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Budget Journals Presented by Lisa Becker

Budget Journals Presented by Lisa Becker. What are Budget Journals?. Budget Journals are entered into SMART to record an agency’s budget into a particular Budget Ledger. The following Budget Ledgers are available for agencies to enter budget journals:

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Budget Journals Presented by Lisa Becker

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  1. Budget Journals Presented by Lisa Becker

  2. What are Budget Journals? • Budget Journals are entered into SMART to record an agency’s budget into a particular Budget Ledger. • The following Budget Ledgers are available for agencies to enter budget journals: • CC_OPR_DOB -- DoB Operating Budget (loaded from IBARS and adjusted by the agency) • CC_OPR_REV -- DoB Revenue Estimate Budget (loaded from IBARS and adjusted by the agency) • CC_OPERATE – Agency optional Operating Budget (entered and maintained by the agency) • CC_REV – Agency optional Revenue Estimate Budget (entered and maintained by the agency) • CC_PROJECT – Agency optional Project Costing Budget (entered and maintained by the agency)

  3. How are Budget Journals Entered? • Budget Journals can be entered into SMART by agencies either online or via the Budget Journal Spreadsheet. • Detailed Instructions for Budget Journals can be found in the following SMART UPKs: • Entering and Adjusting Budget Journals • Uploading Budget Journal Spreadsheets • Viewing and Correcting Budget Journals • SMART Training Course DAGL331: Processing Budget Journals Participant Guide can be found at: • http://www.da.ks.gov/smart/TrainingBackground/GL_PG_GL331_final.pdf • and includes detailed information about budget journal processing.

  4. Budget Spreadsheet Journal • The Budget Spreadsheet Journal files can be downloaded from the SMART Help Desk Solutions. Solution 408 will provide the files to load onto your desk top and instructions on how to load the files. • The following are the steps to use the Budget Journal Spreadsheet: • Open the Spreadsheet and ensure that the macros are active so you can work in the spreadsheet. • 2. Enter the journal header and lines information into the spreadsheet. If you copy and paste into the sheet, add the number of lines needed, then copy the journal information and “paste as values”.

  5. Budget Spreadsheet Journal • 3. Return to the Home page then click on the Write File button. Select the sheet you want to “Write” and note the location you are saving the file. The file extension MUST be .txt. • 4. Sign into SMART and navigate to Commitment Control> Budget Journals> INF24 – Budget Upload. • 5. Enter a new Run Control and click on the Add button. On the Report Request Parameters, click on the Add button to find the Write file. • 6. To find the “Write” file from Step 3, click on the Browse button and find and highlight the .txt file and click on Open. On the Browse page, click on the Upload button.

  6. Budget Spreadsheet Journal • On the Request page, click on Run. The process should run to Success and Posted. THIS DOES NOT GUARANTEE THE JOURNAL WAS UPLOADED. • To determine if the journal loaded, click on the Details hyperlink on the Process line of the Process List. Under Actions on the Process Detail page, click on the Message Log hyperlink. On the third or fourth line of the message log, you will see “Process completed successfully with X journals imported”. If the X is 0 your journal did not load. Click the Return button.

  7. Budget Spreadsheet Journal • If the journal(s) loaded successfully, go to Step 12. If the journal(s) did not load, determine what the errors are. On the Process Detail Page, click View Log/Trace hyperlink. Under the File List, click on the hyperlink for the file ending with .LOG to open it. Copy and paste the message to Word to make it easier to read. • Read the log file to see what the errors are. An example of a LOG follows. • Spreadsheet Journal Import (GL_EXCL_JRNL) • 2011-05-05 14.49.57.000000 • ---------------------------------------- • Processing file JRNL1PPE041611_PPE041611.txt ... • Journal 0000097255 has error. Skip this journal and continue. • Journal 0000097256 has error. Skip this journal and continue. • Journal 0000097257 has error. Skip this journal and continue.

  8. .LOG File Skipped journal with error : 1059 (35000, 0000097255, 2011-04-26) -, - : Field (GL Journal Line Number) is required. Skipped journal with error : 1059 (35000, 0000097255, 2011-04-26) -, - : Field (Ledger) is required. Skipped journal with error : 1059 (35000, 0000097255, 2011-04-26) -, - : Field (Account) is required. Skipped journal with error : 1060 (35000, 0000097256, 2011-04-25) -, - : Field (GL Journal Line Number) is required. Skipped journal with error : 1060 (35000, 0000097256, 2011-04-25) -, - : Field (Ledger) is required. Skipped journal with error : 1060 (35000, 0000097256, 2011-04-25) -, - : Field (Account) is required. Skipped journal with error : 1061 (35000, 0000097257, 2010-11-29) -, - : Field (GL Journal Line Number) is required. Skipped journal with error : 1061 (35000, 0000097257, 2010-11-29) -, - : Field (Ledger) is required. Skipped journal with error : 1061 (35000, 0000097257, 2010-11-29) -, - : Field (Account) is required.

  9. .LOG File • Process completed successfully with 1 journals imported. • Imported these journals: System ID (Unit, Journal ID, Date) Reference, Description • 1062 (35000, 0000097254, 2011-05-05) , Journal need to charge PC PPE4/16/2011 paydate4/29/2011 • Updated these journals: System ID (Unit, Journal ID, Date) Reference, Description if there are ChartField edit errors, • 11. Go back to the Spreadsheet Budget Journal and make the corrections. Repeat steps 3 – 9.

  10. Budget Spreadsheet Journal 12. If Journals did load successfully, navigate to Commitment Control> Enter Budget Journals> Find an Existing Value. Enter the Business Unit and the Journal Date and click Search. The journal that was uploaded should be in the Search Results List with a Budget Header Status of Incomplete. 13. Open the Journal. Review the Header and Lines pages. If the journal is correct, Save the journal. The Budget Journal is can be posted by the Agency Budget Approver. 14. After the journal posts the budget will be populated in the Budget inquiries and Budget Status Report.

  11. Tips and Tricks --Do not delete any columns on the Spreadsheet Journal template. The macros will not work directly if columns are deleted. --Budget Journals must be entered for budgets that are “Track with Budget”. If Funding lines are not in SMART, transactions will fail budget check. --Remember to use the correct ChartField translations for the particular Budget Journal when entering Budget Journals for your agency. Refer to the Budget Structure Update task attachments to determine which ChartField Tree Levels your agency uses on each Budget Ledger. --Budget Journals can be entered anytime for “Track without Budget” ledgers. Agencies may want to wait until after their 2012/2013 Budget submission so they can entered the revised 2012 amounts. --If the Budget entered into IBARS is at the same tree levels as the SMART budget, agencies could download to Excel the SR05 of the agency version (prior to submitting to DoB) of their budget and use this information to paste into the Budget Spreadsheet Journals.

  12. Questions?

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