Deltek Insight 2010: Deltek GCS Premier: Budgeting

GCS-227:Deltek GCS Premier: BudgetingDelivered By:

Nancy Chilton

BGI, LLC

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Agenda

• Where to start with budgeting in GCS Premier• Budget Options• Detail vs. Summary Budgets• Importing and Cloning Budgets• Uploading Budget Detail

Copyright © 2010 Deltek, Inc. 2

Where to Start with the Budget Module…

Where to Start with the Budget

• What detail is available for the budget• Labor Budgets

– Budget by employee

– Budget by labor category

– Budget by project

• Non-labor Budgets– Budget for each general ledger account by month

• Indirect Pool Budgets– Company wide pools

– Division specific pools


Where to Start with the Budget

Microsoft Office Word 97 - 2003 Document

• Understand where the budget data on reports comes from in the budget module



Budget Information on Reports

• Budget information on JSR’s assists in quality project management



• Budget information by general ledger account provides information to manage the individual costs in each pool



• Budget information for the indirect cost pools helps manage the rates for each pool

Budget Options…

Budget Options

• Accounting and Job Cost>Budgeting>

Miscellaneous– 1296 possible options for

each fiscal year– Use the Import function to

Clone budget options to add Budget Options for the same fiscal year

• The Budget Fiscal Years allows for the default option to be change


Summary vs. Detail Budgets…

Summary vs. Detail Budgets


Upload or enter Detail

Budgets

Update Summary Budgets

Summary Budgets flow to reports


• Summary Budget Files– Non-labor budgets by

period– Labor budgets by period– Transaction code budgets– F/S code budgets– Reference 1 budgets– Department budgets– Summary budget * ceiling

and summary hours


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• Detail Budgets• Same Labor Data different

files – Labor detail by employee– Labor detail by account– Labor detail by labor

category• Non-Labor Detail Budgets

– Input ODC suffixes 43-56– Input indirect expense

costs– Input revenue suffix 30 to

calculate fee on JSRsCopyright © 2010 Deltek, Inc.

Importing and Cloning Budgets…

Importing Budgets


• Importing Budgets is a way to Clone Detail and Summary Budgets for a large group of accounts

• Create New Budget Options for Current or Future Years

• Import All or Range of Employees, Labor Categories, or Accounts

Cloning Budgets

• Clone Both Detail and Summary Budgets is done for individual accounts

• Create New Records by Selecting File/Clone or F8

• Change a Key Field:– Budget Fiscal Year– Budget Option– Account– Trans Code/Dept.


Uploading Detail Budgets…

Uploading Budgets

• Download budget info into the properly formatted Excel file

• Save as Tab Delimited file when completed data entry

• Back up the data directory– No “Undo” function

• Import the detail budget data from ASCII or tab delimited files– Importing budget data will merge

or overwrite existing data in detail files if the Replace existing budget check box is selected

• Perform Update functions to transfer data to the Summary files


Uploading Detail Budgets

• The most difficult part of uploading the detail budgets is getting the data into the correct format for uploading


Excel Budget Upload Template

Rule of Thumb for Creating Upload File in Excel

• Create XLS file.

• Format every column (even numerical columns) as “Text”.

• Leave blank columns for fields you intend to leave blank.

• Once final XLS is completed, save the XLS file.

• Save the file again, this time in CSV format.

• Import the CSV file.

• If any errors occur, consider viewing the CSV file with WordPad to see what might be missing/extraneous in it. Ensure all data came through (no dropped leading zeros, etc.)

• Any changes to the CSV file *must* be made to the XLS file you saved in step #4 above.

• Once the XLS file has been updated, perform steps 5-6 again.


File Format for Uploading Labor and Non Labor Detail Budgets…


Format for Uploading Indirect Pool Budgets…

FILE LAYOUT FOR THE INDIRECT POOL BUDGET FILE (BF17IPB.DAT)• FISCAL YEAR (alpha-numeric)(6 character field)

• BUDGET OPTION (alpha-numeric)(2 character field)

• ACCT-NO:

• ACCOUNT (alpha-numeric)(4 character field)

• SUB-ACCOUNT (alpha-numeric)(3 character field)

• POOL NUMBER (alpha-numeric)(1 character field)

• PERIOD 1 POOL AMOUNT (numeric)(one space before number = “ “ for positive number, “-“ for negative number)(8 character field = ###.#### format)

• PERIOD 1 COST OF MONEY (numeric)(one space before number = “ “ for positive number, “-“ for negative number)(8 character field = ###.#### format)

• This reoccurs for 26 periods for each of the fields above (26 times for “Rate”, 26 times for “Hours”, then 26 times for “Dollars”). See sample files attached for clarification.


Conclusion

• Budget Options– Allow for multiple budget analysis options in one year

• Summary vs. Detail Budgets– Detail budgets link to summary budget and summary budget links to reports

• Cloning and importing New Budgets– Clone individual summary or detail budgets

– Import range of accounts to clone

• Entering the Budget data– Enter directly into Summary budget file

– Enter directly Detail budget files and update

– Upload from ASCII file into the Detail budget file

– Do not mix input to Summary and Detail


Technology

Deltek Insight 2010: Deltek GCS Premier: Budgeting