Navigate to the budget screen by going to Accounting > GL > Budgets.
When you come to this page, you'll see the open budget and the data you currently have in Smartwebs. You can change the budget year, by choosing a different date from the dropdown.
You'll also be able to view what you budgeted the last year and the actual for the past 3 years.
The ability to approve, create and edit a budget is assigned in the roles and rights area of Smartwebs. Not all users will have access to make edits to this page.
Creating a Budget
Click Create Budget and in the popup, you'll see the next fiscal year will automatically fill in for you. you can change the name and enter description as needed. Select Create.
This is going to create a new budget.
You can view the budget by the GL Code, which is going to show all the codes or by the category. So if someone is only budgeting a certain number of GL codes, you can see those here.
You can also filter by Funds. After choosing GL Fund, you'll select the fund you want to view from the dropdown.
You also have the ability to show whole number or to show both dollar and cents.
To view by cost center, you'll change the dropdown on the right.
Starting with the first line, you can leave a comment (this will export to PDF or Excel) and handy to notate any increase or notes for the GL. This doesn't print out on the budget report.
If you have a flat amount that you want broken down each month equally, you'll enter this into the annual field. Then when you open that row, it'll break it down per month. If you have cost centers for that GL, it'll also break it down for each cost center.
If you don't want it to be equally broken up, you'll click the row and you'll enter the amounts manually or you can copy from prior budget.
This area is a save ahead, so it'll automatically save the data as you go.
You can also copy the actual and budget for the entire category.
Any budgeted item will show on the reports. You won't be able to delete any GL that has been budgeted.
Approving the Budget
Once you are finished creating your budget, clicking Approve will lock down your budget. This will make the budget read only until someone clicks Reopen Budget.