but do not exist in BPS

• Ensure month ends have been run and payroll has been posted.

1. Enter BAS year to transfer to BPS

2. Enter BPS year to receive trans data

3. Update Alias in BPS

4. Update BAS Actual amounts in BPS

5. Include Commitments

6. Include Current Balances

• Use Criteria to only include information you want to use for Budget (Fund 00)

Step 6

• Transfer Preliminary Data (no zero's) into template for .txt upload. Check dollar amounts to remove pennies from formula driven numbers. Column should be in order of: General Ledger  B  $  Description

Step 7

• BPS Interface – 5,3,3 – Sets Base Budget (File = Preliminary Budget)

• Using the new Budget Year

• In preliminary mode first, send to printer or note Job number and check the file in FTP, the bottom of the report will show how many were posted compared to how many were input so you can find locked accounts or accounts that haven't been set up yet. The listing should balance to zero at the end of the report before posting in FINAL mode.

Step 8

• BPS 2,6,5  Rebuild Budget from Transactions

• Year: new budget year Final: (no need for Prelim)  Criteria: (Fund 00)

Step 9 (If using UDR's in BPS)

• Check setup of reports in BPS (6,1,2) for Headings and Criteria /Fields

• 2ACEX, 2ORBU, 1ORBU, 1ACBU, #ACES, #BUBA+#BUIN+#BUNE+#BUDE

• When it has been confirmed that the budget is correct, carry on to Step 10 to transfer the budget from BPS module to the BAS module.

Note: If any changes are needed, BPS 2,2

Step 10 (Run GL Rebuild and Re-indexing first)

• Transfer budget from BPS to BAS – creates preliminary budget as submitted to MOED.

• RUN (BPS) 5,2 BPS to BAS Transfer

Step 11

• In BAS run various reports to verify your data, update your MOED Budget reports.

Step 12

• After the budget is approved by the board from the Adhoc menu in BAS, run "Transfer Original Budget to Preliminary".

• This can be done before the Auditors have finished in the summer months

• This process populates the EDCP (Preliminary) field in BAS.

• If you use the same Budget ID for your forecasting in BPS, remember to delete the BPS budget batch (in BPS) you created for the preliminary budget transfer to BAS, so it doesn't duplicate your budget entries when running Forecasting later in the year.

Note: no budget transfers are to be processed between budget to bas transfer and the original budget to preliminary transfer.

Step 13

• Create a UDR report in BAS to confirm Preliminary / Final / Current Budget dollars

• Example of UDR report setup below, you will have to modify to take into consideration your GL structure as well as any

• Alias setup you may or may not have.

• Screen One

• Screen Two – Headings

• Screen Three – Levels

• Screen Four – Criteria

• Screen Five – Fields

• Screen Six – Totals