Updating Budgets Balances
1. Obtain the most recent materials and revenue budget summaries.
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3. Begin by updating the values in the "Revenues Free Balance" column.
- a. The The current values are on the revenues budget summary.
- b. Find Find the fund on the summary and update the value in the spreadsheet to match the value under "Free Balance".
- c. Do Do this for each of the revenues budgets.
4. Update the values in the "Materials Free Balance" column.
- a. The The current values are on the materials budget summary.
- b. Find Find the PARENT fund on the summary (usually beginning on the 3rd page).
- c. Update Update the value in the spreadsheet to match the value under "Free Balance", but be sure to omit the negative.
- d. Do Do this for each of the revenues budgets.
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6. Update the values under "Total Current Free Balance".
- a. The The current values for the remaining budgets are on the materials budget summary.
- b. Find Find the fund on the summary and update the value in the spreadsheet to match the value under "Free Balance".
- c. Do Do this for each of the remaining budgets with the exception of MRSV, PURPER, and RESV, leave these blank.
7. Obtain data and update foundation accounts
- a. Open Open the Access File FoundationAccounts located at I:\ACQ\AcqStatistics
- b. Open Open the Main Interface under Forms and click Fund Balance Reports
- c. Update Update values in the Fund Summary Encumbrances using the materials budget summary.
- d. Update Update the date and close.
e. Obtain Free Balance information from report. Input these numbers into Budget spreadsheet.
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9. Import the updated spreadsheet into Access, located at I:\Orders\bookRequest2new.mdb
- a. Open Open bookRequest2new and select the "External Data" tab from the ribbon.
- b. In In the "Import" box, click on "Excel".
- c. Click Click "Browse" and select the spreadsheet you just updated.
- d. Make Make sure that "Import the source data..." is selected and click ok.
- e. Make Make sure that "Show Worksheets" is selected and "sheet1" is highlighted and click next.
- f. Check Check the box next to "First row contains...", click ok on the popup box, and click next.
- g. Scroll Scroll to the right until the "Field 9" column is visible. Select the column and change the name to "Balance" by typing it into the "Field Name" box., click next.
- h. Make Make sure that "Let Access add..." is selected, click next.
- i. In In the "Import to Table" box type exactly Balanceimport, click finish.
- j. Click Click yes to overwrite the existing table and click close.
10. Run the Budgets Query to update the budgets online.
- a. Select Select "Queries" from the drop down menu on the left.
- b. Open Open "Balances" in design view.
- c. Update Update the date.
- d. Close Close and Save.
- e. Run Run the query. It should be updating 67 fields, if not stop and ask for help.
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