The easiest way to enter your fiscal year allocations for the next year is to batch create the allocations. This is especially useful if you have unspent and encumbered amounts you want to transfer to the new fiscal year allocations. (For more information, see Batch Transferring Budget Unspent Amounts.)
If this is the first time you are using the Batch Create Fiscal Year Allocations and Batch Transfer Budget Unspent Amounts features, you may want to (but do not have to) edit each of your current budgets and complete two fields: Inflation Factor % and Transfer Unspent %. You can also enter these amounts globally for all budgets in the fiscal year you choose, as explained below.
To batch create fiscal year allocations
1 | If this is the first time you are using the Batch Create Fiscal Year Allocations feature and also want to use the Batch Transfer Budget Unspent Amounts feature, you may want to (but do not have to) complete the Inflation Factor % and Transfer Unspent % fields for each budget, as explained in steps 2 through 8; otherwise, skip to step 9. |
2 | To edit a budget, start theFind Budget process. |
The default location of this process is the Acquisitions\Budget folder on the navigation bar.
Horizon displays the Compound Search window.
3 | Highlight the index you want and enter a search term in the Search for field. |
To display a list of all your budgets, highlight the Budget index and enter an asterisk ( * ) in the Search for field.
4 | Click OK. |
Horizon displays a list of budgets that match your search criteria.
5 | Highlight the budget you want and click Edit to display the Edit Budget window. |
6 | Complete these two fields to edit each budget for the current year: |
• | Transfer Unspent %. Enter the percent value of this fiscal year allocation’s unspent amounts that you want to transfer to the next fiscal year’s allocation. (Complete this field now if you want to transfer outstanding encumbrances or unspent amounts for the budget. For more information, see Batch Transferring Budget Unspent Amounts.) |
7 | Save your changes. |
8 | Start theBatch Create Fiscal Year Allocations process. |
The default location of this process is the Acquisitions\Budget folder on the navigation bar.
Horizon displays the Options for Creating New Fiscal Year Allocations window.
9 | Complete the fields in the window. (For a description of each field, see Options for Creating New Fiscal Year Allocations Window.) |
10 | When you are finished setting up the options for the batch creation of fiscal year allocations, click OK to display the list of “Create From” budgets for the fiscal year allocations: |
Note: If you want to change some of the options for creating the new fiscal year allocations, click Options to display the Options for Creating New Fiscal Year Allocations window and make your changes.
11 | Choose the budgets you want to use to create the new fiscal year allocations or click Select All to choose all the budgets. |
12 | Click Create. |
Note: If you receive error messages while creating fiscal year allocations, see the error messages for Create Fiscal Year and their solutions listed in see Error Messages.
13 | Enter a Budget Transaction Note that applies to all newly created fiscal year allocations. |
Note: The Budget Transaction Note applies to all newly created fiscal year allocations, so you may want to make the note as general as possible.
14 | Click OK. |
When Horizon is finished creating the new fiscal year allocations, it displays the new list of the budgets for the new fiscal year:
You can then edit these budgets individually or in batch mode. (For more information on editing fiscal year allocations in batch mode, see Editing Fiscal Year Allocations for Batch Changes.) After you have prepared both the existing and the new fiscal year allocations, you can transfer any outstanding encumbrances, unspent amounts, or both from one budget’s fiscal year allocation to a new fiscal counterpart. (For more information, see Batch Transferring Budget Unspent Amounts.)
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