May 2017 Microsoft Excel™ Budget Worksheet Page 1 of 10

Excel Budget Worksheet Template

Computer Arts, Inc. has developed a Microsoft Excel™ template as an additional tool for any county clerks that wish to use Excel calculations in the budgeting process. This template is meant to be a tool to assist in that effort and may provide an alternative method of working with county budget data. We appreciate the input from our users in helping to prioritize and aid in the development of all of our programs. If you have any questions, please feel free to contact the help desk.

Computer Arts, Inc.

Help Desk Support

(208) 955-0151 local

(800) 365-9335

caisupport@gocai.com

Don’t forget to check out our website for more information at

http://www.gocai.com

Select Support / Local Government / then Clerk’s Financial for available documentation.

May 2017 Microsoft Excel™ Budget Worksheet Page 2 of 10

Excel Budget Worksheet

User Documentation

Regarding budget data, we have had the request over the years to provide the ability to download data from the CAI Budget application into Excel spreadsheets as many county clerks use Excel for advanced calculations and to compute budget numbers in a worksheet format. As such, we have developed a master worksheet template now available for use to the clerks. This template has embedded macros that allow the following basic functions:

Worksheet Menu Items 1. Download budget data 2. Download payroll expense data 3. Download financial expense Data 4. Copy payroll data to budget detail 5. Copy financial data to budget detail 6. Upload Excel budget sheets to CAI 7. Delete Excel budget sheets by year

Important Notes

Overview The embedded macros of the Excel template allow the user to download any unapproved budget which includes the budget summary and detail records as contained in the CAI Financial database to their local Excel file. The option to download CAI Payroll history for current YTD, as well as two prior year totals into a separate sheet is provided within the template. These payroll records are sorted by fund, department, account and sub-account. Likewise, there is an option to download all CAI Financial history records by fund, department, account and sub-account into a separate sheet sorted by department. After this data is downloaded to the worksheet, the user can work with the data, copy the data, insert numbers or calculations. Once downloaded, this data is completely autonomous from the CAI Financial budget application and only stored locally to the users Excel file. If so desired, once the budget summary and/or budget detail sheets are completed

May 2017 Microsoft Excel™ Budget Worksheet Page 3 of 10

there is an option to upload the data back to the CAI Financial budget system automatically. This option creates a new unique budget in the CAI Financial budget module in order to protect and maintain autonomy and data integrity in the system. CAI will provide one master Excel template file on your server. This file will be located in the OBAPPS\Finance\Backoffice\Client\ folder and will be named [Budget Worksheet (v.X.X).xlsm]. (The version stamp will increment as new revisions to the template are deployed so always use the latest version). It is recommended that each user copy this Excel template file to their local PC or network drive so that the master Excel template remains unchanged. Once copied locally users can save any changes as needed. You may make as many copies of the template as needed. The Excel template has been verified to be compatible with Microsoft Excel 2007 or later. Older versions may not work correctly and are not supported. After the file is copied locally and the first time the Excel file is opened, you may receive a security warning. Please click the “Enable Content” and/or “Enable Macros” button to allow the worksheet to be fully functional.

Download Budget Data

This menu option is the first step to working with budget data in the local Excel file. This function allows direct downloading of budget summary and detail records for any unapproved budget that has been created in the CAI Financial budget module. The data will be copied into the local Excel workbook and placed into individual sheets which will then be available to work with in your local Excel workbook independent of the Financial budget system.

When you click the download budget data menu item you will be prompted with a prompt to choose which Financial budget you wish to download. Also, you will be prompted to choose to download either expense or revenue budget data. (You can do each independently if you want to download both expense and revenue)

May 2017 Microsoft Excel™ Budget Worksheet Page 4 of 10

As a note, you must download at least either expense or revenue records for any of the copy function menu items in the Excel workbook to work properly. These will become the base sheets for working with budget data and later should the option be chosen to upload, either expenses or revenue budget sheets will be required in order to upload back to the CAI Financial budget module. Below is a screenshot of sample data sheets after the download completes. There will be two new sheets created as part of the download process. One for budget summary (either expense or revenue) and one for budget detail records. After the download completes, your cursor will be placed in the officer amount column for entering of data and/or formulas. Notice to get back to the Main Menu, just click on the associated worksheet tab.

As you work with these sheets, it is very important that the sheets not be renamed or that column formatting not be changed, deleted, or renamed as these are required should the upload menu option be used later on. These columns will be in protected mode to help avoid any of these kinds of changes. You are welcome to add columns outside of the downloaded range as needed. Also, you may add any additional sheets that you desire. Rows can be deleted or added but please take care to make sure the data is in the right format such as numbers vs. text etc… Of course, fund, department, account and sub-account are critical to the proper function of the upload. Note: If you choose to utilize the upload menu option, the data that is contained in the budget summary and budget detail sheets is what will be uploaded to the CAI Financial budget module. A new budget will be created using the data contained in these two sheets.

May 2017 Microsoft Excel™ Budget Worksheet Page 5 of 10

Download Payroll Expense Data

This menu option will allow downloading of payroll history records from the CAI Payroll System. This data may be helpful in budgeting employee compensation. Once the menu option is selected, you will be prompted with several choices. You may select either employee salary data (which excludes employer paid items) OR employer paid data only. Also, you will be asked to select the appropriate wage item code and retirement item code used in your county. These are important to filter the data correctly as well as show retirement percentages in the data calculations. These codes are presented from your Payroll System. Should you desire to download both employee and employer data, you may do so independently and the appropriate sheets will be created accordingly.

Below is a sample of the payroll employee data download sheet and its associated worksheet name:

Once the payroll data is downloaded, your cursor will be placed in the “Budget Amt” column for you to begin working with the sheet. Any values or formula put in this column/cells will be used later if the copy payroll data menu option is chosen. As you work with this sheet, it is very important that the sheet not be renamed or that column formatting not be changed, deleted, or renamed as these are required should the copy payroll data menu option be used later on. These columns will be in protected mode to help avoid any of these kinds of changes. You are welcome to add columns

May 2017 Microsoft Excel™ Budget Worksheet Page 6 of 10

outside of the downloaded range as needed. Also, you may add any additional sheets that you desire. Rows can be deleted or added but please take care to make sure the data is in the right format such as numbers vs. text etc… This data will be sorted by department and some useful data that is downloaded includes:

YTD compensation as well as two prior years to current year compensation data

Rate, Grade, Step data contained in the CAI Payroll System

Retirement percentage, base hours and worker’s compensation code data contained in the CAI Payroll System

The last three columns are formulas that total the compensation by fund, department, account and sub-account so at a glance you can see total dollars expended by grouping.

The data is informational only however if you choose to enter or use a calculation in the “Budget Amt” column, and you choose the copy payroll data to budget detail menu option later, the amount in that column will be copied to the budget detail sheet.

Download Financial Expense Data

This menu option will allow downloading of financial history records from the CAI Financial System. This data may be helpful in budgeting county expenditures. Once the menu option is selected, you will be prompted with several choices. You may select any budget category type to download. These codes are presented from your Financial System.

Should you desire to download all budget types leave the field blank and one single sheet will be created with all budget type data contained. If you want to download multiple selected budget type data, you may do so independently and the appropriate sheets will be created accordingly as shown below:

May 2017 Microsoft Excel™ Budget Worksheet Page 7 of 10

Once the financial data is downloaded, your cursor will be placed in the “Budget Amt” column for you to begin working with the sheet. Any values or formula put in this column/cells will be used later if the copy financial data menu option is chosen. As you work with this sheet, it is very important that the sheet not be renamed or that column formatting not be changed, deleted, or renamed as these are required should the copy payroll data menu option be used later on. These columns will be in protected mode to help avoid any of these kinds of changes. You are welcome to add columns outside of the downloaded range as needed. Also, you may add any additional sheets that you desire. Rows can be deleted or added but please take care to make sure the data is in the right format such as numbers vs. text etc… This data will be sorted by fund/ department and some useful data that is downloaded includes:

YTD Expenses as well as two prior years to current year data

Descriptions and department as contained in the CAI Financial System

The last three columns are formulas that total the expenditures by fund, department, account and sub-account so at a glance you can see total dollars expended by grouping.

The data is informational only however if you choose to enter or use a calculation in the “Budget Amt” column, and you choose the copy financial data to budget detail menu option later, the amount in that column will be copied to the budget detail sheet.

Copy Payroll Data to Budget Detail

This menu option copies either employee data or employer data (depending on the option prompt chosen) from the respective sheets downloaded earlier to the budget detail worksheet and optionally updates the totals by fund, department, account, sub-account to the budget summary worksheet in the “Officer Amount” column. As stated earlier in the documentation, any amount in the “Budget Amt” column in the payroll sheet will be used to copy and calculate totals in the Officer Amount column in the budget sheets. Other data including Employee name will also be copied to the budget detail sheet. Note: The copy of payroll data detail may be helpful to support the fund totals in the budget summary but is completely optional. Once the menu option is selected, you will be prompted with several choices. You must select the budget year you are copying to. Also, you must choose either to copy employee salary data or employer paid data to copy. If you want to copy both types of payroll records, you may do so independently. If the budget detail sheet already contains rows, you will be asked to replace or append to the existing rows. The option of yes/no to update the budget expense worksheet will as stated earlier update totals by fund, department, account and sub-account in the main budget summary worksheet accordingly.

May 2017 Microsoft Excel™ Budget Worksheet Page 8 of 10

After the copy, you will notice that detail rows have been added to the budget exp detail sheet and if you choose to update totals you will notice that the totals have been updated appropriately in the budget expense worksheet.

Copy Financial Data to Budget Detail

This menu option allows the copy of any financial expense data by budget type from the respective financial expense sheets downloaded earlier. This will copy to the budget detail worksheet and optionally updates the totals by fund, department, account, sub-account to the budget summary worksheet in the “Officer Amount” column. As stated earlier in the documentation, any amount in the “Budget Amt” column in any of the financial expense sheets will be used to copy and calculate totals in the Officer Amount column in the budget sheets. Other data including Employee name will also be copied to the budget detail sheet. Note: The copy of financial expense data detail may be helpful to support the fund totals in the budget summary but is completely optional. Once the menu option is selected, you will be prompted with several choices. You must select the budget year you are copying to. Also, you must choose which budget category you wish to copy. If you have previously downloaded multiple budget category worksheets or all categories and you want to copy all of these records to the budget detail sheet, you may do so independently. If the budget detail sheet already contains rows, you will be asked to replace or append to the existing rows. The option of yes/no to update the budget expense worksheet will as stated earlier update totals by fund, department, account and sub-account in the main budget summary worksheet accordingly. After the copy, you will notice that detail rows have been added to the budget exp detail sheet and if you choose to update totals you will notice that the totals have been updated appropriately in the budget expense worksheet.

Upload Excel Budget Sheets to CAI

This menu option is completely optional but if chosen, will upload any rows in the two main budget sheets 1. the Budget Expense sheet and 2. the Budget Exp Detail sheet. This is a secured function that requires you to enter your CAI application user ID and Password. Also required is to select which budget year you are currently working with.

As stated in earlier sections, any data in these sheets will be uploaded to CAI Financial budget system as is so please take care to ensure that the data is as you will want it to be on the system. Each time the upload option is chosen, a new budget name will be created on the system and will contain the date and time that it was uploaded. This is to ensure that no budget data in the CAI Financial system will be affected. Below is a snapshot of what you may see in the CAI Financial budget control screen:

May 2017 Microsoft Excel™ Budget Worksheet Page 9 of 10

Once the upload process is complete, you should receive an Upload Completed prompt as follows:

Also, a new Log sheet will be created displaying any errors or warnings with the upload process:

May 2017 Microsoft Excel™ Budget Worksheet Page 10 of 10

Note: Once the budget is uploaded to the system, we have added new copy tools to copy one budget to another. Or you may wish to make the uploaded budget your main budget and delete any others. It is understood that this new Excel option may produce multiple budgets for any given year but this is completely optional and by choice should you decide to utilize these new tools.

Delete Excel Budget Sheets by Year

This menu option is also completely optional but if chosen, will remove any downloaded sheets in the Excel File. It will not remove any additional sheets that you have added. This should only be used if you want to clean the file back to the beginning and start over with a new download process.

Warning: If you select this option, it will remove all data that has been previously downloaded.

Important Notes:

You may redownload any of the sheets that you have previously downloaded at any time but be cautious as this will replace any data in the previously downloaded sheets that you have entered.

If for any reason, you want to undo any copy steps, you must manually remove the rows from the budget exp detail sheet and clear any totals in the “Budget Officer” column in the budget expense sheet.

Please do not modify any of the sheet names or columns in the downloaded sheets You may add any additional formulas or data in the sheets as you wish but please do so outside of the range of

the downloaded data columns Please make sure when entering or changing downloaded data the type of data entered is appropriate for that

particular field. i.e. Amounts as dollars. Names or descriptions as text and so forth. Remember that all of the data in this Excel file is independent of any CAI Financial budget data once

downloaded. The only way any changes will take affect is if you choose to upload the budget expense and/or budget exp detail sheets back to the CAI Financial budget system.