Budget Build Screen - Appropriations

After your scenarios and worksheets are created, you can start to build your budgeted appropriations.   Go to Budget >>> Budget Build >>> Budget Build.

If you have more than one scenario, they will show across the top of this screen.  You can click on the scenario name to move to the next scenario.  In addition, you can select the worksheet that you would like to view. 

You have a wide variety of search options at the top of the screen (inside of the purple box) that work just like the account searches on the Financial tab.  We recommend you utilize these search options while you are working on building the projected appropriations or when you are reviewing the projected appropriations. 

Display Options:

• Worksheet:  use this drop-down to move from worksheet to worksheet.  As your budget managers and subordinates are entering data on their worksheets in the portal, it will show on the worksheet here on the SchoolFi side.  
• Include Detail:  check box will open the screen to show all description/item detail for each account.  It defaults to unchecked.  
• Not Budgeted:  shows all accounts that do not have anything budgeted to them
• Filters drop-down:  allows you to show all salary accounts, only salary accounts or no salary accounts on the worksheet.  
• For Checked Accounts button:  to set Subordinate Budget Managers for certain accounts on a worksheet, check off those accounts you wish the Subordinate to work with and then click the For Checked Accounts button.   Then click the Set Subordinate Budget Manager button.  This allows you to filter out certain accounts you want to allow subordinates to work with and will allow you to have multiple subordinates within a worksheet, with different accounts.
• Flags can also be set for account numbers.  These are 100% user-defined.  When you check off accounts and click the For Checked Accounts button, then click the Set Flag button it brings you to a drop-down with colors.  You can color-code your accounts if you choose.  For example - maybe use green for those accounts for which you have finished entering a budget.  Maybe red for those you need to get more information, etc.

• Messages:  there are two buttons - "Unread Messages" and "Post Messages to this Worksheet" - these will allow you to communicate with the budget managers and subordinates.  Messages to you will show under the Unread Messages button.  New messages to the budget managers and subordinates will go through the Post Message to this Worksheet button.

THE SYSTEM WILL ONLY DISPLAY HISTORICAL INFORMATION FOR ACCOUNTS CREATED IN THE

 BUDGET BUILD YEAR. 

To enter budget amounts and detail for account numbers:

Select the proper scenario and worksheet for which you will enter a budget.

• Click on the green plus sign at the end of the row for the account number.  The following screen opens.  This is where your projected appropriations are entered.

• Description:  a description of what is being budgeted for can be entered
• Unit Price and Quantity:  these fields can be used if you are budgeting for a specific number of items.  For example,  if you are ordering computers, you could enter the cost per unit and the quantity.  The system will then calculate that and enter the total in the Amount field after you click Add.  
• Amount:  if you prefer to enter a flat amount instead of item details, the grand total of what is being budgeted in this account can be entered here.
• When the entry is complete – click “add”

After item detail has been added, and the Add button clicked as described above, the following window opens.  This window allows you to continue adding additional items to this account number, or to attach backup documents to the item.  

• Add Detail Line:  to add more line items to this account number, click this button.  A new window will open like the one used to enter the first item.  Enter your next item and click Add.  It will be added to this list for the account number.  
• Save:  you can make changes directly to this screen.  Any time a change is made, click the Save button or your data will be lost.
• Attach back-up documents:  click the icon (blue circle with arrow pointing up) shown in the screen shot above to upload or attach documents to this line item.

When you are finished working with this account number, click the Close button.

As you add to your new budget, you will see the information populate on the screen.  The Projected column shows the amount you have already budgeted.  Clicking on the number (2 in the example below) in that column will show you the detail you entered as per the previous step.  The Amt and Pct columns show the amount and percent compared to last year's budget

Here is what the screen looks like when you click the Include Detail check box:

Copy Budget Details from  the Prior Year

You can copy detail from a previous year by going to the previous year's worksheet and going into that account number.  This is done account-by-account.