1.

Introduction to Budget Adjustment

 The Budget Adjustment Module enables the recording of budget transfers and budget
supplements and the subsequent production of the adjusted budget.
 Budget transfer affects both the source and the recipient BI’s. Budget is deducted
from the source BI and added to the recipient BI.
 Budget supplement, in contrast, affects only one BI since budget figures are added
to the BI that is being supplemented.
The Budget Adjustment Module
 Managing budget transfers
 Managing budget supplements
 Generating reports

1.1 Starting Budget Adjustment

Login to the IBEX application
Click on the ‘Budget Adjustment’ module link, and you will be directed to the IBEX Budget
Adjustment Module Main Screen.

The Menu Bar

The Menu Bar contains the ‘Language’ and ‘Help’ drop down menus. To access any of the
items under the contents of the Menu Bar, first click on the Menu Bar item, and once the
drop down menu appears, click on the item of your choosing.
The Toolbar

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The Toolbar found below the Menu Bar on the main screen, is used to perform almost all
functions in the IBEX application.
It is comprised of the controls listed in the table below:

2. Budget Transfers

Budget Transfers are the reallocation of institutional budgets between two budgetary
institutions. The transfer could also be between two different accounts under the same BI.

2.1 Managing Budget Transfers

The following section describes how to enter, edit or delete a budget transfer. Depending on
the security level of the user, the delete transfer functionality may be disabled.

2.1.1 Entering a Budget Transfer

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1. Select a budget year from the ‘Year’ drop down on the toolbar.
The budget structure for that year will be loaded in the ‘Budget Tree’ pane.
2. Click on the ‘Budget Transfer’ button on the toolbar.
This will launch the Budget Transfer Wizard.
3. The ‘Budget Transfer’ screen will appear in the content frame.
Select a reporting unit from which to transfer funds.
4. In the following screen, enter the source and destination BI codes. When
you click in the field box, it will automatically be populated with part of the
common BI code.
5. Select the appropriate source of finance and, if necessary, the source of
finance code from a drop down menu in the case where there is more than
one.
6. The following screen will appear with additional information about the
budgetary institutions you are making the transfer between.
7. Enter the reference number and transaction date for the transfer. (Note:
the reference number should be unique for all budget transfers in
a given budgetary year.)
8. To enter a transfer, enter the account code from which the transfer will be
deducted and click ‘Add’. In the ‘Destination Account Code’ and
‘Transfer Amount’ fields which will then appear, enter the appropriate
destination account code and transfer amount.
Repeat this step for each transfer from a different account code.
NB: Budget transfers can only be made between expenditure
accounts.
9. After verifying that all entered information is correct, click ‘Next.’
10. Check that all information is correct.
Check the checkbox to indicate that you have received the appropriate
approval (if one appears) and click ‘Post’.

2.1.2 Editing a Budget Transfer

1. Click on the ‘Edit Transfer’ button on the toolbar
2. The ‘Edit Budget Transfer’ screen will appear in the content frame.

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3. Select the month from the dropdown, enter the reference number of a
previously registered transfer and click ‘Next’.
4. The details of the previously registered transfer will appear in the content.
5. Make any adjustments to the transfer as required by changing the amounts in the
Transfer Amount field, changing the destination account code, or by adding or deleting lines
through the use of the ‘Add’ and ‘Delete’ buttons.
6. Click ‘Next’.
7. The revised transfer details will appear in the content frame.
8. Check that all information is correct. Check the checkbox to indicate that you have
received the appropriate approval (if one appears) and click ‘Post’.

2.1.3 Deleting a Budget Transfer

1. Click on the ‘Delete Transfer’ button on the toolbar
2. The ‘Delete Budget Transfer’ screen will appear in the content frame.
3. Select the month from the dropdown, enter the reference number of a
previously registered transfer and click ‘Next’.
4. The details of the transfer to be deleted will appear in the content frame.
5. Click ‘Delete’.

3. Budget Supplements

Budget Supplements are external funds allocated to a particular BI outside the approved
budget.

3.1 Managing Budget Supplements

The following section describes how to enter, edit or delete a budget supplement.
Depending on the security level of the user, the delete supplement functionality may be
disabled.

3.1.1 Entering a Budget Supplement

1. Select a budget year from the ‘Year’ drop down on the toolbar. The budget structure for
that year will be loaded in the ‘Budget Tree’ pane.

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2. Click on the ‘Budget Supplement’ button on the toolbar. This will launch the Budget
Supplement Wizard.
3. The ‘Budget Supplement’ screen will appear in the content frame.
Select a reporting unit to register the supplement under.
4. Enter the destination BI you would like to supplement and click ‘Next’.
5. The following screen will appear in the frame section.
6. Select the appropriate source of finance and, if necessary, the source of
finance code from a drop down menu in the case where there is more
than one, and click ‘Next’.
7. The following screen will appear in the content frame.
8. Enter the reference number and transaction date for the supplement. (Note: The
reference number should be unique for all budget supplements in a given
budgetary year.)
9. To enter a supplement, enter the account code to which the supplement
will be added and click ‘Add’. In the Supplement Amount field that
appears, enter the appropriate amount for each account. The updated
budget amount will be displayed under ‘New Budget’.
10. Click ‘Next’.
11. The details of the supplement will appear in the content frame.
12. Check that all information is correct. Check the checkbox to indicate that you have
received the appropriate approval and click ‘Post’.

3.1.2 Editing a Budget Supplement

1. Click on the ‘Edit Supplement’ button on the toolbar.
2. The ‘Edit Budget Supplement’ screen will appear in the content frame.
3. Select the month from the dropdown, enter the reference number of a
previously registered supplement and click ‘Next’.
4. Make any changes to the supplement as necessary and click ‘Next’.
5. In the summary screen that appears verify that the details of the revised
supplement are correct, check the checkbox to indicate that you have
received the requisite approval and click ‘Post’.

3.1.3 Deleting a Budget Supplement

1. Click on the ‘Delete Supplement’ button on the toolbar
2. The ‘Delete Budget Supplement’ screen will appear in the content frame.
3. Select the month from the dropdown, enter the reference number of a previously
registered supplement and click ‘Next’.

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4. The details of the transfer to be deleted will appear in the content frame.
5. Click ‘Delete’.

4. Data Migration

The IBEX Budget Adjustment Module facilitates the export and import of annual budget
adjustments. This interaction is done via the ‘Export Budget Adjustments’ and ‘Import
Budget Adjustments’ tools located under the ‘Data Migration’ menu on the Menu Bar.
4.1 Migrating Budget Adjustments Data
Exporting Budget Adjustments Data
1. Select a budget year and click on ‘Export Budget Adjustments’ under the Data Migration
menu on the Menu Bar.
2. Select a reporting unit from the budge tree for which you want to export all budget
adjustments for the selected budget year.
3. On the ‘CONFIRMATION’ screen, verify that you have chosen the correct RU and click
‘Export’ to export the budget adjustments data. Once the File Download dialog box appears,
click ‘Save’.
4. Choose a location on your computer to save the exported budget data, and click ‘Save’
once again.
5. This will save an encrypted version of the budget adjustments data on your local
computer that can only be accessed through IBEX Import tools.

5. Reporting
In addition to recording budget adjustment transactions, the Budget Adjustment Module can
also generate several reports. The details of these reports and how to access them are
described below.
5.1 Reporting Concepts
There are a number of key concepts that apply to generating all reports. These are
described in the following section.

Budget Tree
Generating reports is intimately tied to the budget tree. In order to generate a report, the
user must first indicate for which budgetary institutes the report should be generated, by
selecting a scope on the budget tree.
Scope

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Scope refers to the level of the government for which reports are generated. The scope of a
report is determined by the selecting a BI on the budget tree. The scope includes the
selected BI and all BIs underneath the selected BI. For example, if a user selects the top-
level region node on the budget tree, the scope will include all BIs in the region. If a user
clicks on a PB, reports will only be generated for that PB.

Parameters
Before generating most of the IBEX reports, a user is required to specify the parameters
associated with the intended report. Parameter refers to the variables a report requires
including a month range as well as the contents of the rows and columns.
HTML, PDF & Microsoft Excel Reports
Reports in IBEX are generated in HTML, PDF and Microsoft Excel formats. HTML reports are
displayed in the web browser, and are useful for online information purposes. PDF reports
are generated for viewing in Adobe Acrobat Reader. Excel
reports are generated in Microsoft Excel. These are useful if the user would like to
manipulate the data further outside of the IBEX application. Excel reports are also used for
properly formatted report printing such as the budget book and notifications. However,
HTML reports can also be printed.

5.2 Generating Reports

1. Select a BI that is a reporting unit – a project or sub-agency – from the budget tree.

2. Click on the reports tab and select a report from the reports tree and click

on it. The ‘REPORTS PARAMETERS’ screen will appear.

3. The Context Tag and the name of the report will be shown at the top of

the reports parameters screen.

4. Depending on the type of report, the required parameters to specify will

vary.

5. To generate an HTML report, click on the HTML Report button.

The report will be displayed in the content frame of the main screen.
6. To generate an Excel report, click on the Excel Report button.
7. To generate a PDF report, click on the PDF Report button.
8. When you are prompted by the ‘File Download’ window if you want to
open or save the Excel/PDF report, click the ‘Open’ button to view the file
immediately. Alternatively, you can save the file to your local computer
by clicking the ‘Save’ button. To see the saved report simply open it in

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 Excel/Acrobat Reader.
9. When you open the Excel file, you will be asked if you want to enable or
disable macros. Since the file is from a trusted source, click on the
‘Enable Macros’ button. Macros are used in the Excel for formatting
Purposes.

5.3 Reports list

The following reports can be generated from the Budget Adjustment module.
Budget Summaries
These reports show the changes to the original approved budget of a Budgetary Institution
due to budget transfers, virements and supplements broken down by sub agency, project,
and item of expenditure and source of finance.
Adjusted Budget by Budgetary Institution
To compare approved budget with adjusted budget by budgetary institution.
Adjusted Budget by Item of Expenditure
To compare approved budget with adjusted budget by item of expenditure.
Check lists
These reports facilitate the validation and verification of data input into the budget
adjustment module.
Budget Transfer Checklist
A list of budget transfers by source and destination BIs.
Budget Supplement Checklist
A list of budget supplements by destination BIs.
Potential Duplicate Budget Adjustment Checklist by Reporting Unit
This report displays a list of budget adjustments entries that may have been entered more
than once (due to data entry errors or data consolidation problems) within a particular
reporting unit. It determines potential duplicates by matching the BI source, destination,
source of finance, account code source, destination and amount values for the transfers.
This report groups and sorts the potential duplicates by reporting unit.
Potential Duplicate Budget Adjustment Checklist (Across Reporting Units)
This report displays a list of budget adjustments entries that may have been entered more
than once (due to data entry errors or data consolidation problems) across all reporting units
in the selected scope. It determines potential duplicates by matching the BI source,
destination, source of finance, account code source, destination and amount values for the
transfers.

6. Budget Adjustment Exercises

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EXERCISE 1 – Registering Transfers
This exercise will familiarize you with the registration of budget transfers between
two accounts. Budget transfers may occur between two accounts within a
budgetary institution or between two different budgetary institutions altogether.

1. Select Fiscal Year at the top of the screen using the drop down menu.

2. Click the ‘Budget Transfer’ button ( ) on the toolbar.

3. Select reporting unit ‘07/00/000/211/01/01’ from the budget tree.

4. Enter source BI code ‘07/00/000/211//01/01’.

5. Enter destination BI code ‘07/00/000/211/03/12.

6. Click the ‘Next’ button.

7. Select the ‘Treasury’ radio button. Click the ‘Next’ button.

8. Fill out the fields for a new transfer as follows:

Field Value
Reference Number 0001
Transaction Date 08/01/2004
Line 1 - Transfer Source Account Code 6131
Line 1 - Transfer Destination Account 6219
Code
Line 1 - Transfer Amount 3,000.00
Line 2 - Transfer Source Account Code 6217
Line 2 - Transfer Destination Account 6221
Code
Line 2 - Transfer Amount 2,000.00

9. Click the ‘Next’ button.

10. Check the certification radio button. Click the ‘Post’ button.

11. Enter the following transfers:

Referen Source Destination
# Date ce Amount
BI Code Account BI Code Account
#
code code
1 15/01/200 0002 07/00/000/211/03/1 6131 07/00/000/211/0 6241 1,000.00
4 2 3/12
2 28/03/200 0003 07/00/000/211/01/0 6111 07/00/000/211/0 6111 5,000.00
4 1 3/12.
6217 6121 2,000.00
6131 6131 1,000.00
3 29/05/200 0004 07/00/000/211/03/1 6412 07/00/000/211/0 6217 1,500.00
4 2 3/12
4 16/05/200 0005 07/00/000/211/01/0 6412 07/00/000/211/0 6241 500.00
4 1 3/12
5 17/05/200 0006 07/00/000/211/01/0 6231 07/00/000/211/0 6213 15,000.0
4 2 3/12 0
6231 6232 5,000

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 6271 6256 2,400
6243 6241 6,000
6 18/06/200 0007 07/00/000/211/01/0 6111 07/00/000/211/0 6111 5,000.00
4 1 2/06.
6217 6121 2,000.00
7 19/06/200 0007 07/00/000/211/01/0 6323 07/00/000/211/0 6323 13,000
4 100001 1/02.
6217 6121 2,000.00
8 17/05/200 0009 07/00/000/211/03/1 6213 07/00/000/211/0 6258 15,000.0
4 2 3/10 0

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EXERCISE 2 – EDITING TRANSFERS
This exercise will familiarize you with the use of the interface to edit registered
transfers.

1. Click the ‘Edit Budget Transfer’ button ( ) on the toolbar.

2. Enter Reference Number ‘0001’.

3. Click the ‘Next’ button.

4. Edit the transfer details. Change the destination account code in line two from 6221 to
6222 and change the transfer amount in this line from 2,000 to 1,000.00.

5. Click the ‘Next’ button.

6. Check the certification radio button. Click the ‘Post’ button.

EXERCISE 3 – DELETING Transfers

This exercise will familiarize you with the use of the interface to delete registered
transfers.

1. Click the ‘Delete Budget Transfer’ button ( ) on the toolbar.

2. Enter Reference Number ‘0001’.

3. Click the ‘Next’ button.

4. Click the ‘Delete’ button.

EXERCISE 4 – Registering SUPPLEMENTS

This exercise will familiarize you with the registration of budget supplements.

1. Click the ‘Budget Supplement’ button ( ) on the toolbar.

2. Select a reporting unit ‘07/00/000/211/01/01

3. Enter destination BI code 07/00/000/211/02/06/00/016’ from the budget tree.

4. Click the ‘Next’ button

5. Select the ‘Assistance’ radio button. Enter an Assistance code of ‘2021’

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6. Fill out the fields for a new supplement as follows:
Field Value
Reference Number S0001
Transaction Date 14 / Tir / /2004
Line 1 - Supplement Account Code 6114
Line 1 - Supplement Amount 32,000.00
Line 2 - Supplement Account Code 6322
Line 2 - Supplement Amount 1,800.50

6. Click the’ Next’ button

7. Check the certification radio button. Click the ‘Post’ button.

8. Enter the following supplements following the steps above:

Referen Accoun
# Date ce # SOF BI Code Amount
t Code
1 15/01/20 S0002 Treasu 07/00/000/211/02/06/0 6244 12,000.
04 ry 0/015’ 00
2 28/03/20 S0003 Treasu 07/00/000/211/02/06/0 6212 10,000.
04 ry 0/016’ 00
Treasu 07/00/000/211/02/06/0 6217 5,000.0
ry 0/016’ 0
3 29/05/20 S0004 Treasu 07/00/000/211/02/06/0 6313 150,000
04 ry 0/013’ .00
4 16/08/20 S0005 Treasu 07/00/000/211/02/06/0 6323 75,500.
04 ry 0/013’ 00
5 17/07/20 S0006 Treasu 07/00/000/211/02/06/0 6314 35,000.
04 ry 0/015’ 00

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EXERCISE 5 – EDITING SUPPLEMENTS
This exercise will familiarize you with the use of the interface to edit registered
supplements.

1. Click the ‘Edit Budget Supplement’ button ( ) on the toolbar.

2. Select Month ‘Meskerem’

3. Enter Reference Number ‘S0002’.

4. Click the ‘Next’ button.

5. Edit the supplement details. Add a new supplement with account code 6214 and a
supplement amount of 14,000.00.

6. Click the ‘Next’ button.

7. Check the certification radio button. Click the ‘Post’ button.

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EXERCISE 6 – DELETING SUPPLEMENTS
This exercise will familiarize you with the use of the interface to delete registered
supplements.

1. Click the ‘Delete Budget Supplement’ button ( ) on the toolbar.

2. Select Month ‘Tir’

3. Enter Reference Number ‘S0001’.

4. Click the ‘Next’ button.

5. Click the ‘Delete’ button.

6. Click the ‘Yes’ button.

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