welcome to gl331: processing budget journal. please set cell phones and pagers to silent refrain...

Welcome to GL331: Processing Budget

Journal

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Two breaks and a one hour lunch are planned

Bathrooms / Snacks

First Things First

Welcome

Get to know your fellow Trainers and Drivers!

Icebreaker

Welcome

Training Materials Overview

Produced in Microsoft Word

Contains key concepts, processes, and task information

required to complete a user’s role in SMART

Process flows and screenshots of the SMART system are

included

This is a great reference to use after training!


Participant Guide

Used to help the Trainer facilitate the course materials

Produced in Microsoft PowerPoint

Contains key content and graphics

Generally used at the beginning or end of each Lesson


Concept Slides

Used to present the flow of either business processes or

information within SMART


Business Process Flows

Produced in Microsoft Word

Contains a scenario for each activity completed in the training

database

Provides data that you must enter for the exercise

Organized by classrooms and users

Take note of the user ID assigned to you


Activity Guide

Demonstration – instructor only (hands off)

Walkthrough – instructor leads and participants complete

exercise with instructor (hands on)

Exercise – Participants complete on their own

Challenge – Participants complete on their own


Activity Types

An online help tool that contains user procedures for completing

tasks in SMART

Used in training to perform a simulation of a SMART task or to

be used during an activity as a help guide

UPKs are also available after training on the SMART Training

website

UPKs are simulated to have the look and feel of SMART, but do

not impact the production environment. It is a safe way to

practice tasks that you perform in SMART.


User Productivity Kits (UPKs)

A short document that contains key concepts or steps involved

in a course

Can be content or system related

Available for all participants to use during training

Used after training for quick reference from the Training Portion

of the SMART website

Referenced as often as possible during training to indicate the

“handiness” of the material


Job Aids

Are conducted using the SurveyMonkey tool

Please complete a course evaluations for each new course that

you attend

Trainers also complete a course evaluation at the end of each

class


Course Evaluations


Questions

Course Objectives

Upon completion of this course, you will be able to:

Define basic budget journal terms

Choose a budget journal type

Enter a Budget Journal Online

Demonstrate the steps to successfully import a spreadsheet budget

journal

Create and review Budget Overview inquiries

Describe the types of errors that might occur during the budget journal

post process, including security errors, ChartField errors, and translation

errors

Lesson 1

Lesson Objectives

After completing this lesson, you will be able to:

Define basic budget journal terms

Explain the end-to-end budget journal process

Describe roles involved in the budget journal process

and the activities performed by each role

Explain the State of Kansas Budget Ledgers

Explain the difference between a budget ledger and an

ACTUALS ledger

Lesson 1: Budget Journal Entry Key Terms, Processes, and Roles

Budget Journal Key Terms

Commitment Control – SMART term for budgetary accounting.

Enables the tracking or controlling of expenses against budgets and

revenues against estimates

Budget Ledger – Defines the type of budget (e.g. expenditure or

revenue) and the type of transaction (e.g. budget, encumbrance,

expense, collected revenue, etc.) that will be recorded on the ledger

Budget Journal – The transaction used to establish and update budget

amounts in the system. Budget journals can be marked as original

budget or adjustment budget

Budget Header – The Budget Header page is used to enter budget

header information, such as the business unit, journal ID, journal date,

Commitment Control ledger group, budget entry type , and currency


Budget Journal Key Terms

Budget Lines – Budget lines are used to enter the transaction lines

making up the journal, which include the monetary amounts and the

ChartField values for each transaction. Once you enter the header and

lines, you can request journal processing on this page

Budget Transfer – A type of budget journal used to transfer budget from

one line item to another. A budget transfer is required to balance and

has different budget entry type options, namely, Transfer Original and

Transfer Adjustment

Expense budget – a structure of budget (such as Appropriation) that

records Budget, Expense, and Encumbrance

Revenue budget – a structure of budget that records estimated,

recognized and collected revenue


Budget Journal Key Concepts

Commitment Control in SMART is used to strictly control

transactions against budgeted amounts

Error exceptions are logged when transactions exceed the

budgeted amount

In SMART, transaction amounts are tracked against a budget, but

do not issue error exceptions unless there is no corresponding

budget row.


Budget Journal Roles

Role Description

Agency Budget Processor

This role is responsible for maintaining agency budgets after they interface from the IBARS system and entering new agency budget journals that did not interface from IBARS into the system

Agency Budget Approver

This role is responsible for approving, posting, and deleting agency-level budget journals


End-to-End Budget Journal Process


End-to-End Budget Journal Process (cont’d.)


State of Kansas Ledgers

Kansas has a centrally maintained Appropriation Budget Ledger

(CC_APPROP).

Operating Budget Ledgers (CC_OPERATE) can be set up so

agencies can control their budget information.

Budget Journal security determines who can enter a budget and

who can post a budget.

The Detail Budget Ledger Group (CC_DETAIL) does not have a

budget ledger, so agencies cannot enter/post a budget journal

impacting the Detail Budget Ledger group.



No formal systematic workflow process exists for approving and

posting budget journals. The budget approver posts journals as

his/her approval.

The process of building the budget, and the legislative process

does not take place in SMART

Reports on budget vs. ACTUALS out of SMART are available for

the appropriation ledger as well as operating budgets


Types of Budget Ledgers

The following are the different types of State of Kansas budget ledgers and

how/why they are used:

Appropriation Budget

Operating Budget

Project Budget

Project budget structures include three options:

o Dept. ID, PC Business Unit & Project/Activity

o Dept. ID, PC Business Unit, Project/Activity, and Service Location

o Dept. ID, PC Business Unit, Project/Activity, and Fund

Cash Control Budget

Revenue Estimate Budget



If an Agency submits their FY2010 budget in IBARS, the Division of Budget

approves and maintains it in SMART. Impact on Appropriation Budget Impact on Operating Budget Impact on Cash Control Budget Impact on ACTUALS Ledger


IBARS

Agency XXAgency XX

ACTUALS Ledger vs. Budget Ledgers

The ACTUALS Ledger is a separate ledger from Cash Budget and

Appropriation Budget

The ACTUALS Ledger stores consolidated financial transactions for

actual expenses, revenues and cash balances (non-budgetary

transactions)


Lesson Review

In this lesson you learned:

Define basic budget journal terms including, budget header,

budget lines, and budget transfer

Explain the end-to-end budget journal process

Describe roles involved in the budget journal process and the

activities performed by each role, including Central versus

Agency responsibilities

Explain the State of Kansas Budget Ledgers

Explain the difference between a budget ledger and an

ACTUALS ledger


Questions

Lesson 2

Lesson Objectives


Understand a budget journal type

Describe a situation in which the use of a budget transfer is

appropriate

Describe a situation in which the use of budget adjustment is

appropriate

Enter a budget transfer

Enter a budget adjustment

Copy a budget journal

Modify a budget journal that has not been posted

Lesson 2: Creating a Budget Journal Entry in SMART

Understanding Budget Journal Types

You can manually enter budget journals to establish or change the budgeted

amount for a control budget—whether it is an expenditure budget definition or a

revenue budget definition.

To report on budget journal entry activity, each budget journal header row and

each budget ledger row carries one of the following budget entry types:

Original

Adjustment

Transfer Original

Transfer Adjustment

Closing

Roll Forward


Budget Entry Types

Entry Types DescriptionOriginal This indicates an original budget journal entry. This type is used to record

adopted or approved budgets.Adjustment This indicates an adjustment to an original budget

Transfer Original

This indicates a transfer of original budget amounts

Transfer Adjustment

This indicates a transfer of adjusted budget amounts

Closing This identifies budget journal entries that contain a closing amount for a budget being closed. This budget entry type is created by the Budget Close process.

Roll Forward This identifies budget journal entries that contain a balance forward amount for a budget that is being closed. This budget entry type is created by the Budget Close process.


Creating a New Budget Journal Entry

The budget journal entry pages are used to enter new budgets, make

adjustments to a budget, perform budget transfers, or adjust budget

transfers.

When creating budget journals, complete the following steps:

Enter budget journal header data

Enter Budget journal line data

Edit and post the budget journals to the budget ledger

Correct budget errors


Budget Adjustments

Budget adjustments refer to increases or reductions in one budget.

Note: Use Transfer original when you are transferring original budget

(from the beginning of a fiscal year), and transfer adjustment when

transferring adjustments to that budget (after the beginning of fiscal

year). However, they will all be reported as transfers.

Budget adjustments are budget journals that use the “Adjustment”

entry type.


Begin ActivitiesWe will now complete a walkthrough using a

UPK: Entering and Adjusting Budget Journals

Begin ActivitiesWe will now complete Activity 1 – 2: Entering

Budget Journals and Adjusting Budget Journals in your Activity Guide

Copying a Budget Journal

There are two ways to copy a budget journal: The Budget

Journal Copy page and directly from the Budget Lines

page.

The best practice for the State of Kansas is to copy a

budget from the Budget Lines page



UPK: Copying a Budget Journal

Begin ActivitiesWe will now complete Activity 3: Copying

Budget Journals in your Activity Guide


UPK: Entering Budget Transfer Journals

Begin ActivitiesWe will now complete Activity 4: Entering Budget Transfer Journals in your Activity

Guide

Lesson Review


Describe a budget journal type

Create a new budget journal online

Modify a budget journal that has not been posted

Copy a budget journal

Describe a situation in which the use of a budget transfer is

appropriate

Enter a budget transfer

Describe a situation in which the use of budget adjustment is

appropriate

Enter a budget adjustment


Questions

Lesson 3

Lesson Objectives


Explain the importance of budget journal spreadsheet

uploads in SMART

Demonstrate the steps to successfully import a

spreadsheet budget journal

Lesson 3: Import Spreadsheet Budget Journals in SMART

Spreadsheet Budget Journals

The Budget Spreadsheet Journal workbook enables you to enter budget

journals offline using Microsoft Excel and then import the budget journals

directly into Commitment Control.

The benefits for using budget spreadsheet journals are:

Spreadsheets enable rapid data entry, which is useful for keying

large journals

Recurring or repetitive budget journals can be saved and easily

updated for changing dates and amounts

The accounting data necessary to create a budget journal is

oftentimes already in an Excel spreadsheet and can easily be copied

into the spreadsheet template


Spreadsheet Budget Journals

Define/Edit Setup

Requirements

Enter New Budget Journal Sheet

Create Budget Journal Header

Post Budget Journal

Write File

Create Budget Journal Lines

Review Budget

Journal in SMART



UPK: Uploading Budget Journal Spreadsheets

Begin ActivitiesWe will now complete Activity 5: Uploading a Spreadsheet Budget Journal in your Activity

Guide

Lesson Review


Explain the importance of budget journal

spreadsheet uploads in SMART

Demonstrate the steps to successfully import a

spreadsheet budget journal


Questions

Lesson 4

Lesson Objectives


Describe the types of errors that might occur during the

budget journal post process

Review and correct budget journal entry errors

Lesson 4: Processing Budget Journals

Budget Journal Posting

You run the Commitment Control Posting process to post

completed budget journals to the control budget ledgers

There are two ways to run the process:

Initiate it on the Budget Lines page for a single budget journal

if the budget needs to be reconciled immediately

Request a batch process on the Budget Posting Request page

The batch process is considered best practice if you have budget

journals with over 200 lines or multiple budget journals to post


Begin ActivitiesWe will now complete Activity 6: Posting a

Budget Journal (Batch Process) in your Activity Guide

View and Correct Budget Journal Errors

Potential errors in processing budget journals:

Budget is closed

Key ChartField values are not at or above a budgetary-level node of

the translation tree, if translation is established in the budget definition

Budget Period is not valid for the budget ledger

Ledger not is valid for the business unit and is a budget ledger

Account is an account type that is excluded for the budget

Key ChartFields are blank

Note: The Budget Errors page on the Budget Journal component will

show some errors. However, best practice is to use the Budget

Journal Exceptions page because it shows all the errors.



UPK: Viewing and Correcting Budget Journal Entry Errors

Begin ActivitiesWe will now complete Activity 7: Viewing

and Correcting Budget Journal Entry Errors in your Activity Guide

Key Concepts in Budget Journal Processing

It is important to understand that there is no workflow associated

with the budget journal posting process in SMART

If you hold a Budget Approver role in SMART, you are able to post

a budget journal

If you hold a Budget Processor role in SMART, you are unable to

post a budget journal. If a Budget Processor attempts to post a

budget journal, a security error message will be received.

Note: Role assignments and role segregation decisions are made

at an individual Agency level.


Lesson Review

In this lesson you have learned:


Describe the types of errors that might occur during the budget journal post process,

Review and correct budget journal entry errors

Questions

Lesson 5

Lesson Objectives



View budget details and transaction activity

Lesson 5: Reviewing Budget Journals in SMART

Budget Overview

The Budgets Overview inquiry component provides

summarized and detailed information about activity

across several control budgets.

Use the Budgets Overview inquiry to:

You can view the budget’s details, such as the

available amount remaining, the attributes, and the

amounts used by each ledger (encumbrance,

expense, and others) in the budget.

View associated budgets and budget attributes


Begin ActivitiesWe will now complete Activity 8: Navigating the Budgets Overview Page in your Activity

Guide

Begin ActivitiesWe will now complete Activity 9 - 10:

Inquiring on Budget Journals in your Activity Guide

Ledger Inquiry Set

Use the Ledger Inquiry Set page to add ledgers to a

ledger inquiry set to enable inquiries across multiple

ledger groups

Ledger Inquiry Sets are especially useful for inquiring

on associated expenditure and revenue budgets


The Detail Budget Maintenance Page

The Budgets Detail inquiry is similar to the Budget

Overview inquiry page, except that it enables you to

view data for a specific budget.

In order to use this page:

Select key ChartField criteria to view a specific

control budget

Use the drill down features to view the details of the

budget ledger, budget journals, and budget activity


Begin ActivitiesWe will now complete Activity 11 – 12 :

Inquiring on Budget Ledgers in your Activity Guide


UPK: Navigating the Budget Detail Page

Begin ActivitiesWe will now complete Activity 13: Navigating the Detail Budget Page in your Activity Guide

Lesson Review

In this lesson you have learned how to:



View budget details and transaction activity

Questions

Closing the Day

Use the following resources

SMART Training Website http://da.ks.gov/smart/training.html

SMART Training Team Contact us at [email protected]

SMART materials Review, Review, Review your SMART materials after

training!!

Resources Available

http://da.ks.gov/smart/training.html

mailto:[email protected]

Questions

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welcome to gl331: processing budget journal. please set cell phones and pagers to silent refrain...

Documents

training course

training portion

smart training websiteupks

course materialsproduced

new course

budget journal type

spreadsheet budget journal

training databaseprovides