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Global SoftwareBudget Manager

User Manual

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Budget Manager

Budget Manager

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Microsoft, Excel, Windows, Outlook, Office, Access, and SQL Server are all registered trademarks of MicrosoftCorporation. BPCS and INFINIUM are registered trademarks of Infor Global Solutions in the United Statesand/or other countries. Lawson and Movex are registered trademarks of Lawson Software, Inc. and itsaffiliates in the Unites States and/or other countries. Oracle, JD Edwards, PeopleSoft, World, and OneWorldare registered trademarks of Oracle Corporation and/or its affiliates. SAP is a registered trademark of SAP AGin Germany and in several other countries. JACK HENRY trademarks are owned by Jack Henry & Associates,Inc. Trade names referenced are the service marks, trademarks, or registered trademarks of their respectivemanufacturers in the United States and/or other countries. Global Software, Inc. is not associated or affiliatedin any manner with the respective owners of the foregoing trademarks, trade names or service marks unlessexpressly stated otherwise. The respective owners of the foregoing trademarks, trade names or service markshave not endorsed, certified or approved any of Global Software, Inc.'s products for use in connection with theirrespective products. While every precaution has been taken in the preparation of this document, the publisher and the authorassume no responsibility for errors or omissions, or for damages resulting from the use of informationcontained in this document or from the use of programs and source code that may accompany it. In no eventshall the publisher and the author be liable for any loss of profit or any other commercial damage caused oralleged to have been caused directly or indirectly by this document.

Printed: July 2010

Table of Contents

Part I Introducing Budget Manager 3

................................................................................................................................... 31 Overview

Part II Budget Manager Installation 4

................................................................................................................................... 41 Additional Components

................................................................................................................................... 52 Budget Manager Installation

................................................................................................................................... 63 Uninstall Process

Part III Getting Started 7

................................................................................................................................... 71 Initiate Excel Add-In

................................................................................................................................... 82 Budget Manager Settings

................................................................................................................................... 93 Process Overview

Part IV Building Spreadsheets 10

................................................................................................................................... 101 GXB Formula

................................................................................................................................... 152 Calculation Options

Part V Budget Files 16

................................................................................................................................... 161 Creating a Budget File

................................................................................................................................... 182 Control Level Hierarchy

.......................................................................................................................................................... 19Adding Base Control Levels

.......................................................................................................................................................... 20Adding Sub-Control Levels

.......................................................................................................................................................... 21Adding Detail Controls

......................................................................................................................................................... 22One Workbook per Control Level

......................................................................................................................................................... 24Multiple Workbooks per Control Level

.......................................................................................................................................................... 28Control Level - Additional Options

Part VI Tracking Budget Progress 29

................................................................................................................................... 291 Setting the Status

................................................................................................................................... 302 Using the Status Summary

................................................................................................................................... 313 Email Notifications

Part VII Consolidation and Upload to Host 32

................................................................................................................................... 321 Load Budget PC Database

................................................................................................................................... 362 Working with the Budget PC Database

.......................................................................................................................................................... 38Display Account Summary

.......................................................................................................................................................... 39Display Account Detail

.......................................................................................................................................................... 40Verify Accounts

.......................................................................................................................................................... 41Load SS Budget

.......................................................................................................................................................... 42Export To CSV File

.......................................................................................................................................................... 44Upload to Host G/L

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......................................................................................................................................................... 45BPCS 405CD Ledger

......................................................................................................................................................... 47BPCS 6+ Ledger

......................................................................................................................................................... 49Infinium Ledger

......................................................................................................................................................... 51JD Edwards Ledger

......................................................................................................................................................... 54Movex Ledger

......................................................................................................................................................... 56Jack Henry Silverlake Ledger

Index 57

IIContents

II© 2010 ... Global Software, Inc.

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1 Introducing Budget Manager

1.1 Overview

What is Budget Manager?Global Software's Budget Manager allows an organization to streamline and control the budgeting process, ensuringtimeliness, accuracy, and consistency of the budgets. Budget Manager transforms the budgeting process into adynamic, flexible, and responsive system.

Ease of UseLeveraging the popularity of Microsoft® Excel spreadsheet as a budget building tool, the Budget Manager extractsbudget data from spreadsheets into a central database. Less time accumulating the budget detail means more timefor analysis and strategic planning. The Budget Manager allows full maintenance of budget data as well as optionaltransferring of the budget data into the General Ledger (where allowed by the host system).

The budget work flow process allows managers to plan and control the budget process with a minimal amount ofeffort. This program provides a tool that enables the budget analyst to monitor budget progress and generate emailalerts against user-defined schedules to ensure that budgets are completed, validated, and authorized on schedule.

Features & Benefits· Leverage Excel® as the budget input tool of choice· Tree-View control of all budget spreadsheets· Allows for multiple budget revisions· Track budget completion by manager· Extracts budget data from spreadsheets into a central budget database· Reduce number of days to consolidate and upload the budget· Eliminate requirement for IT or super-users to create/upload budgets with the automatic update of budget data

into the General Ledger· Works in conjunction with E-Mail to send deadline reminders for the incomplete components

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Global Software, Inc.

2 Budget Manager Installation

2.1 Additional Components

OPTIONAL CONNECTIVITY COMPONENTSFor some ledgers the Budget Manager application communicates with the host ledger to validate accounts andupload budgets to application files. The appropriate host communication or connectivity software must beloaded and configured on the PC intended for use with Budget Manager. The communication software requiredfor Budget Manager is the same as the communication software used by the ledger's correspondingSpreadsheet Server product. Contact your IT department to determine what is required to be installed.

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2.2 Budget Manager Installation

NEW INSTALLS1. Close any open sessions of Excel.

2. Run the Setup.exe program from the installation CD -or- from the downloaded and uncompressed zip filefrom Global's web site.

3. Follow and respond to the installation prompts. Global recommends taking the defaults.

After installation customers may be directed to reboot depending upon the PC's MDAC level. This is generallytypical for Windows® 9X / Office® 97 configurations.

UPGRADE INSTALLSGenerally upgrade installs follow the same process as a new install. Occasionally there are exceptions, so it isimportant to read Upgrade Guidelines published when a new version is released.

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2.3 Uninstall Process

It is not necessary to uninstall Spreadsheet Server prior to installing new versions. An uninstall should only beperformed in order to completely remove the product from the PC.

1. Start Excel.

2. For Excel 2003 and Prior:· From the Excel menu, select Tools>Add-Ins. The Add-Ins panel appears.· De-select the add-in named Global's GXB Add-In for Budgeting, and click OK.

For Excel 2007 and Above:· Click the Office button. The Excel Options panel appears.· Select Add-Ins, and click Go. The Add-Ins panel appears.· De-select the add-in named Global's GXB Add-In for Budgeting, and click OK.

3. Exit Excel.

4. Run the Unwise.exe program installed with the product. The program is located in the Program Files\GlobalSoftware BM folder if installation defaults were taken.

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3 Getting Started

3.1 Initiate Excel Add-In

1. Start Excel.

2. For Excel 2003 and Prior:· From the Excel menu, select Tools>Add-Ins. The Add-Ins panel appears.· Select the add-in named Global's Add-In for Budgeting, and click OK.

For Excel 2007 and Above:· Click the Office button. The Office Menu panel appears.· Click the Excel Options button. The Excel Options panel appears.· Select Add-Ins, and click Go. The Add-Ins panel appears.· Select the add-in named Global's Add-In for Budgeting, and click OK.

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3.2 Budget Manager Settings

Budget Manager allows the user to define various criteria to control processing. Settings should be establishedprior to building any budget files.

1. From the desktop, click Start>Programs>Global Software BM>Budget Manager. The Budget Manager Mainpanel appears.

2. From the Budget Manager menu, select Tools>Budget Manager Settings. The Budget Manager Settingspanel appears.

3. Use the table to enter data on the Budget Manager Settings panel.

Field Description

General Ledger Versions: Select the appropriate General Ledger version. If the required GL is notspecified in the list, select the All Others option.

Email Server: Select the appropriate email server being used. Value options areMicrosoft® Outlook Exchange, IBM Lotus Notes and Novell GroupWise.

Ignore GXB Formulas withZero Balances

Select the check box to indicate to ignore GXB formulas with zerobalances.

Do Not Validate AccountNumbers

Select the check box to indicate to not validate account numbers. Theaccount number validation routine is disabled for ledgers where it is notavailable.Note: For BPCS, Infinium, JD Edwards and Movex, where budgets areto be uploaded to the host, do NOT select this option.

PC Budget Master Files'Location

Browse and select the location of the MDB files that contain the budgetbalances.Note: This does not refer to the budget file (.BGX) which contains thebudget control levels (trees) where the source spreadsheets areidentified.

4. Click the Save button to write changes and exit the panel.

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3.3 Process Overview

Budget Manager is a tool that allows for both the management and consolidation of multiple budget units througha centralized control. Below is an overview of the process from beginning to end.

1. Excel spreadsheets are prepared for distribution to each budgetary unit. These units are defined by eachorganization (i.e. Departments, Plants, Product Lines, etc.).

2. Distribution Manager may be used to distribute these spreadsheets to the appropriate individual perbudgetary unit.

3. Create a new budget in Budget Manager.

4. Add Control Levels (or branches) to the budget tree. These control levels will usually correspond directly tothe budgetary units defined by the organization. A budget tree may contain multiple levels (branches) undereach control level. Only the lowest levels of a branch will contain links to the spreadsheet location, controlmanager, e-mail address, etc. These lowest levels are referred to as Detail Controls. In addition, all budgetworkbooks may be contained in a single folder through the use of wildcards. For example,"F:\Budgets\Dept_*.xls*" will find all workbooks in the Budgets folder that start with "Dept_", and will findExcel workbooks with the "xls" extension as well as "xlsx" extension (Excel 2007 and Above).

5. Set the status for the control levels to either Completed or Incomplete. Track and review the variousbudgetary units' progress and send email reminders as appropriate.

6. Once the various spreadsheets are completed and approved the budget analyst will review each spreadsheetand create the Data Load worksheet using the GXB formula (refer to GXB Formula). These formulas can becreated ahead of time as part of the standard budget template.

7. Load the PC Budget Database. The load option will create a consolidation of the GXB budget detailformulas. The budget data included in the consolidation is dependent on which spreadsheets are flagged toupload. Each load creates a new revision of the budget and can be reviewed, validated, updated withchanges, if necessary, and finally uploaded to either the General Ledger on the host (if allowed by the G/Lsystem) or to the Spreadsheet Server product for further analysis.

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4 Building Spreadsheets

4.1 GXB Formula

Use the GXB formula to retrieve budget amounts from various budget worksheets.

Syntax:=GXB("Account String","Key 1","Key 2","Year","Period","Currency","BudgetAmount","Memo","Description")

Note: It is most common to use cell references within GXB formulas to identify parameters.

Parameters:Below is a table outlining the different General Ledger versions with their applicable parameters.

Ledger: BPCS 405CD BPCS 6+ Infinium JD Edwards Movex All OtherLedgers

AccountString

Account Ledger-Account

Account Account Account Account

Key 1 Budget A orBudget B

Ledger BudgetName

Ledger Type BudgetNumber

Not Used

Key 2 Not Used Book Not Used Not Used Balance Key Not Used

Year Year Year Year Year Year Year

Period Period Period Period Period Period Period

Currency Currency isrequired butnot used forreporting

Currency isrequired butnot used forreporting

Currency isrequired andused



Currency isrequired butnot used forreporting

BudgetAmount

Amount Amount Amount Amount Amount Amount

Memo UserDefined

UserDefined

UserDefined

UserDefined

UserDefined

User Defined

Desc. AccountDescription

AccountDescription

AccountDescription

AccountDescription

AccountDescription

AccountDescription

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Formula Example - For BPCS 405CD Ledger:

Note: In the formula example below, the budget amount is obtained from a cell reference on a different worksheet(i.e. Actuals) than the worksheet containing the GXB formula (i.e. Budget).

Formula Example - For BPCS 6+ Ledger:



Formula Example - For Infinium Ledger:

Formula Example - For JD Edwards Ledger:

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Formula Example - For Movex Ledger:

Note: In the formula example below, the budget amount is obtained from a cell reference on a different worksheet(i.e. Budget Submittal) than the worksheet containing the GXB formula (i.e. GXBs).

Formula Example - For Jack Heny Silverlake Ledger:

Note: In the formula example below, the budget amount is obtained from a cell reference on a different worksheet(i.e. 2007Input) than the worksheet containing the GXB formula (i.e. 2007GXB).



Formula Example - For Oracle Ledger (i.e. specified in Tools>Budget Manager Settings>General LedgerVersion: All Others)

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4.2 Calculation Options

Multiple options are available for retrieving and calculating data within Budget Manager.

1. By default, the calculation function within Excel is set to calculate automatically. Global stronglyrecommends setting this value to manual so that all required spreadsheet changes or additions can becompleted prior to re-calculating.

Nav Tip:For Excel 2003 and Prior, this setting is found on the Calculation tab within Excel'sTools>Options menu.

Nav Tip:For Excel 2007 and Above, this setting is found in the Calculation Options section on the Excel'sOptions Formulas panel.· Click the Office button. The Office Menu panel appears.· Click the Excel Options button. The Excel Options panel appears.· Select Formulas. The Excel Options Formula panel appears.

2. The following options are available for calculating spreadsheets:

F2+Enter Calculates the active cell.

F9 Calculates all worksheets in all open workbooks.

Shift+F9 Calculates the active worksheet.

Ctrl+Alt+F9 Calculates all worksheets in all open workbooks, regardless of whether they havechanged since the last calculation.

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5 Budget Files

5.1 Creating a Budget File

Use the following steps to create a new budget file.

1. From the desktop, click Start>Programs>Global Software BM>Budget Manager. The Budget Manager Mainpanel appears.

2. From the Budget Manager menu, select File>New Budget -or- select the Create a New Budget icon ( ) onthe toolbar. The New Budget panel appears.

3. Enter the following information on the New Budget panel:· Budget Title· Manager· Expected Completion Date· Status, Notes and Comments (optional)

4. Click the Save button. The Save As panel appears.

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5. Use the Save As panel to navigate to the appropriate location for the new budget and to specify the file namefor the new budget. Global recommends using the default File Name, as it is the same name as the BudgetTitle entered on the previous panel. In addition, Global recommends using a file location that is backed-up ona regular basis. Click the Save button. The Budget - Control Levels panel appears, displaying the main "root"or ''budget tree" of the budget structure.

6. To display or change any of the data that has been entered thus far, then click on the Budget tab. TheBudget - Budget panel appears. Corrected the desired fields, and click the Save button.

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5.2 Control Level Hierarchy

There are two kinds of objects that can be added to the root of the budget hierarchy (tree):· Control Levels: These are the "branches" of the tree.· Detail Controls: These objects are where budget detail is specified (including which spreadsheet(s) are providing

the budget values.

The following text may be deleted:Each of these are affected by how the budget analyst wants to configure the budgets. Two budget scenarios areused to show different Control Level setups.

Setup - Common to Both ScenariosBudgets are being prepared for 2002. There are 4 departments involved: D275 (Q/C), D235 (Mfg), D540(Marketing), D760 (Sales). Each budget workbook contains the following worksheets:· (2001 Actuals) Current year (2001) actuals Budget input area for 2002.· (2002 Budget Input) Department Head responsible for data entry.· (2002 Budget GXB) Worksheet of GXB formulas. These formulas are used by Budget Manager to take each

budget value by Account String by month and consolidate them in the Budget Master file (MDB).· When the Department Heads finish populating their budgets, they submit their workbooks to the Budget

Analyst/Coordinator. When all have been submitted the Budget Coordinator then loads the budget balances intothe budget file (.MDB).

Scenario 1 (multiple Control Levels)Each department will be set up in their own control level so that budget tracking (complete/incomplete) as well as theability to be flagged as "Ready for Upload".

Scenario 2 (single Control Level)All Departments will be referenced in one Control Level and will be uploaded in one pass. There will be no individualdepartment notifications of late budget sheets to departments because there is one status per control level and thislevel contains all four departments.

The following sections show how to create Control Levels and Detail Controls.

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5.2.1 Adding Base Control Levels

Control Levels are added from the base level (root) of the budget tree.

1. Right-click on the root of the budget tree and select "Add Control Levels" from the menu.

2. Type in each Control Level using the following rules:· Maximum of 25 characters per level· One title per line· ENTER key starts a new Control Level

3. Once all Control Levels have been entered click the "Add" button. This will add the Control Levels entered tothe root of the budget tree.

4. If more Control Levels are to be added, then repeat steps 1-3.

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5.2.2 Adding Sub-Control Levels

Control Levels may be added as Sub-Control levels. Using "tree" terminology, it is like having branches onbranches.

1. Right-click on the Control Level to which Control Levels are to be added ("Operations" in this example) andselect "Add Control Levels" from the menu.

2. Type in each Control Level using the following rules:· Maximum of 25 characters per level· One title per line· ENTER key starts a new Control Level

3. Once all Control Levels have been entered click the "Add" button. This will add the Control Levels entered tothe selected Control Level.

4. If more Control Levels are to be added, then repeat steps 1-3.

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5.2.3 Adding Detail Controls

A Detail Control is added to a Control Level. Detail Controls consist of the following data:· Control Manager - this is a required field· Expected Completion Date - this is a required field· Budget Spreadsheets - this is a required field· Email Addresses - optional· Notes/Comments - optional· Update Budget PC Database - optional

Two examples will follow: one with one workbook per Detail Control, the other with multiple workbooks per DetailControl.

Multiple Workbooks· If more than one workbook is to be referenced (i.e. consolidation of several workbooks) then follow these

steps:

The Budget Tree will have been updated to look like the following (note that the branch's ext color is now green -indicating a responsibility level with Detail Controls):

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5.2.3.1 One Workbook per Control Level

Adding a Detail ControlOne Workbook Only per Control Level

· On the Control Levels screen right-click on the Control Level where the Detail Control is to be placed.· Select "Add Detail Control to <Control Level Name>" from the menu. NOTE: this should be the lowest level

branch.· Enter the Control Manager and Expected Completion Date.· In the "Budget Spreadsheets" section: browse to and select the appropriate Excel spreadsheet for this

Control Level.· (Optional) enter "EMail Addresses" (for Incomplete Email Notifications).

· All email addresses must be entered manually, with the exception of when Outlook is being used whereemail addresses may be selected from the Address Book.

· (Optional) enter "Notes & Comments".· (Optional) check "Update Budget PC Database" if this workbook is ready to be consolidated into the Budget

Manager database. If not, leave unchecked. It may be checked later at any time.· When data entry is complete click the "Save" button.

A completed form looks like this:

After clicking "Save" the Control Level structure now contains the Detail Control.

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Note that the Control Level to which the Detail Control is attached now has a green font. This is an indicator thatthe branch contains a Detail Control.

· Repeat the above steps for each Detail Control to be added. In this example that is one for everydepartment.

A sample completed structure is shown below.

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5.2.3.2 Multiple Workbooks per Control Level

Adding a Detail ControlMultiple Workbooks per Control Level

· On the Control Levels screen right-click on the Control Level where the Detail Control is to be placed. In thisexample there is only one Control Level.· NOTE: This cannot be the Base of the tree. At least one Control Level must be added.

· Select "Add Detail Control to <Control Level Name>" from the menu.· NOTE: this should be the lowest level branch.

· Enter the Control Manager and Expected Completion Date.· In the "Budget Spreadsheets" section: browse to the location of the budget workbooks.

· Select one Excel spreadsheet (it may be any one that contains GXB formulas for this budget) by double-clicking the workbook or single-click and click the "Open" button. This opens the "Control Detail" window.

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· In the "Budget Spreadsheets" section edit the path\file_name and insert wildcards where necessary toinclude all of the workbooks applicable to this budget.

· "EMail Addresses" (for Incomplete Email Notifications) need not be entered for this configuration. This isbecause you cannot flag individual workbooks as complete or incomplete. Only the Detail Control can beflagged.

· (Optional) enter "Notes & Comments".· (Optional) check "Update Budget PC Database" if all of the workbooks in this Detail Control are ready to be

consolidated into the Budget Manager database. If not, leave unchecked. It may be checked later at anytime.

· When data entry is complete click the "Save" button.

A completed form looks like this:

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After clicking "Save" the Control Level structure now contains the Detail Control.

Note that the Control Level to which the Detail Control is attached now has a green font. This is an indicator thatthe branch contains a Detail Control.

· By using wildcards in the "Budget Spreadsheet" path only one Control Level is necessary.

A sample completed structure is shown below.

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Budget Files 28


5.2.4 Control Level - Additional Options

To specify additional options, right click on a Control Level. Additional options included are:· Add Control Levels - used to create branches and sub-levels of the Budget Tree.· Add Detail Control to " " - used to attach spreadsheet, manager, and email information to the lowest sub-levels of

the Budget Tree (not applicable to the root level).· Remove this Level (and any sub-levels) from this Budget - to delete a branch from the Budget Tree (not applicable

to the root level).· Modify this Level's Title - used to edit the description of a Control Level (not applicable to the root level).· Set 'Update Budget PC Database' Status ON for this Level (and any sub-levels) - a quick way to select all Detail

Control Levels within a summary Control Level as completed and ready for consolidation to Budget PC Database.· Set 'Update Budget PC Database' Status OFF for this Level (and any sub-levels) - a quick way to deselect all

Detail Control Levels within a summary Control Level indicating that they are not ready for consolidation to BudgetPC Database.

· Set Status of this level (and any sub-levels) as 'Completed'. Used in conjunction with "Incomplete EmailNotifications".

· Set Status of this level (and any sub-levels) as 'Incomplete'. Used in conjunction with "Incomplete EmailNotifications".

· Expand All Levels - a way to view all components of a Control Level with one click.· Collapse All Levels - a way to compress the view only the major Control Level with one click.· Cancel Menu - closes the menu envoking an action.

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6 Tracking Budget Progress

6.1 Setting the Status

Setting a Control Level (and any of it's sub-levels) as complete determines how information appears on the StatusSummary tab. If the Control Level is set to complete, the Detail Control for the level will appear in the Completedarea of the Status Summary tab. If the Control Level is set to incomplete, the Detail Control for the level willappear in the Incomplete area of the Status Summary tab.

To toggle a Control Level as either completed or incomplete, right-mouse click on the Control Level and select theappropriate action:· Set the Status for this level (and any sub-levels) as "Complete".· Set the Status for this level (and any sub-levels) as "Incomplete".

A colored block icon with a check mark denotes completed Control Levels. Blank blocks denote incomplete ControlLevels. Using the example Budget Tree below, note that Summary level "Marketing" is the only summary levelwhose status is set to completed.

Update Budget PC Database

Checking this box indicates that the budget spreadsheet has been reviewed and accepted and is ready to load intothe PC'S budget Database in preparation for uploading these values to the Host. Only spreadsheets for DetailControls whose "Update Budget PC Database" check box is checked will be considered for subsequent uploadingto the Host.

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6.2 Using the Status Summary

The Status Summary tab can be accessed to conveniently view a status of the budgets that havebeen completed and more importantly, the budgets that are still not yet complete. In addition, it willallow for a convenient email reminder to be sent from within the application.

As indicated in the Setting the Status topic Setting the Status, a colored block with a check markindicates that the Detail Control is now complete and will therefore fall into the completed section ofthe Status Summary tab. Conversely, an empty block will result in the Detail Control level residing inthe Incomplete section and allowing it to be tagged as eligible for the Email Incomplete Notificationselection. Emails will be sent to those individuals who's status is Incomplete.

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6.3 Email Notifications

Email notifications will only be sent to the Control Level Manager if the status is Incomplete.

To send email notifications:1. Make sure that the email application is running.

2. Verify, using the Status Summary tab, the status of each Detail Control Level within the Budget Tree to ensurethat the correct levels have been updated as Complete or Incomplete. If necessary, update the status underthe Control Level tab by changing a level's status as described in the Setting the Status topicSetting the Status.

3. On the Status Summary tab, click on Email Incomplete Notifications located at the top of the panel.

4. Complete the Email Subject line with a brief message that will appear in the Subject line of the recipientsincoming email.

5. Click OK to send. Progress information will be displayed as the system is working on the request.

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7 Consolidation and Upload to Host

7.1 Load Budget PC Database

One of the most beneficial features of the Budget Manager product is the ability to retrieve budget data from thevarious Control Level spreadsheets and consolidate them into a PC Database file.

All Detail Control Level spreadsheets can be consolidated within Budget Manager. The GXB formula is utilized toindicate to the program what data is to be retrieved from the various spreadsheets and brought into the Budget PCDatabase. This process can be repeated as many times as necessary and each time the resulting Budget PCDatabase will be captured with a revision ID so that previous versions can be reviewed again or deleted if no longerrequired.

To Load the PC Database file:1. Make sure that all desired Detail Control Level's "Update Budget PC Database" check boxes within the Budget

Tree have been checked.

2. Once all Control Levels are checked for update, click on the Load PC Budget Database button at the top of thewindow.

3. A confirmation screen will be displayed identifying the selected spreadsheets. A revision number must be input.For information purposes, the previous revision number will be displayed as well as the Budget Title. Input thenew revision number and click Next.

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4. A screen will display indicating the new revision id# has been accepted. Click the Next button to extract budgetdata from spreadsheets.

5. The Status of each spreadsheet will progress from Ready, to Extracting, to Done until the last spreadsheet hasbeen successfully extracted. If account number validation is turned on, click Next to validate the extractedbudget data's account numbers. If validation isn't turned on, then the Load process will skip to Step 4.



Account ValidationAccount validation is available for the following ledgers: BPCS, JD Edwards, Infinium, and Movex.

1. Account validation is real-time. You will be required to connect to your ledger's host (JD Edwards in thisexample).

If any invalid accounts are detected, you will be prompted to view them.

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2. A screen will display indicating that the load was successful. Click Finish to complete the process.



7.2 Working with the Budget PC Database

1. From the Budget Manager menu, select File>Open Budget. Navigate to and select the desired budget. TheBudget panel appears for the selected budget.

2. On the Budget panel, click the Maintain PC Budget Database button. The Maintain PC Budget Database panelappears.

From the Maintain PC Budget Database screen the following options can be accessed:

· View the budget by period and summarized by account number.

· Drill-down to the detail level for a specific account and period.· View and modify the source spreadsheet directly via Excel.

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· Change the budgeted detail amounts directly to the PC Database - overriding the spreadsheet's source.· Connect to the host and verify account numbers, displaying a report of invalid accounts.· Remove budget revisions no longer needed from the Budget PC database.

· Export the budget data from the Budget PC database to Comma Delimited (.CSV) file.· Upload the budget data from the Budget PC database to the host.



7.2.1 Display Account Summary

Display the Account Summary for a specific Budget Title and Revision ID by either double-clicking on its line in theBudget grid or right-clicking on its line and then selecting Display Account Summary from the popup menu.

The Account Summary grid will populate with the consolidated budget amounts for periods 1 through 14,summarized by Budget Key, Year, and Account Number. The budget tree will also be displayed in a window to theleft of the detail. To view the detail for a specific control within the tree, select the control and right-mouse click toselect the View Details option.

To position the Account Summary grid to a specific account number, key the value in the Account field and click theFind button.

Note: To copy the entire contents of the Account Summary grid to the clipboard, right-mouse click on any line in theAccount Summary grid and select Copy Grid to Clipboard from the popup menu. Paste the budget data intoother tools, such as Excel, for further analysis and reporting.

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7.2.2 Display Account Detail

Drill-down to the Account Detail for a specific account by either double-clicking on its line in the Account Summarygrid or right-clicking on its line and then selecting Display Account Detail from the popup menu.

The Account Detail window appears with a grid of the budget account's source for each period's amount. Each linein the grid can be viewed to trace back to the account's Excel workbook, worksheet, and specific cell.

Period amounts may be changed directly within the grid. Editing in this manner will be in effect for the upload but willNOT carry back to the source spreadsheet.

To view the source's Excel spreadsheet either manually or by right-clicking on the grid line and selecting View ExcelSpreadsheet from the popup menu. This action will redirect the user to the cell on the appropriate worksheet. Ifmodifications are made to the spreadsheet, the Budget's PC Database will have to be reloaded with an incrementedRevision ID.



7.2.3 Verify Accounts

Account numbers should be verified prior to uploading the budget data to the iSeries Host. Budget Manager verifiesthe accounts by checking them against the appropriate ledger's Chart of Accounts file of the host. Any invalidaccounts can be viewed via Window's Notepad for subsequent correction.

Initiate the verification process for a specific Budget Title and Revision ID by right-clicking on its line in the Budgetgrid and then selecting Verify Accounts from the popup menu.

Account validation is real-time. Connection to the ledger's host is required.

If any invalid accounts are detected, a prompt to view will appear.

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7.2.4 Load SS Budget

Budget data can be loaded to the PC SSBudget database for use by Global's Spreadsheet Server product. Thebudget balances can then be brought into spreadsheet cells via GXA or GXL formulas, and analyzed using actualbudget data from current or previous years.

Initiate the load process for a specific Budget Title and Revision ID by right-clicking on its line in the Budget grid andthen selecting Load Budget for Spreadsheet Server from the popup menu. Respond Yes to the next message tocontinue.

A screen will display prompting for the SS Cache location. Use the browse button to select the path if SpreadsheetServer settings not set to the default. Click OK to proceed to next step.



7.2.5 Export To CSV File

To load the budget data to a CSV file1. To load an entire revision, select a single revision, right click, and select Export to CSV File. A screen will appear

prompting for Key1 which allows for export Key1 specific budget data. Choose ALL KEY1S to export everything.

2. Browse and select the name of comma delimited file (*.csv) where the upload details will be stored.

3. Format for the (*.csv) file fields is shown below.· Amount 1 to Amount 14 are budget amount for period 1 to period 14· Budget Name· Budget Revision· Year· Account String

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· Account Segments 1· Account Segment 2· Account Segment 3· Account Segment 4· Account Segment 5· Account Segment 6· Account Segment 7· Account Segment 8· Account Segment 9· Account Segment 10· Account Segment 11· Account Segment 12· Account Segment 14· Amount 1· Amount 2· Amount 3· Amount 4· Amount 5· Amount 6· Amount 7· Amount 8· Amount 9· Amount 10· Amount 11· Amount 12· Amount 13· Amount 14· Total Amount for All Periods (Sum of Amount 1 to 14)· Description



7.2.6 Upload to Host G/L

Select the applicable ledger and version for detail pertaining to the upload to host feature.

BPCS 405CD LedgerBPCS 6+ General LedgerInfinium General LedgerJD Edwards General LedgerMovex LedgerJack Henry 2020 Ledger

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7.2.6.1 BPCS 405CD Ledger

This process allows the data transfer from the Budget Manager application to the host General Ledger. The Upload toHost G/L process can be run for a single revision within the budget. To load the budget, follow the steps listed below.

1. To load a particular revision, select the revision, right click, and select Upload to Host G/L. This takes onerevision's complete data, compiles it into detail records, and ultimately loads it to the GGM file within BPCS®. Key1 specific budget data or ALL KEY1S data can be uploaded.

2. Enter the required information for the AS/400 upload.

3. A series of informational messages will display at the bottom of this panel to indicate the progress of the request.A connection will be established and host access will be verified. Click Next to proceed.



4. A series of informational messages are displayed during each step of the process. The next steps prepare thebudget data and uploads it to the BPCS files.

5. Click Next.

6. Click Finish.

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7.2.6.2 BPCS 6+ Ledger

This process easily allows the data transfer from the Budget Manager application to the host General Ledger. A BTPImport definition must be created prior to running the final post. The Upload to Host G/L process can be run for asingle revision within the budget or can create a net change entry based on two revisions within Budget Manager. Toload the budget, follow the steps listed below.

1. To load a specific revision, select the revision, right click, and select Upload to Host G/L. This takes onerevision's complete data, compiles it into header and detail records, and ultimately loads it to the GBH and GBLfiles on the iSeries host. To load a net change between two revisions, select the two revision headers, right click,and select Upload to Host G/L Net Change. Key1 specific budget data can be uploaded or ALL KEY1S uploadeverything.

2. Enter the required information for the AS/400 upload.

3. A series of informational messages will display at the bottom of this panel to indicate the progress of the request.A connection will be established and host access will be verified. Click Next to proceed.



4. A series of informational messages are displayed during each step of the process. The next steps prepare theBudget data and uploads it to the BPCS files: GBH (headers) and GL (detail). Click Next to continue or Cancel todiscontinue and exit the process.

5. Click Next.

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7.2.6.3 Infinium Ledger

This process easily allows the data transfer from the Budget Manager application to the host General Ledger. TheUpload to Host G/L process can be run for a single revision within the budget. To load the budget, follow the stepslisted below.

1. To load an entire revision, select a single revision, right click, and select Upload to Host G/L. Key1 specificbudget data or ALL KEY1S data can be uploaded.

2. Enter the required Key1 information.

3. Browse and select the name of comma delimited file (*.csv) where the upload details will be stored.

4. User will be prompted with successful message and given an option to view the file.



5. The Format of (*.csv) file fields is shown below:· Amount1 to Amount14 are budget amount for period 1 to period14· Budget Name· Budget Revision· Year· Account String· Account Segment 1· Account Segment 2· Account Segment 3· Account Segment 4· Account Segment 5· Account Segment 6· Account Segment 7· Account Segment 8· Account Segment 9· Account Segment 10· Account Segment 11· Account Segment 12· Account Segment 13· Account Segment 14· Amount 1· Amount 2· Amount 3· Amount 4· Amount 5· Amount 6· Amount 7· Amount 8· Amount 9· Amount 10· Amount 11· Amount 12· Amount 13· Amount 14· Total Amount for All Periods (Sum of Amount 1 to 14)

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7.2.6.4 JD Edwards Ledger


1. To load an entire revision, select a single revision, right click, and select Upload to Host G/L. This takes onerevision's complete data, compiles it into detail records, and ultimately loads it to the F0902Z1 or F14112 on theiSeries host. Key1 specific budget data or ALL KEY1S data can be uploaded.

2. Enter the required data into the Sign On screen and press OK.

3. Enter the required Key1 information. Click Next.



4. A series of informational messages are displayed during each step of the process. A connection will beestablished and host access will be verified. Click Next to proceed.

5. A series of informational messages are displayed during each step of the process. The next steps prepare thebudget data and uploads to F0902Z1 file.

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6. Click Finish.



7.2.6.5 Movex Ledger


1. To load an entire revision, select a single revision, right click, and select Upload to Host G/L. This takes onerevision's complete data, compiles it into detail records, and ultimately loads it to the FBUDET file in Movex.

2. Enter the required information for the AS/400 upload and press Next.

3. A series of informational messages are displayed during each step of the process. A connection will beestablished and host access will be verified. Click Next to proceed.

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4. A series of informational messages are displayed during each step of the process. The next steps prepare theBudget data and uploads to the FBUDET file in Movex.

5. Click Next.



7.2.6.6 Jack Henry Silverlake Ledger

The upload is currently accomplished using a CSV file as the source into the Jack Henry Silverlake General Ledger.Please reference the section Export to CSV File.

Index- A -account validation 32

add control levels 28

add detail control 28

add-in 7

- B -benefits and features 3

BGX file extension 16

BPCS 405 45

upload to host 45

BPCS 6+ 47

upload to host 47

BPCS General Ledger 44

branch 20

Budget File 16

Creating 16

Budget Spreadsheet File Location 21, 22, 24

Budget Title 16

budget tree 16, 19

Adding Control Levels 18

Adding Detail Controls 21, 22, 24

- C -calculation options 15

cancel menu 28

Change Budget Amount 39

collapse all levels 28

Control Capabilities 36

Control Level 19, 20

Adding 18

Additional Options 28

Control Manager 21, 22, 24

Copy Grid to Clipboard 38

Creating a New Budget 16

- D -Detail Control 18

Adding 21, 22, 24

Detail Source 39

Display Account Detail 39

Display Account Summary 38

- E -Email Address 21, 22, 24

Email Notifications 30

Incomplete Status 30

Send 31

Examples 39

Account Detail 39

Account Summary 38

Budget File 16

Control Levels 18

Detail Controls 21, 22, 24

Email Notifications 31

GXB 10

Load Budget Database to PC 32

Load SS Cache 41

Setting the Status 29

Status Summary 30

Upload to Host G/L 44

Verify Accounts 40

Excel add-in 7

expand all levels 28

Expected Completion Date 16, 21, 22, 24

- F -features and benefits 3

Find Account 38

For Infinium General Ledger: 44

- G -GBH 44

iSeries File 44

GBL 44

iSeries File 44

GXB 10

- H -host communications 4

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- I -Infinium 49

installation 5

introduction 3

Invalid Account Numbers 40, 41

- J -Jack Henry Silverlake 56

upload to host 56

JD Edwards 51

upload to host 51

JDE 51

upload to host 51

- L -Load Budget Database to PC 32

- M -Maintain PC Budget Database 36

modify this level's title 28

multiple workbooks 24

- O -overview 9

- R -remove this level 28

root 16, 19

- S -set status 28

settings 8

single workbook 22

Spreadsheets 39

Viewing 39

Status 29

Complete 29

Incomplete 29

Settings 29

Status Summary Tab 30

sub-control 20

- U -unistall 6

update budget PC database 28

Checkbox 29, 32

upload to host 45, 47, 51, 56

Infinium 49

Upload to Host G/L 44

- V -validate 32

Verify Accounts 40

View Excel Spreadsheet 39

Index 58

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