You begin creating a Revenue Budget Journal by entering information on the Enter Budget Journals – Add New Value page. Information that you enter on this page will populate to the Budget Header page, the next step in the process. Navigation Links: Commitment Control, Budget Journals, Enter Budget Journals. Make sure the Add New Value tab is selected. Complete the Enter Budget Journals page as described below. Field Name Field Description *Business Unit Accept or select Business Unit “MN001”. This is the only Business Unit used for budgets. *Journal ID Accept the default of “NEXT” in the Journal ID field and SWIFT will automatically assign the next number available after you save the budget journal. *Journal Date Accept the default current date for the Journal Date. The Fiscal Year and Accounting Period will be inferred by the Journal Date entered here. Click on the Add button. After you create the Budget Journal, the Business Unit, Journal ID and the Journal Date cannot be changed; however, you can exit the journal without saving and start over. Step 2: Enter Information on the Budget Header page After you click on the Add button, the Budget Header page displays. Notice that the information you entered on the Enter Budget Journals page displays at the top of the Budget Header page. Complete the Budget Header page by entering the applicable fields listed in the table below. Field Name Field Description *Ledger Group Click on the Ledger Group Lookup icon and select “KK_REVENUE”. This is the ledger group for revenue budgets. Fiscal Year (display only) The Fiscal Year is inferred by SWIFT from the Journal Date. Accounting Period (display only) The Accounting Period is inferred by SWIFT from the Journal Date. Source (display only) Source is a mandatory field. Each user has one source code, which is determined by the agency. The Source field is a default for the user and is determined by the user's security role within SWIFT. This field cannot be edited.
Create and Upload the Budget Journal Spreadsheet Flat File Process Steps Create and Upload Spreadsheet Flat-File This topic covers how to create a flat-file spreadsheet from the Expense Budget Journal Template Excel file and upload expense budgets directly into SWIFT. There are unique templates for expense and revenue budgets. The process of creating the flat file and uploading the budget into SWIFT is the same for both templates. Steps to complete: Step 1: Complete the Header of the Expense Budget Journal Template Step 2: Complete the Lines section of the Expense Budget Journal Template Step 3: Generate the Flat File Step 4: Run the Import Budget Journals Process Step 5: Finish Processing the Budget Journal Step 1: Complete the Header section of the Expense Budget Journal Template After obtaining the Excel journal template from MMB’s web site, complete the header information by following the instructions on the Instructions tab of the spreadsheet. WARNING: Macros must be enabled to generate the flat file. (In Excel, navigate to File, Options, Trust Center, Trust Center Settings. You may also see a Security Warning when you enter Excel that indicates that Macros have been disabled. You can click on the Enable Content button to enable the macros.) Complete the Header information as described below. Field Name Field Description *File Output Select a destination on your computer. The flat file will be saved to this folder. You will need to know this when later selecting the file for import. *Business Unit Accept the default “MN001”. You will always use “MN001” for Commitment Control Journals. *Journal Date This represents the Fiscal Year/Accounting Period where the transaction is recorded. For new year budgets, it should be 07/01/Budget Period. For adjustments, it is generally the current date. *Ledger Group Accept the default. The Ledger Group field is defaulted based on the template being use. *Bud Entry Type Enter “0” for Original Entry; enter “1” for an Adjustment.
Advanced Budget Criteria link The Advanced Budget Criteria link is not recommended for use in Minnesota. Override Transaction The Override Transaction checkbox is not available for use by most users. You can click on the Available Info (), to see a message with more information. View the Budget with Exception section lines. The budget exception(s) for the journal are displayed in the “Exception” column. (The Show tabs option is selected on the print screen below so that the Budget ChartFields display.) Common budget exceptions include: Exception Examples of Causes Failed MN Child or no Auth Opt The amount exceeds the available amount of the appropriation. No Budget Exists The budget was not created or the wrong funding string was entered on the journal. Exceeds Budget Tolerance Dollars are not available. Failed MN Transfer Authority Dollars are not available for transfer or the amount exceeds the transfer authority. Failed MN Chartfield Tree Edit The FinDept ID value was not entered on the MN ChartField Tree (Navigation Links: Tree Manager, Tree Viewer, and search for “KK_DEPTID”). Additional fields and icons in the Budgets with Exceptions section link include: Header Fields/Icons Description Details (Magnifying Glass) Click on the Details () icon to display the Budget Journal Line Drill Down page. Click the OK button to return to the Budget Journals Exceptions page. More Detail Link In some instances, the More Detail link is available in the More Detail column and will display more detailed information regarding the exception. Transfer – View Related Links icon Click on the View Related Links () icon to view the Commitment Control Budget Exceptions page or go to the Budget Details Inquiry page. View the Budget Journal Line Exceptions tab to see if errors were detected at the line level of the budget journal. Information and features available on this page are similar to the information available on the Budget Journal Exceptions tab.
Budget Authority Option Revenue Association Method Budget/Encumbrance Authority Spending Authority A - Appropriation Only N/A Current Appropriation + Roll-forward in - Roll-forward out +/- Anticipated transfers + Actual transfers in - Actual transfers out - Reductions and Cancellations Current Appropriation + Roll-forward in - Roll-forward out + Actual transfers in - Actual transfers out - Reductions and Cancellations C – Collected Revenue Collected Current Appropriation + Roll-forward in - Roll-forward out +/- Anticipated transfers + Actual transfers in - Actual transfers out - Reductions and Cancellations + Lesser of dedicated receipt cap or collected revenue Current Appropriation + Roll-forward in - Roll-forward out + Actual transfers in - Actual transfers out - Reductions and Cancellations + Lesser of dedicated receipt cap or collected revenue G – Greater of Budget or Collected Greater of Budget or Collected Current Appropriation + Roll-forward in - Roll-forward out +/- Anticipated transfers + Actual transfers in - Actual transfers out - Reductions and Cancellations + Lesser of dedicated receipt cap or (greater of budgeted or collected revenue) Current Appropriation + Roll-forward in - Roll-forward out + Actual transfers in - Actual transfers out - Reductions and Cancellations + Lesser of dedicated receipt cap or (greater of budgeted or collected revenue) L – Lesser of Budget or Collected Lesser of Budget or Collected Current Appropriation + Roll-forward in - Roll-forward out +/- Anticipated transfers + Actual transfers in - Actual transfers out - Reductions and Cancellations + Lesser of dedicated receipt cap or budgeted or collected revenue Current Appropriation + Roll-forward in - Roll-forward out + Actual transfers in - Actual transfers out - Reductions and Cancellations + Lesser of dedicated receipt cap or budgeted or collected revenue E – Encumber Budget/Spend Collected Greater of Budget or Collected Current Appropriation + Roll-forward in - Roll-forward out +/- Anticipated transfers + Actual transfers in - Actual transfers out - Reductions and Cancellations + Lesser of dedicated receipt cap or (greater of budgeted or collected revenue) Current Appropriation + Roll-forward in - Roll-forward out + Actual transfers in - Actual transfers out - Reductions and Cancellations + Lesser of dedicated receipt cap or collected revenue SWIFT Budget/Encumbrance, Spending, and Transfer Authority Budget Authority Option Revenue Association Method Transfer Authority All All Current Appropriation + Roll-forward in - Roll-forward out + Actual transfers in - Actual transfers out - Reductions and Cancellations + Lesser of dedicated receipt cap or collected revenue