This document covers use of the GL Module after a new year rollover/creation of a new scenario budget.
The GL Budget module is typically used for Non-Compensation budgeting, whether financial, statistical, or other.
When editing an area of the budget, budgets can be loaded using the dropdowns at the top of the tab.
Erasers clear the contents of the dropdown.
Versions controls which budget version to edit, types choose the Secondary Account Type, and Cost Centres/Secondary Accounts control what is loaded. Typically, it is not useful to fill in both the Cost Centre and Secondary Account dropdowns.
When changing Versions or Types, the ‘Reload Data’ button may need to be hit before data will successfully load.
There are two primary entry approaches – lump sum or by period. These approaches are controlled by a single column on the account line – Calculate Using Distribution
The default behavior is lump sum entry, which occurs when this cell is unchecked. Lump sum entry is annualized entry – adjustments contribute toward the total budget, and the budgeted amount is distributed based on whatever Distribution Code has been assigned to the account. Adjustments are placed in the Detail Amounts columns, which are often renamed at sites.
After saving the record the new total is distributed.
By Period entry occurs when Calculate Using Distribution is checked. Instead of using the Detail Amounts column the user enters budget amounts directly into the Distribution Amounts columns.
Budgeting like this gives precise period control but does not allow for the amounts to be tracked in a specific Detail Amount column, which may be a problem depending on your site’s reporting expectations.
In general, we recommend lump sum entry, with power users creating specialized Distribution Codes for use by end users who need to adjust specific periods.
The Inflation section controls the application of inflation to the account line.
If the Inflation dictionary has been filled in then you will see an Inflation Type and Inflation Percent automatically filled in. A user can manually enter an Inflation Percent themselves, but any entered amount will be overwritten by the system if there is an Inflation Dictionary entry that would apply. Inflation is always calculated on the opening Base Budget amount.
Reason Codes are found under the Coding band.
Reason Codes are defined by power users and are meant to provide a tag for why a budget change was made. Power Users may choose to lock down a budget and only allow changes that have been tagged with a Reason. Whether or not your site requires this will depend on your internal policies and procedures.
Documenting Budget Changes
There are two cells under the Details band that control budget documentation.
The Description column allows for text entry and is useful when a simple comment will suffice. Double-clicked on the icon in the Notes cell (it will be a paperclip if there are already attached notes) will pop open the documents panel.
You can add lines using the ‘+’ on the data navigation panel. You will need to enter a Period of Activity and a Description. Save the line using the check mark. Supporting documentation can be uploaded using the ‘Upload File’ button and extended notes can be added in the ‘Notes’ tab and saved.
Vertical Budgeting is the principle of creating a new account line for every adjusting entry. This happens automatically if the lockdown/Reason Code system is being used.
Vertical Budgeting can be useful from an audit trail perspective. Unless advanced audit tracking is enabled lines show only the user that created a line and the last person to adjust a line. By creating a new account line the user that created the line is permanently registered. If combined with lockdown/reason codes, these lines are uneditable after their initial save.