Munis Budget Entry v 1.4.2023.

MUNIS BUDGET ENTRY FY 2023-24 This document provides general instructions for budget entry in Munis. This year, it is recommended that departments utilize Central Budget Entry. For specific guidelines on what items to enter, refer to the Budget Guidelines on Citynet. If you need assistance, please contact Erika or Jessica.

Contents of this document: Log In Central Budget Entry Budget Packages Report Options

Log In To access Munis, open Chrome and navigate to the following page: https://independencemo.tylerhub.com/ Enter your assigned username and password and click on Log In. If you do not have a username and password, please contact Cindy Gray.

Central Budget Entry Use Central Budget Entry to enter budget amounts by department, and then view those amounts by account, project string, employee, or position.

To get to Central Budget Entry: Login to Munis Search for “Central Budget Entry” in the Tyler Menu on the left

4

MUNIS BUDGET ENTRY FY 2023-24 Central Budget Entry will look something like this.

Account Columns The visible columns can be modified by clicking Account Columns.

A pop-up will appear where the desired columns can be selected.

5

MUNIS BUDGET ENTRY FY 2023-24 Select the following columns if they don’t populate: - Org / object descriptions - Account description - 2024 Prelim budget (name may be slightly different) - 2023 Projected Actuals – IMPORTANT – these are required to be reviewed and corrected by departments this year, Munis populates on trending (YTD/months, times 12 months) and can be inaccurate if large onetime expenses occur - 2023 Original and revised budgets - 2022 actuals, 2021 actuals for trending purposes You can include as many options as you want, these are the recommendations for budgeting purposes.

Central Budget Overview The Central Budget Entry screen manages and presents data by Accounts, Positions, Projection Totals, and Analysis.

Accounts Tab—Displays a variety of amount and account columns.

Positions Tab—Provides position totals for projections that include salary information.

Projection Totals Tab—Calculates and displays subtotals by any general ledger or project ledger segments.

Analysis Tab—Provides comparisons of budget amounts by a specific row and column. For example, to view budget totals by Agency and Service, select Agency as the row and Service as the column.

Detail Entry To enter budget using Detail Entry complete the following steps.

Choose the projection to add budget amounts by clicking on Change Projection in the ribbon. Pick the 2022-23 budget. It should default to this after the first time you select it.

6

MUNIS BUDGET ENTRY FY 2023-24 Select FY 2023-24 BUDGET. This should be the default going forward.

20241 – 2023-2024 Operating Budget

The Accounts tab is the default active tab when you open the Central Budget Entry program. This tab provides the details for all the accounts included in the selected projection. From this tab, you can maintain budget amounts within the accounts. It should default to only show your department accounts, but if not, you can filter via the Advanced Search option.

To filter the accounts displayed on the screen, enter a value in the Search box or use the Advanced Search option to define more specific criteria. Advanced Search allows searching by various fields.

Advanced search:

7| Page

MUNIS BUDGET ENTRY FY 2023-24 Add Detail The Add Detail button is found to the left of the account number. When you click the Add Detail button for an account, the program provides the Details pane. Click the Add Detail button in the Actions group of the toolbar to complete the budget detail entry.

View Detail Once you have added detail for an account, the Add Detail button updates to become the View Detail button. When you click View Detail, the program displays the Details pane. There may be accounts preloaded with detail from the items Finance has entered.

In the Details pane, click on the desired account number on the left. The itemized budget details for that account will populate on the right side of the screen. To further drill down on a particular item, click on the View Detail icon in the rightmost column.

To adjust existing detail, click on the View detail icon, which will open the Budget Detail window.

Update Unit Cost, Description and Justification fields. For items that are the same in next year’s budget, leave description as is unless the date needs updated, for example. For any changes in budget amount, provide a justification for the increase or decrease. NOTE: It is not necessary to use Quantity. Unit Cost 8

MUNIS BUDGET ENTRY FY 2023-24 should be the TOTAL cost of the item. If the item is a One-Time Expenditure or Revenue, check the appropriate box.

If existing detail is no longer relevant, and there are no details to add, the quantity and unit cost in Budget Detail window should be changed to zero.

To add budget detail to an account with existing detail, click Add Detail in the ribbon of the Details pane.

9

MUNIS BUDGET ENTRY FY 2023-24 Munis will then display the Budget Detail dialog box.

Click the Add Detail button in the Operating/Capital. The program refreshes the dialog box to display the detail entry fields. The required details vary based on the type of budget detail you selected.

Enter the Unit Cost, Description and Justification fields. NOTE: It is not necessary to use Quantity. Unit Cost should be the TOTAL cost of the item. If the item is a One-Time Expenditure or Revenue, check the appropriate box.

Important – you must click Save and Close. Munis saves your entry, refreshes the screen to display the newly created detail line, and updates the detail total.

When you have finished adding detail lines, click Return on the ribbon to return to the main program screen.

To review added details, click the View Detail button.

The program displays the Details group with the updated information.

10

MUNIS BUDGET ENTRY FY 2023-24

Estimated Actual Expenditures – required To enter estimated actuals / Projected amounts for this year, search for the org key (or fund for revenues. Type in the amount you expect to spend by June 30, 2022, and click save changes.

This process is similar to entering your department budget requests.

If you don’t see the Projected 2022 column, you will need to add the column – see prior information regarding account columns.

Positions Tab To view position totals: Click the Positions tab.

Use the Search Criteria lists to determine the detail levels to display.

Click Load Data.

The program applies the level criteria and displays the position amounts.

Select a value in the selected level column (for example, if the search criteria level is Position, click the position code) to advance to the next level in the sequence.

Click Start Over to clear the search criteria.

To see additional personnel detail, pull up the org key or fund in question, and click the icon next to salaries.

11

MUNIS BUDGET ENTRY FY 2023-24

This screen will show you the employee’s name, employee number and position number – this information mandatory if you are submitting corrections to personnel budgets.

Click the three lines to the right for additional detail about the position:

12

MUNIS BUDGET ENTRY FY 2023-24

Budget Packages Departments will use Packages to enter requests for additional funding over their base budget.

In Munis click TYLER MENU in the top right to open the Tyler navigation menu.

Click Financials>Budget Processing>Budget Scenarios Or you can type in “Scenario” into the Search Field and click on the magnifying glass

Once on the Budget Scenario Screen, ensure you are on the Scenarios tab.

Click on the scenario for Fiscal Year 2023-24.

13

MUNIS BUDGET ENTRY FY 2023-24

Adding a Package: Click Create Package to create a new budget request.

An Add Package pop-up will appear The title should follow this format: FY22/23 - 4-digit org # - 2-digit unique priority #: Package Name; Example: FY22/23-4021-01: Citizen Survey Add a Description that includes a justification for the request.

The priority can be left on the default selection (your title includes your priority # for that item).

Click Save.

14

MUNIS BUDGET ENTRY FY 2023-24

Updating an Existing Package: The package you created is now accessible for adding line items and other information.

Click on the blue Package name or select “View/Edit” from the Action drop down.

A Package Builder window will appear where Package Info, Comments, and add Budget Lines can be updated or added. History can also be viewed in this window.

To add budget lines, click the Budget Lines tab in the Package Builder window.

Click the + Budget Line button.

Select Amount or Position (vendor will not be used at this time).

Add a Line Description.

15

MUNIS BUDGET ENTRY FY 2023-24 No need to change the Select By field, Account should be selected.

Type in the appropriate org key and object. If approved, this is where the package will post. Double check the org key and object.

Leave Project blank.

Select the appropriate Change from the drop down.

Type in the Amount.

Click Line Details to check the appropriate box(es).

Complete all line details that will be needed for that request. If requesting positions, include benefits and any equipment needed for new FTE. Click Save on the bottom righthand side of the window and, if necessary, add attachments.

16

MUNIS BUDGET ENTRY FY 2023-24

Budget Reports The following provides instructions on how to produce budget reports.

Next Year Budget Levels Report The Next Year Budget Levels Report includes all 5 levels of the next year’s budget, as well as displays Revised Budgets of the previous 2 years for comparison. However, this type of report does not reflect the dollar amount or a percentage of change between levels or years. You can export the report into Excel and manually add a column with calculated change.

To begin, start in Central Budget Entry and click Budget Reports in the ribbon.

On the Next Year Budget Reports screen, click Define on the ribbon.

Choose the appropriate projection by selecting the Fiscal Year 2022-2023 Operating Budget projection from the dropdown list and clicking Accept.

The Define Criteria fields will open. Filter the report by Org, Object, etc. To select the full report, leave the filters blank and click Accept.

Click Report Options.

17

MUNIS BUDGET ENTRY FY 2023-24

On the Report Options screen, select Type 2 “Next Year Budget Levels Report”.

Select the budget level. Choose the highest level available (during budget development this should be a level 2).

Select your desired Sequences and Additional Options. Make sure to choose to print five budget levels in the Additional Options section. Note: Sequences will determine how you would like your report sorted.

Click Accept.

18

MUNIS BUDGET ENTRY FY 2023-24

After clicking Accept, you will return to the Next year Budget Reports screen where you can select how you would like to export your data, either by PDF or Excel.

The generated reports will show the amounts by level, but not a percentage or dollar difference between levels.

The details also are not included in the report.

If you select Excel, rows may be manually added or deleted according to your preference. The report will look like this:

19

MUNIS BUDGET ENTRY FY 2023-24

If you select PDF, the report will look like this:

20

MUNIS BUDGET ENTRY FY 2023-24

Next Year Historical Comparison Report This report displays the selected level of next year’s budget (only one level at a time), as well as budget actuals from the previous 3 years and the current fiscal year. The report does not contain the dollar amount of difference between levels or years, only % of difference.

To generate Next Year Historical Comparison Report, repeat steps 2-6 from the previous section “Next Year Budget Levels Report” In the new screen, select type 4 – “Next Year Budget Historical Comparison Report,” select the following criteria and click “Accept”

On the ribbon, select either PDF or Excel to export the report data.

The generated report will have the amounts by level and year, but not the dollar difference between levels. The details also are not included in the report.

If you select “Excel” in step 4, the report will look like this:

21

MUNIS BUDGET ENTRY FY 2023-24

If you select PDF, the report will look like this:

22

MUNIS BUDGET ENTRY FY 2023-24 Budget Reports may also be accessed through the Tyler Menu. From the Tyler Menu, press Financials>Budget Processing>Next Year Budget Reports

Report Descriptions: Report 1: Next Year/Current Year Budget Analysis- provides the last budget year’s actual expenses, the current year’s adopted, revised, YTD actual, & projected budget and the Next Year Budget (as it is being developed).

Report 2: Next Year Budget Levels Report- budget preparation has five levels of review- Budget Office Preliminary, Department Submittal, ACM changes, CM changes, Adopted. Next Year Budget Entry is open to departments for their input at level 2, when the budget is rolled to any of the higher levels departments can view the budget but not make any additional entries. This report shows the changes that occur to the budget as it moves through the different budget levels.

Report 3: Next Year Budget Detail Report- shows only the budget amounts for the Next Year Budget with detailed information entered into the detail screens as the budget is developed.

Report 4: Next Year Budget Historical Comparison- this report shows 3 years of history as well as the current year’s revised budget, YTD actuals, and Next Year’s Budget.

Report 5: Next Year Budget Comparison Report- this report shows one year of history, current year budget, current year actuals, and the Next Year Budget with space along the side for notes.

Report 6: Future Years Report- Do not need to use

23