General Ledger Budget Entry

Contributors can enter amounts, via Enter Budget Mode, into Hubble Inquiries that have been designated as Budget Form. Data can be input directly into Hubble Ledgers or you can use formulas via modeling to input the data.

Requirements for Enter Budget Mode

The requirements for budget entry are as follows.

1. The inquiry must be saved and identified as a Budget Form.

2. The Form must include a Hubble Ledger.
3. The Form and Hubble Ledger must be associated to an Open Cycle.
4. The user must be a Contributor in that Cycle’s Activity.
5. The Form must not yet be Finalized, Approved, or Uploaded.
6. There must be editable cells on the Form.
   1. Cycle Scope and Participant Scope do not prevent entry into all cells.
   2. The cells must be a unique combination of the Hubble Ledger and the dimensions required by your ERP such as Business Unit, Object Account, Subsidiary Account, Year and Period. See Input Form Requirements for more information.
   3. If more than one cycle meets the conditions above, the user will be prompted to choose which cycle to use. If there are no input forms that meet the conditions above, the error message displayed is: “There are no open budgeting cycles that require submissions for you using this form”.

Enable Enter Budget Mode

To enter the data, follow the below steps:

1. Open the input form that is defined in the budgeting cycle.
   1. From the Budgeting Menu, click Open Form.

      

   2. Displayed is the Form Name, Cycle, Activity, and the participant’s Role for each form that belongs to an Open Cycle and the participant has Read Permissions.
   3. Select the desired Form and click OK.

2. Click Enter Budget on the Budgeting Menu to enable Enter Budget Mode and the Enter Budget Menu.

   

3. The Enter Budget Menu will be displayed.

   

4. Populate editable cells. Amounts can be populated manually or by utilizing an uploaded Excel Model.
5. To save the input data while staying in Enter Budget Mode, click Save and Continue.
6. To cancel Enter Budget Mode (thus losing any input you have done since last saving), click Cancel.
7. To save the inputted data and exit Enter Budget Mode, click Finish.

Enter Budget Mode

When in Enter Budget Mode, you will notice the following:

• Editable cells are formatted using the Input Cell Style (by default, a light yellow background with black border).
• The Backspace, Delete, Tab and arrow keys operate as they do in Microsoft Excel.
• Several buttons are enabled within the Enter Budget Menu: Finish, Save and Continue, Cancel, Apply and Finish, Apply Model, Cascade, Audit Log, Insert New Row, and Delete/Clear Row.
• Several buttons are still enabled within the Budgeting Menu: Open Form, Upload, Download.
• Most other menu buttons are disabled
• Filter controls are disabled.
• Users can copy/paste at the column level.
• Users can clear cells using backspace, delete and ranged multi-select.

• Users can toggle between reports.

Values in Calculated Columns

Calculated amounts are not updated until an Input Form has been submitted via Finish or Save and Continue. This includes Calculated Periods (ITD*, YT*, CE*, etc), Columns from Inquiry Calculations, Hierarchy Calculations, Subtotals, and Grand totals.

The reason for this is that these are calculated columns; these are not columns that exist in the database table. Hubble adds the contents of other columns to calculate the total of the calculated columns, e.g. P1, P2 and P3 are added together to calculate QTR1.

Note: If Hubble did allow users to add a budgeting value in the QTR1 column, for example, it would break the calculation for QTR1 (P1,P2,P3).

Enter Budget Mode: Right-click Options within an Editable Cell

If you right-click on an editable cell, you will get a menu with the following options:

• Copy - Copy the selected cell or range of cells to the clipboard in a plain text format (tab- separated values), suitable for pasting into Microsoft Excel and other applications.
• Paste - Paste the text in the clipboard into the cell or a range of cells. For a range, it must comprise of rows separated by new lines or columns separated by tabs, which are compatible with copying from Microsoft Excel. If the range to paste into includes both editable and non- editable cells, only the values which correspond to editable cells will be accepted.
• Restore - Restore a data or code cell back to the value it had when the submission was last saved - a simple ‘undo’ facility.
• Clear – Erases the editable data of the selected cells. Clear will also reset the cell’s Apply Model precedence, clearing the manually entered amount and allowing a model to populate new amount. Note: If all the amount values of a given row are cleared, the row may no longer generate, though the Missing Balances feature may generate it for you artificially.
• Freeze/Unfreeze Column – Set a column of an inquiry in place so it will not scroll horizontally

Enter Budget Mode: Grid Options

Depending on the design of your import form, the ability to insert new rows, or edit the labels or codes of existing rows may exist. The following options are available when right-clicking on these cells within these rows:

• Query Assist - This option opens a Query Assist dialog for the purposes of looking up a valid code. Selection is limited to one code only. You can either use the Query Assist to look up a value or type the code directly into the cell. Codes entered will be validated upon submission.
• Insert New Row - You can insert a new row into the form, based on the codes in the selected row. For example, this would enable you to submit additional rows for different subledger codes.
• Insert from Clipboard – Inserts the number of rows and values of clipboard data into the form.
• Delete/Clear Row – Erases the editable data of an entire row. Clear will also reset the cell’s Apply Model precedence, clearing the manually entered amount and allowing a model to populate a new amount. Note: If all the amount values of a given row are cleared, the row may no longer generate, though the Missing Balances feature may generate it for you artificially.

Paste into Multiple Cells

Users can paste a cell or selection of cells into a highlighted group of cells while in Enter Budget Mode. This action can be performed on a single cell, range of cells, or entire columns by selecting the column header.

1. Select and Copy (Ctrl + C) the cells you want to paste.

   

2. After performing the Copy, select the cells where you want to paste the selected values and Paste (Ctrl + V).

   

3. As a result, the copied values spread across the highlighted cells.

   

Submit Budget Data

As you are entering budget data, click Save and Continue on the Budgeting Menu to record your submissions within the Budget Database. This will overwrite any previous submissions for those cells. Clicking on Save and Continue, whether data is changed or not, records the changes and updates the status. (Alternatively, click Cancel to exit Enter Budget Mode without recording any changes and without affecting the status.) To save all changes and exit Enter Budget Mode completely, click Finish.

Only changed data is validated upon submission. Data inputs are checked for a valid account ID. If the validation fails, the submission is not recorded, Enter Budget Mode is not exited, and the reason for the failure is shown to the user. Corrections can then be made and the submission re-attempted.

Note: Submitting Budgeting data:

• Posting Edit Codes for accounts and business units are not checked during validation, therefore you may want to set scope of the cycle and/or Contributor to prevent submissions to unsuitable codes.
• Submissions by different Contributors for the same intersection – same business unit, accounts, ledger type, etc. – are not differentiated. The responsibility for a given submission can therefore be shared between more than one Contributor, although each still has to be finalized individually. If this behavior is not desired, the cycle should be configured to prevent it, e.g. by restricting the Contributors to different business units.
• Any calculations or aggregations included in the form will only be updated after saving and not interactively during Enter Budget Mode itself.
• Until submissions are finalized, the Contributor can re-open the form and repeat or continue the data collection process so adjustments can be made repeatedly until the figures are complete and correct.

Data Entry on the Web

In Hubble Web, in order to add and edit data in a budgeting form, use the buttons in the upper right corner of the view:

To start editing data in a form, click the pencil button to access data entry mode:    .

Note: The Refresh button for a workspace page will not refresh a grid which is in data entry mode.

Grid lines and piano lines are not shown in reports/list views when in data entry mode.

Data Entry Ribbon

Once in Edit mode, the Budgeting ribbon is displayed and the data entry cells are highlighted.

Budget menu buttons can be used to perform the editing functions as indicated by the text on the buttons:

• Cut: when a cell is selected in a data entry column, the Cut button becomes enabled. It enables you to move its content to another cell in combination with the Paste button. If no cell is selected it is disabled.
• Copy: when a cell is selected in a column, the Copy button becomes enabled. It enables you to copy its content. If no cell is selected it is disabled. You can copy content from cells in any columns, including Label, Value and Comment columns.
• Paste: when a cell is selected in a data entry column, the Paste button becomes enabled. You can only paste into a range of cells, but they must be in data entry columns. When you click Paste you will be presented with the following dialog:

Note: A standard security precaution in web browsers blocks web applications from access to the system clipboard, in which case you should use the Ctrl-V keyboard shortcut to perform pastes.

• Clear: when a cell is selected in a data entry column, the Clear button becomes enabled. It clears the content of selected cells when pressed.
• Save: once you enter, edit, or clear data in data entry column cells, the Save button becomes enabled. This saves the changes you have made.
• Close: when you enter Edit mode the Close button is enabled. If there are no unsaved changes, it exits Edit mode when pressed. If there are unsaved changes, the following message is displayed.

Entering Data into Cells

When a form is in data entry mode, data in cells highlighted with a darker background can be edited. For example:

Data entry on the web works as stated above for budgeting forms with Time series, Selectors, Hierarchy and Cycle or the participant’s scope.

Entries you make into cells will be validated in the same way as in desktop budgeting.

Finalizing the Cycle

Once data entry is complete, you can finalize the cycle by clicking the tick button:    . Entries you make into cells will be validated in the same way as in desktop budgeting.

Click yes to continue. The following message will then be displayed:

If you need to make a change after finalizing, the status must be reset. This is done using the Cycle Status dialog of the desktop budgeting facilities by selecting the cycle and then clicking Status Override.

Cycle Status

The status for each Contributor and Form is tracked and viewable from the Cycle Status dialog.

Cycle Status Dialog

There are two ways to check a cycle status:

1. From within the input form being used in the cycle, click Cycle Status on the Budgeting Menu.

   

2. On the Budgeting Menu, click Activities to open the Budget Setup dialog. Expand the activity to view the cycle and then highlight the cycle. Then click Cycle Status

   

The Cycle Status dialog shows in detail to what stage the cycle has progressed in terms of each participant and each form. Tooltips provide more information about contributions that have been approved.

The Cycle Status button is available to all participants so they can see their own progress within the cycle; however the extent of information displayed varies by role:

• When Contributors open the Cycle Status dialog, they see themselves and the forms they are required to submit.
• When Approvers open the dialog, they see the Contributors whose submissions they are to approve.
• A Controller sees the Approvers and Contributors for whom he or she is responsible.
• Supervisors can review the status of every participant in the activity.
• All users can see who is responsible for approving or uploading their submissions. This means that every user will know who to notify of any issues.

To see your budget form and its status, expand the participant tree by double-clicking on the group you are in, Supervisor or Controller, and then double-click as needed to keep expanding the levels. The form will display under the name of the Contributor who submitted the data on that form.

Cycle Status Commands

These include the following:

• Refresh - Updates the Cycle Status display to reflect any changes that may have occurred while the dialog has been open.
• Send Email - Generates an email from within the Cycle Status dialog. An email could be sent, for example, to request a submission from a Contributor or explain the reason for a rejected submission.
• Finalize - When Contributors have finished their submissions, they will mark the submissions as ‘Finalized’.
• Approve - Once finalized, a submission needs to be approved/rejected by an Approver. The Approve and Reject buttons are made available to Approvers for this purpose.
• Reject - If a submission is rejected, its status returns to ‘Submitted’.
• Upload - Approved submissions for the selected participant, or every participant in the selected grouping, are uploaded to the specified ledger type(s) in JD Edwards. The Upload button, which opens the Upload dialog, is available to Supervisors and Controllers only.
• Override - Controllers and Supervisors have access to the Override button to allow changes to the status of a submission, including setting back the status if a Contributor needs to re-submit a form that has already been finalized. The dialog also allows a Contributor to be exempted from submitting a form. (Exemption via this dialog does not delete any submissions which may have already been made by the Contributor.)
• Exempt - Specific input forms can be exempt from defined Contributors as needed if not applicable to them.
• Delete - Available to Controllers and Supervisors only, this function deletes the submissions of a Contributor and resets the status of that person as well as all forms he or she has submitted for the cycle.

Form and User Statuses

Finalize Submissions

Once data input is complete, the Contributor can finalize the submission. Once Finalized, the Contributor will not be able to access Enter Budget Mode or make further changes. The form can be finalized via the Budgeting Menu or through the Cycle Status dialog.

To Finalize the Form via Budgeting Menu:

1. Open the desired form.
2. Select Finalize on the Budgeting Menu.

   

3. Click Yes to continue.

To Finalize the Form via Cycle Status:

1. Open the Cycle Status.
2. Expand and select the desired form and click Finalize. Click Yes to continue.

   

3. You will then see the Form Status change to Finalized.

Reject or Approve a Submission

Once a form has been submitted and marked as finalized, an Approver can approve/reject it through the Cycle Status dialog. Once the Contributor’s Form is selected, click the appropriate button, Approve or Reject.

If Rejected, the Contributor will once again be able to access Enter Budget Mode and Finalize once appropriate changes have been made.

Approving a submission marks the end of the data collection process for a Contributor and Form combination. This approval indicates that the submitted data is ready to be uploaded to JD Edwards. Note that even if a Contributor is their own Approver, they must first perform a ‘Finalize’ before they can approve.

Override Form Status

Supervisors and Controllers have the power to ‘unapprove’ a form for a Contributor in case a mistake has been made. This is done within the Cycle Status dialog by selecting the desired Group, Participant, or Form and clicking Override. From this dialog, you can change the Form Status to Not Submitted, Submitted, Finalized, or Approved.