How do I use the Budget Module?

The Senior Systems Budget Module is designed to provide you with timely access to the departmental expenses (and revenue for some) and budgets.

Important Note:
These "real time" figures only reflect what has been entered into the system. Invoices are entered when paid, so orders that are not yet received, confirmed, coded and paid will not appear. Reimbursements likewise are entered when processed for payment by the business office rather than at the time of the expenditure by the individual. Credit card charges are entered only after the monthly statement is received and all charges have been matched to receipts (i.e. a missing receipt by any credit card holder delays payment of the entire invoice.) Petty cash is cleared only a few times per year when it needs replenishing, so there can be a significant lag on those costs being entered into Senior Systems.

Account groups for the budget module start with "BM" followed by a department description.
Meadowbrook's fiscal year starts on July 1st and ends on June 30th the following year. Below are abbreviations:

LY = Last Year
TY = This Year
NY = Next Year (next year's budget is not yet in Senior Systems)

If the date is December 2017, then you will want to get information for fiscal "Year Ending" 2018. This would mean LY is July 2016-June 2017; TY is July 2017-June 2018, and NY is July 2018-June 2019

Please note that Senior Systems is able to report only items entered into the system. The system is not able report on items ordered but not yet received, items charged on credit cards and the like (ex. Amazon, etc.) and items purchased with petty cash. These items will be reflected when payments are entered into the system.

If you have questions about your budget, spending, missing transactions, or expenses that appear to have been misapplied to your department, please get in touch with Nancy, Amy or John.

Log into the Terminal Server

Follow these instructions to access the terminal server. PC / MAC

Open the Senior Applications folder

Open the Budget Module

Log in

Use your network username and password to log into senior systems

Select your Group

Select your group, tiled "BM department name."

Budget Worksheet Report settings

1 - set to my accounts
2 - set the fiscal period. Our fiscal years start July 1 and end June 30. Typically you'll want to leave these options set at the default to view the current fiscal year to the current month.
3 - select preview to view the report with the selected settings.

Report Preview

If the report is displaying the data as you desire, you can close the preview and print or export the report.

Print and/or Export

Select print to print the report, or export to create a file.

Exporting a report

Select a location for the file, and your file type.
Select PDF for a formatted report.
Select txt if you'd like to create a spreadsheet from the data.

Exporting to a Spreadsheet

If you'd like to create a spreadsheet from the data, select a file type of .txt (1)
2 - Then change the file extension from .txt to .csv
Save the file.

Open the file

Open the file in excel.

The Account Detail Report

The Account detail report lists all transactions posted on the accounts. This is useful in seeing the individual expenditures that make the total spend on each account.

Account Detail Options

1 - Select BM Department name for the Group.
2 - Set the fiscal period for the range you desire. Typically you would like to select the starting month of July and an ending month of the current month to see the current fiscal year.
3- Preview, Print or Export the report.

Report Preview

1- Use the navigation buttons to view each page of the report.
2- The budget and amount remaining are reported below each Account section.

View Accounts

Select view accounts and access transaction account history by account

Select an account

Double click on the account you'd like to view.

Select Balances

Select the Balances tab.
Here you see monthly activity and year to date balance for the fiscal year selected (1)
Below (2) you will find the total expenses across the past 7 years.

Audit Tab

The Audit tab lists all expenses on the account, going back the to the beginning of the account.