Budget > Setup > Settings Screen

All Budget setup parameters have been centralized on the Budget > Setup > Settings screen.

*Always click SAVE after changing any section on this screen*

Screen Sections

The Budget Setup screen is broken down into different sections.  Each section is reviewed below. 

At the top of the Budget Setup screen is an "at-a-glance" overview of your Budget Accounting  System Status by School Year, for your reference.

Section 1 - Document Management Options

"Document Management" is how and where any documents you upload are stored within the SchoolFi system.  The section specifies the linkage between Budget and Document Management.  It is set up by your Genesis Account Representative and should not need to be changed.

• Adjustments Doc Type - select Budget Adjustments
• Reqs/POs Doc Type – select Purchase Orders / Requisitions
• Budget Build Doc Type – select Budget Build 
• Transfers Doc Type - select Budget Transfers
• Acct. Rec. Invoices Doc Type - select Invoices (Acts Recv)
  

  *Always click SAVE after changing any section on this screen*

Section 2 - General Options Parameters

These are the operational parameters for the Budget system:

·        Default sub-tab for the Budget Expenditures tab – you can select whether the Purchase Orders tab or the Requisitions tab is the default sub-tab under the Expenditures tab.  Meaning, when you click on the Expenditures tab, your screen will go right to your selection.  The other tab will always be available, no matter which you go to first.

*    Default Accounts Payable Bank – This specifies the bank account that you will use to pay most vendors.  If you have more than one, select the one used most often to pay your vendors.   Bank accounts themselves are defined on the Financial > Setup > Bank Accounts screen.

·        Default School Year for Requisition entry – This is the default School Year for new Requisitions.  When you create a new Requisition, it will default to this School Year (you can change it at that point to another year if you need to).  Use the drop-down to select the year to which the requisitions entry screen will default.  This comes in handy when you have more than one year open for requisition entry.  This will need to be updated yearly.

·        Default School Year for Purchase Order entry - This is the default School Year for new Purchase Orders.  When you create a new Purchase Order, it will default to this School Year (you can change it at that point to another year if you need to). Use the drop-down to select the year to which the purchase orders entry screen will default.  This comes in handy when you have more than one year open for purchase order entry.  This will need to be updated yearly.

*    Stop Submission of Reqs/POs when funds below - if you want to not allow requisitions and purchase orders to be submitted if the available funds in an account are below a certain percentage, enter that percentage here.  For example, if you don’t want it to go below 10% of the remaining balance, enter 10 here.

•     Enable Educational and Operational Rationale drop-down list for Requisitions and              Purchase Orders:  you have the following options for this setting 
  • Educational Rationale required (must choose one of the following options during requisition or PO entry - Necessary for Implementation of Core Content Curriculum Standards, Necessary for Implementation of Board Approved Curriculum, or Necessary for Implementation of IEP)
  • Operational Rationale required (must choose one of the following options during requisition or PO entry - Necessary for Health & Safety, Necessary for Repair or Replacement, or Approved Capital Outlay Project)
  • One Of Educational or Operational required - requires one or the other to be selected during requisition or PO entry.
•      Show Delivery Type on Requisitions and Purchase Orders:  when this option is selected,      the Delivery Type field     will show on Requisitions and Purchase orders. If you do not want       this to show, do not select this option.
  
  

1. *Always click SAVE after changing any section on this screen*

Section 3 - Requisition (& P.O.) Options

• Print the school year in the header of the PO / Requisition PDF:  check this box if you want the school year to print on your PO and Requisition forms
• Hide Account Descriptions in Req/PO PDF:  if you want only the account number to appear on a requisition or PO, check this box.  When this box is checked, only the account number will show, the account description will not show.

• Requisition Options:  to add requisition entry dates for a year that is not listed, click the Add Settings button.  The following window will open allowing you to select the year for which you want to add requisition entry dates.  Click Add.

• For the school year you want allow requisition entry, enter a date (XX/XX/XXXX) in the From Date field when you want entry to start, and enter a date in the Thru Date field for when you  want entry to stop.  NOTE:  If you leave the Thru Date empty, requisition entry will be open for that year indefinitely (until you enter a date to stop it).
• If you have checked the box above to enforce bid and quote thresholds, use the Req/PO Quote Threshold and Req/PO Bid Threshold fields to enter the dollar amounts for each threshold.
• Automatically fill the Ship to Attention for new Reqs: if you would like the requisition entry person’s name to automatically populate the “Ship to Attention” field on the requisition entry screen, check this box.  This makes it so they don’t have to key their name into the field.  If you have staff entering requisitions for others, you may want to leave this unchecked so they will enter the person's name to whom the order should be shipped.
• Prevent Approval if no Charge To Information:  if you have the setting in your staff members’ Portal tab that allows them to enter a requisition without an account number, check this box so that the approver must enter an account number in order to approve a requisition.
• Check the Track Received option for new line items:  this will globally set all the track received option for all purchase orders created.  
• Stop Submission if Reqs exceed this many pages:  If you don’t want requisitions/purchase orders to be more than a certain number of pages, enter the limit here. 
• Requisitions not turned into POs go stale in this many days: enter the number of days you wish a requisition to be flagged as stale if it hasn’t been turned into a PO.
• Remove charge accounts from Stale Requisitions:  if this option is selected, when a requisition goes stale after the number of days indicated in the field above, the system will automatically return the money to the expenditure account(s).
• Show GASB 96 checkbox option on Edit Requisition screens:  if you would like your requisitioners to have the ability to check off items that apply to GASB 96 when they are completing a requisition, check this box off.  
• Number of Approver Columns to Display:  Will change the number of Approver columns in the Budget->Expenditures->Requisitions->Search screen.
• Date of Order Field on Req PDFs:  Created On option will show the date the requisition was entered.  Requisition Date shows the requisition date entered on the requisition entry screen.
• Requisition Watermark for PDF:  when a Requisition is previewed (to be printed or not), a default watermark of "Not a Purchase Order" appears on the document.  If you want to change the wording, you can do so here.  If you do not want the watermark to appear, remove it from this field.
• Include extra detail (ID, Phone and Fax Numbers) above the Vendor Name/Address block:  If you want these items to appear above the vendor's name and address on the PO and requisition, select this option
• Email PO Subject:  enter the default subject that will appear on all emails sent to vendors for purchase orders.
• Email PO Body:  enter the default wording to be used in the body of the email sent to vendors for purchase orders.
• Email Invoice Subject:  enter the default subject that will appear on all emails sent to vendors for invoices.
• Email Invoice Body:  enter the default wording to be used in the body of the email sent to vendors for invoices.

*Always click SAVE after changing any section on this screen*

Section 4 - Purchase Order Options

• The BA must approve direct enter POs (or other district relationship/person):  if you want the Business  Administrator (or another staff member) to approve any purchase order directly entered into SchoolFi (does not go through the requisition system), check this box.   This will require the designated person to approve purchase orders that are in the Encumbered status before they can be printed/posted/emailed.  Once approved, the purchase orders can be processed to the status Printed/Posted/Emailed.
• POs require Superintendent’s signature – if your purchase orders should have your Superintendent’s signature electronically inserted into the PO form, check this box.  If your Superintendent’s signature is not on file, you will see a yellow warning banner that it is missing.  If your Superintendent’s signature is not required on your purchase order, leave this box unchecked.
• PO Manual Entry Allowed From and Thru Date - if you would like to turn off purchase order entry for a period of time, you can enter the dates entry is allowed.  For example in the “from date” you could enter 7/1/20 and in the “to” date you could enter 5/1/21.  With this range of dates entered, your staff will not be allowed to enter purchase orders after 5/1/21.
• Automatically fill the Ship To Attention field when a purchase order is created - if you would like the purchase order entry person’s name to automatically populate the “Ship to Attention” field on the purchase order entry screen, check this box.  This makes it so they don’t have to key their name into the field.   If you have staff entering requisitions for others, you may want to leave this unchecked so they will enter the person's name to whom the order should be shipped.
• Only roll over Fund 20 POs to Payables - checking this option will make it so when you do your purchase order rollover at year-end, Fund 20 purchase orders will only be allowed to roll over as Payables (not encumbrances)
• Display vendor DBA on PO and print PDF - checking this box will make it so the vendor's DBA name prints on the purchase order.
• Include page numbers on the bottom of printed POs (PDF):  If you would like page numbers printed at the bottom of your purchase orders, check this box.
• Print "Shipping Costs: None" if No Shipping Costs is selected - if this is not selected, the system displays "No Shipping Costs" on the PO when printed.
• Include extra detail (ID, Phone and Fax Number above the Vendor Name/Address block - if you would like to have the vendor's ID#, phone and fax numbers to print on the PO above the vendor's name, check this box.
• Print Bills List Feature:  use this section to enter the titles for the people who will sign your Bills List.  These titles will be printed below the signature line(s) on the Bills List.

*Always click SAVE after changing any section on this screen*

Section 5 - Petty Cash PO Options

• Close Petty Cash PO button always available  – Petty Cash Purchase Orders must be closed by year end.  The "Close Petty Cash PO" button normally will not appear until the month of June (it appears on June 1st).  If this checkbox is checked, it will appear all year and will allow Petty Cash Purchase Orders to be closed at any time of the year.   Note that multiple Petty Cash Purchase Orders can be open at any time.

*Always click SAVE after changing any section on this screen*

Section 6 - Receive Items Options

• Checking this box will limit the purchase orders a user can see in their employee portal on the Receiving tab to the account groups they have been assigned.

Section 7 - Refunds and Receipt Number Generators

• Receipt Number Pattern – When customizing your receipt number, please only change the C7 portion.  The RCT portion indicates a Receipt.  The SY2 portion indicates the budget year.  The C7 portion indicates how many numbers are displayed in the receipt number.  In this example, it shows seven digits.  If you want to make your receipt number only four digits, change C7 to C4.  To see what your receipt number will look like after changing your settings, click on “Show next available receipt number.” 
• Receipt Next Number – if you want to start the automatic numbering of your receipts at a number other than 1, key in the starting number here.
• Refund Number Pattern – works the same as described above for receipts.  This one is for Expense Refunds.
• Refund Next Number – works the same as described above for receipts.  This one is for Expense Refunds.
• Revenue Refund Number Pattern - works the same as described above for receipts.
• Revenue Refund Next Number – works the same as described above for receipts.

*Always click SAVE after changing any section on this screen*

Section 7 - Payroll Integration

• Encumbrance of Contractual POs:  Select either Automatic (the system encumbers and pays the PO automatically) or Manual (you manually encumber the PO and the system posts the payments each pay) mode.
• How casual POs are created:  select whether you will use one PO per school year for your casual payroll earnings (Manual or Automatic Mode), or if you will do one PO per payroll.  
• To configure how  your casual PO numbers are displayed (same as described in Section 7 above) click the link "Click here to configure PO numbers that are generated for Casual POs in Per Payroll mode."  Only use this if you are doing one PO per payroll.
• The grid displays all of your payroll purchase order numbers for each year in your system.