When it comes to fine-tuning your proposed budget numbers, the Budget Preparation module puts powerful editing tools right at your fingertips. With a few clicks, you can modify any line item and update proposed amounts until your budget proposal is picture-perfect. If you haven't already, check out how to create a Budget Preparation.

Step-by-Step Instructions

Open Your Budget Prep

1. Select Budget Preparation from the menu on the left or by selecting Other Functions then Budget Preparation from the top menu. 
   
2. Use the dropdown menu to select the Budget Preparation you want to edit then press Select to open the Budget Prep.
   
3. Your Budget Prep will open and you can begin editing.

Edit Budget Prep Amounts

You can edit the amounts in each column and row by using your mouse or keyboard arrow keys to select a cell and type an amount.

1. Select the cell you want to edit and it will be highlighted on the screen.
   
2. Enter the amount. The amount will automatically add a decimal for cents to the value you entered. For example, entering 100 will add $1.00 to the cell; entering 10000 will add $100.00 to the cell.
3. Press the Enter key on the keyboard to move to the cell below the current cell or press the Tab key on the keyboard to move to the next cell in the row. (Shift+Tab will move to the previous cell in the row. You can also use the arrow keys to navigate in the cells.)

Rename Budget Prep Columns

Use the Rename function to change the name of your Budget Prep Columns. The default names can be updated to anything you want.

1. Select Rename from the Budget Preparation menu.
2. Use the Amt Col 1, 2, and 3 text fields to enter your desired column names.
3. Then press the Save button to save the changes.
   

Add a Budget Prep Line

New lines are added below the currently selected line. Accounts must be created via the Accounts module before you can add them to your Budget Prep. Please see Add An Account for information on how to create new accounts.

1. Press Insert to add a new line.
2. Use the Add Budget Prep Line window to enter the account number, description, column amounts, and line controls.
   
3. After entering all of the fields, press Save to add the line to your Budget Prep.

Explore the Line Control Definitions section below to review detailed explanations of the functionality associated with each option.

Edit a Budget Prep Line

You can edit every line if your Budget Prep.

1. Select the line you want to edit using your mouse or the arrow keys on your keyboard.
2. Press Edit.
3. This will open the Add Budget Prep Line screen, which screen allows you to update the account number, the amounts for each column, and the line controls.
   
4. After editing all desired fields, press Save to save all changes.

Explore the Line Control Definitions section below to review detailed explanations of the functionality associated with each option.

Delete a Budget Prep Line

You can delete any line that you no longer want or need from your Budget Prep.

1. Select the line you want to remove using your mouse or the arrow keys on your keyboard.
2. Press Un/delete to delete the line.
   

   The deleted lines are not completely removed until you press the Save button.

3. You can undelete a deleted line prior to saving if desired: select the line then press the Un/delete button. This will restore the line with its previous values.
4. Press Save to permanently delete the line.

Line Control Definitions

• Print - This option controls whether the line prints when you print the report. Enter Yes (Y) or No (N) or select Y or N from a drop-down list.
• Lines - The number of lines to advance after printing this line of the Budget Prep. 1 is equal to single spacing, 2 is equal to double spacing, etc. The New Pg option inserts a page break after the line and subsequent lines will start printing on the next page.
• Description Only - Select Yes (Y) or No (N). Selecting Yes will print the description and nothing else in the row. Selecting No will print the account number, description, and amounts. Select Yes when printing headings, totals, and underlines.
• Add - Select Yes (Y) or No (N). This controls whether the amounts for this account are added to the total level control.
• Total:  This control is used when printing/displaying sub-totals in your budget prep and is used in conjunction with the Add control to calculate totals and sub-totals. Nine levels of sub-totals are available. Once the total is printed/displayed, all totals for that total level and below, are cleared. Higher level numbers still have the running totals in them, unless otherwise specified. Total Level 8 is the only exception, it does not zero out totals. Here's an example:
  

  Description	Amount	Total Level
  Elementary Teacher Salary	100	0
  Elementary Aide Salary	100	0
  TOTAL ELEMENTARY	200	4 Levels 1-4 = 0 Levels 5-7= 200
  Middle School Teacher Salary	100	0
  Middle School Aide Salary	100	0
  TOTAL MIDDLE SCHOOL	200	4 Levels 1-4 = 0 Levels 5-7= 400
  High School Teacher Salary	100	0
  High School Teacher Salary	100	0
  TOTAL HIGH SCHOOL	200	4 Levels 1-4 = 0 Levels 5-7= 600
  ALL SCHOOL TOTAL	600	7 Levels 1-7 = 0

• Underline - This control is used to add a line to your Budget Prep. Select None, Single, or Double. The Desc Only control should be set to Yes when using a single or double underline.