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General Ledger Year-End Procedures

Entering General Ledger Budgets at Year-End

You can enter general ledger budgets in ACS for year-end.

You can enter your new budget at any time, before or after you perform year-end procedures. You can change the proposed budget as many times as necessary, and the new budget becomes your current budget when you close the year.

Entering a Budget Through Edit Budgets by Grid

  1. Under Manage Records, select the Budgets tab.
  2. In the drop-down list, select Edit Budget by Grid and click Go .
  3. In the drop-down list, select a Fiscal Year.
  4. Under Enter Budget, select to edit your budget by Month or by Year.
  5. If you selected to enter your budget by month, skip to step #7. If you selected to enter your budget by year, click Distribute.
  6. Under Distribute Annual Budget, select one of the distribution options and click OK.
  7. Optional: In the drop-down lists, select to filter by Fund or Department.
  8. Optional: Select an Account Filter. You can select more than one Account Filter at a time, and you can also include all accounts and inactive accounts.
  9. In the grid, select an account, then enter the budget amount.
  10. When finished, click OK.

Exporting Your Budget to Microsoft Excel

Note: When entering your budget in Excel, do not make any changes to your accounts, such as adding new accounts, moving accounts, renumbering accounts, or deleting accounts. Any changes that you make in the Excel spreadsheet do not import back into ACS. If you want to change your chart of accounts before entering your new budget, make the changes before exporting the file to Excel.
  1. Under Manage Records, click the Budgets tab.
  2. Select Export Budget to Excel in the drop-down list, and click Go .
  3. In the Export/Import drop-down list, select Monthly Budgets or Annual Budget.
  4. Select the budget's Export Year.
  5. Optional: Select Export Information and Account Filters.
  6. Click Export Data. Depending on the number of accounts in your general ledger, the data export can take a few minutes.
  7. In the Save As dialog box, navigate to the folder where you want to save the export, and enter a file name for the export.
  8. Click Open.
  9. When the export is complete, click OK.

Importing Your Budget Information From Excel Into General Ledger

  1. Under Manage Records, select the Budgets tab.
  2. In the drop-down list, select Export/Import Budget and click Go .
  3. In the Export/Import drop-down list, select a budget option to import.
  4. In the drop-down list, select the budget's Import Year.
  5. Click Import Data.
  6. If you are importing an annual budget, the Import Annual Budget window displays. Select the appropriate budget distribution option.
  7. If you are importing a monthly budget, a confirmation message displays. Click OK.
  8. In the Open dialog box, navigate to the file that you want to import.
  9. Select the file and click Open.
  10. Click OK. Your data imports from Excel to ACS.

Copying a Current Year’s Budget to Next Year

  1. Under Manage Records, click the Budgets tab.
  2. In the drop-down list, select Copy Budgets and click Go .
  3. In the Copy drop-down list, select Budget, Annual Budget, or Actual Balances.
  4. To change copied amounts by a percentage, click Change by and enter the percentage amount. To decrease the budget, enter a minus sign (-) first. For example, -5.00%.
  5. In the From field, select the year you want to copy budget figures from.
  6. In the To field, select the year you want to copy budget figures to.
  7. If you selected to copy the annual budget or actual balances, click Distribute. In the dialog box, select the method that you want to use to distribute your budget throughout the year.
  8. If you want to filter by fund or department, select the Fund or Department in the drop-down lists.
  9. If you want to filter the budget information by account type, select each account type that you want to copy. You can also include all accounts or inactive accounts. If you do not want to include an account type, clear the checkbox.
  10. When finished, click OK.

Entering a Budget Through the Chart of Accounts

  1. Under Manage Records, click the Chart of Accounts tab.
  2. In the drop-down list, select Add/Edit Chart of Accounts and click Go .
  3. On the Headings tab, scroll down to the heading under which you want to enter your budget, for example, Revenues, and select a subheading.
  4. The accounts under the subheading display to the right. Double-click on the appropriate account.
  5. Click Edit Account, then click Budget.
  6. Under Enter by, select to enter the budget by Month or by Year.
  7. If you selected to enter the budget by month, enter a budget amount for each month of the year.
  8. Click Distribute.
  9. Select a distribution method for the annual budget and click OK.
  10. Enter the annual budget amount and click OK.
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Last updated: July 11, 2023