Budgeting Glossary

13 and 14 budget periods

Use budget periods 13 and 14 for planning and projecting future budgets as well as modifying the current budget.

If you are using period 13 or 14 to modify the current year budget or project for future years, use the same year as the current fiscal year-end. For example,

If the fiscal year is 07/01/2006 - 06/30/2007, use 14/07 as the budget period.
If the fiscal year is 01/01/2007 - 12/31/2007, use 14/07 as the budget period.
If the fiscal year is 10/01/2006 - 09/30/2007, use 14/07 as the budget period.

13/YY period

Caselle uses period 13 for the Annualize Budget Routine. It is locked by Caselle to prevent users from entering data in this period. Use an annualized budget when you want to project the actual current year amounts through the end of the year.

Period 13 uses current expenditures to project the budget at the end of the year. You can copy annualized amounts from period 13 to other budget periods, budget worksheets, and financial statements.

14/YY period

When you copy the annualized amounts, Caselle uses period 14 to store the copied amounts. You can modify the amounts in period 14. You can also use period 14 to enter the line items on your own projected budget. Period 14 is a sand box for testing and adjusting the projected budget. When you are satisfied with the budget, you'll need to copy it to another period to use it.

You can copy amounts from period 14 to budget worksheets and financial statements. Some state budget reports may use the current year estimates saved in period 14.

% to increase or decrease amount

Use % to Increase or Decrease Amount to copy the budget amounts from the selected period and then adjust the budgeted amounts by a percentage. For example, Jane can use this option to increase the prior budget amounts by 5%.

Account

The account number is a unique number that is assigned to the account. For example, Jane's company uses FF-AAAA as the account mask for balance sheet accounts. F represents a two-digit fund number. A represents a four-digit account number. She sets up an account for a combined cash fund using 01-0000, where 01 is the fund number and 0000 is the account number.

What is the account number?

I know the account. Use the Account field to enter a valid account number.
Help me find an account. Use the Account menu to click Search.
I need to add a new account. Use the Account menu to click Add New.
I want to add account notes. An account note only prints when the option to Print Account Notes is selected, usually in a report. Use the Account menu to click Account Notes.
I want to add budget notes. An budget note only prints when the option to Print Budget Notes is selected, usually in a report. Use the Account menu to click Budget Notes.

Activity

Use an Activity to track transactions in the General Ledger and other Caselle subsystems that interface to the General Ledger.

Are you entering a transaction for an activity?

Yes, this entry is related to an activity. Use the Activity field to enter an activity code. You can Search this field.
No, this entry is not related to an activity. Leave the Activity field blank.

Amount

The amount that you enter in this field is determined by the Mode that you selected when you set up the Enter Budget Amount options. If the Mode is Year-to-date, use the Amount field to enter the current budgeted amount. The system subtracts the Current Budgeted Amount from the Previous Budgeted Amount, then uses the difference as the adjustment amount for the adjustment entry.

On the other hand, if the Mode is Normal, use the Amount field to enter the adjustment amount. The system adds the Adjustment Amount to the Previous Budgeted Amount and records the new amount as the Current Budgeted Amount.

What is the entry mode?

I am using year-to-date mode. Use the Amount field to enter the current budgeted amount.
I am using normal mode. Use the Amount field to enter the adjustment amount.

Budget level

This budget level is the budget where the copied amounts will be pasted.

Clear Entry Total

Use Clear Entry Total to set the hash total to zero.

Copy activity detail

Use Copy Activity Detail to create a budget entry for each activity based on the current actual or budget transactions assigned to the activity.

Copy from beginning/ending period

This routine will copy amounts from the selected period to the Copy to Period. Use Copy From Beginning Period to select a first period in the period range. Use Copy From Ending Period to select the last period in the period range.

Copy to period

The copy to period is the period that will receive the copied amounts.

Date

The Input Date is the date the system will use to record the transaction.

Description

A description is a word or phrase that describes the character or features of the record.

What is the description?

Use the Description field to enter a word or phrase (50 characters or less).

Budget level

A budget level is a level in a budget that you can use to label and track amounts through the budgeting process.

Budget journals

Journal	Level
BUD1	1 - Beginning
BUD2	2 - Requested
BUD3	3 - Recommended
BUD4	4 - Approved
BUD5	5 - Modified
BUD6	6 - Final

Enter budget amount options

When you launch Enter Budget Amounts, the first item that displays on the screen is the Enter Budget Amount Options dialog. The options that you select in the Options dialog will determine the type and method for displaying information in Enter Budget Amounts screen.

How do I change the Enter Budget Amount Options?

Launch Connect General Ledger > Budgeting > Enter Budget Amounts.
Enter Budget Amounts is already running. Click Options (F12).

GL periods

GL period	Use
00/YY	Annual budget amounts
01/YY - 12/YY	Monthly budget amounts or amendments
13/YY	Annualized budget
14/YY	Projected budget

Journal

A journal is the place where you record transactions. Budget journals are journals that are set up to accept budget amounts. In other words the Journal Type is set to Budget in Organization > Journal Codes. When you select a journal code, the system will fill in the default budget level, period, and mode.

Which budget journal do you wish to display?

Use the Journal field to select a budget title. The Journal drop-down list displays the journal code for budgeting journals.

Journal code

This journal code is the name of the budgeting journal that will receive the copied amounts.

Level

A budget level is a level in a budget that you can use to label and track amounts through the budgeting process. For example,

BUD1 (Journal Code), 1-Beginning (Level)

BUD2, 2-Requested

BUD3, 3-Recommended

BUD4, 4-Approved

BUD5, 5-Modified

BUD6, 6-Final

Which budget level do you want to reopen?

Use the Level field to select a budget level. The Level drop-down list will display all of the budget levels that have been set up by the organization.

Mode

The entry mode defines the way in which the entry screen will function. When you select year-to-date the system use the amount that you enter as the current budgeted amount. The system subtracts the Current Budgeted Amount from the Previous Budgeted Amount, then uses the difference as the adjustment amount for the adjustment entry.

On the other hand, use normal when you want to enter the adjustment amount. The system adds the Adjustment Amount to the Previous Budgeted Amount and records the new amount as the Current Budgeted Amount.

Note: It is easier to adjust the budget numbers by making a new entry than it is to try to edit the original entry using Year-to-Date mode.

Example of Year-to-Date mode: If a supplies expense account currently has a budget of $2,000 and Jane wants the budget amount to be $3,000, Jane uses Year-to-Date mode to enter $3,000 in the Amount field. Then the system will create an entry for $1,000 to increase the current budget to equal the new amount.

Example of Normal mode: If a supplies expense account currently has a budget of $2,000 and Jane wants the budget to be $3,000, Jane enters $1,000 in the Amount field. The system will then post the entry as it was entered. No comparisons will be made to the existing budget amounts for the account.

What do you want to do?

I want to enter the current budgeted amount. Use Mode to select Year-to-date.
I want to enter the adjustment amount. Use Mode to select Normal.

Monthly Periods

Use Monthly Periods to

budget on a monthly basis.
enter budget amendments that are adopted during the fiscal year.

A Monthly Budget requires a budget amount for each monthly period. The sum of the budget amounts for each monthly period equals the annual budget amount.

Warning! Entering budget amendments in period Zero will affect previously printed financial statements.

Period and Multiple Periods

A period is a portion of time, usually equal to a calendar month. There are fifteen periods that you can use to enter budget amounts. Use 00/YY to enter the opening balances for the new year, 13/YY to enter adjusting year-end or adjusting entries, and 14/YY to enter audit entries. You can only access 00/YY, 13/YY, or 14/YY as single periods. While periods 01/YY through 12/YY allow you to enter budget amounts for periods in the calendar or fiscal year.

Use Period to show a single period in the Enter Budget Amounts screen. On the other hand, you can use Multiple Periods to show all periods, quarterly beginning periods, quarterly ending periods, or specific periods.

What do you want to do?

Make entries in a single period. Use the Period drop-down list to select a period description.
Make entries in all periods in the calendar/fiscal year. Click Multiple Periods. Use the Multiple Periods form to select All Periods. Now, the entry screen will show 01/YY through 12/YY.
Make entries in the first month of each quarter. Click Multiple Periods. Use the Multiple Periods form to select Quarterly Beginning Periods. Now, the entry screen will show 01/YY, 04/YY, 07/YY, and 10/YY.
Make entries in the last month of each quarter. Click Multiple Periods. Use the Multiple Periods form to select Quarterly Ending Periods. Now, the entry screen will show 03/YY, 06/YY, 09/YY, and 12/YY.
Let me choose the periods to display on the entry screen. Click Multiple Periods. Use the Multiple Periods form to select Specific Periods. Next, click to select the checkbox that appears next to the period or periods.

Redisplay

Use Redisplay (CTRL+R) to show other transactions that were entered on the Input date. For example, the Redisplay tool comes in handy when you need to edit a saved transaction.

Reference

In New mode, the Reference Number is a read only number. The first digit, the underlined digit in 1.01 is the reference number. The digits that follow the decimal place make up the sequence number. In the previous example, 1.01 is the sequence number.

In Edit mode, you can type in reference number to look up a transaction.

Reopen budget level for the current/next year ending MM/DD/YYYYY

The current year is the present year. Example: If the year is 2012, then the current year is 2012. The next year is the year that occurs immediately after the current year. Example: When the current year is 2012, the next year is 2013. You can reopen a budget level in the current year, a budget level in the next year, but not a budget level from a prior year.

Report fund

A fund is money on deposit on which checks or drafts can be drawn. Use the Report Fund field to assign a fund number to the state budget code

Report invalid and inactive accounts

Use Report Invalid and Inactive Accounts to print the Journal Transaction Account Review report for the budget journal that is currently selected. The report lists accounts that are not valid or not active during the date range.

Report line item number

The report line item number is a number assigned by the state to a report line.

Report type

Agency, enterprise, general, general fixed assets, general long-term debt, special revenue, and other are report types on the Utah state budget report. Use Report Type to select the report type for the budget code.

Round amounts to the nearest whole dollar

Use Round Amounts to the Nearest Whole Dollar to round amounts with cents to a whole dollar amount. For example, this option will round $24.67 to $25.

What do you want to do?

I want to round amounts to the nearest whole dollar amount. Click to select Round Amounts to the Nearest Whole Dollar.
I want to use the exact amount. Click to deselect Round Amounts to the Nearest Whole Dollar.

Segment selection

(A) Account, (D) Department, (F) Fund, (O) Object, (R) Revenue, and (S) Source are segments that you use in General Ledger to define an account number. Use the options on the Segment Selection tab to filter the report contents by segment code, type, and range.

Selection criteria

Use the Selection Criteria to filter and select vendors.

What do you want to do?

Include all vendors. Change the value assigned to the Vendor.Vendor number to All.
Let me choose which vendors to include. Double-click the value assigned to the Vendor.Vendor number field. Then, use the Values Entry form to enter a vendor number, range, or series. Use a comma (,) to separate each entry. Use a dash (-) to separate a range.
Use a different field to filter data. Double-click the column labeled Column. Then, use the Selection form to move the fields that you will use to filter data to the Selected Criteria Fields list.

Split entry mode

Use Split Mode (F11) to enter multiple entries on the same reference number.

How do I turn Split Mode on and off?

Click Split Mode (F11) to enter Split Mode. The system will copy to the reference number to the next entry. The system will also start to increment the sequence number. The sequence number is part of the reference number. A reference number is the digit or digits that precede the decimal, shown underlined here as 1.01 A sequence number is the digit or digits that follow the decimal, like this 1.01. When Split Mode is turned on, each new entry is assigned to the same reference number but Split Mode will increase the sequence number by 1.

Entry	Split Mode is OFF the reference number changes	Split Mode is ON the sequence number changes
1	1.01	1.01
2	2.01	1.02
3	3.01	1.03
4	4.01	1.04
5	5.01	1.05

When you are finished entering entries, click Split Mode (F11) again to exit Split Mode.

What if I need to edit a transaction with multiple entries attached to it?

You can use Edit mode to enter changes.

Transaction description

A transaction description is the description the routine will record in the Description field on the budget entry.

What do you want to do?

I want to use the default description. The default description displays in the Transaction Description field. You can also click Reset to revert to the default description after you have made changes to the contents in the Transaction Description field.
I want to enter a different description. Use the Transaction Description field to enter a new description.

State

When you set up the validation rules for a specific state, the State field displays the name of the state that you selected. This field does not display when validation rules are not in use.

State budget code and title

A state budget code is a series of letters or numbers that represents budget codes that are used by the state. Likewise, a state budget title is the name that is assigned by the state to the budget code.

Utah: The State Budget Code field stores the uniform account code. The organization will use the uniform account code stored in the State Budget Code field to cross-reference the uniform account code to the organization's chart of accounts.

Use worksheet style

Use the default entry screen to enter budget amounts one at a time. Use worksheet style to enter amounts for more than one account. The worksheet will display all of the accounts that are listed in the Accounts field, like this

How do I use worksheet style?

First, use Options (F12) to select Use Worksheet Style. Then, set up the Enter Budget Amounts properties. Use the Accounts field to enter the accounts that you wish to display in the worksheet. Finally, click Create Worksheet. Now, enter the budget amounts.

Validation rules

The validation rules are the state guidelines for assigning state budget codes. The only way to change the validation rules is to exit and reopen the Setup State Budget Codes routine.

Do you want to use validation rules?

Yes, I want to use validation rules. Click to select Use Validation Rules. Then, use the Validation Rules field to select a description. Click OK.
No, I do not want to use validation rules. Click to deselect Use Validation Rules.

Whole dollar mode

Use Whole Dollar Mode to enter all amounts as a whole dollar value. In Whole Dollar Mode, 26 is 26.00. When Whole Dollar Mode is turned off, 26 is 00.26

Year-ending

The Year-ending field displays the current and prior budget years. For example, if you select 06/30/2011 the routine will display the budget amounts for 7/1/2010 through 6/30/2011.

What is the year-end for the budget year?

Use the Year-ending field to select a MM/DD/YYYY.

Zero Period

The majority of organizations adopt an annual budget. An annual budget assigns one amount per line item to be used for the entire fiscal year. The budget amounts are not tied to specific months within the year. The annual budget is stored in the Zero period. When you use the Zero period, Connect will assign the budget to the entire year instead of assigning the amount to a specific month.

The Zero period begins when the fiscal year starts. For example,

If the fiscal year runs 07/01/2006 - 06/30/2007, period 0/06 is the budget period.
If the fiscal year runs 01/01/2007 - 12/31/2007, period 0/07 is the budget period.
If the fiscal year runs 10/01/2006 - 09/30/2007, period 0/07 is the budget period.