Rolling over a budget year in Bonterra CyberGrants allows you to carry forward your existing budget structure into a new year without re-creating budget line items manually. When you roll over, the system copies the hierarchical budget line-item information and budget line security from the source budget year. No payment information is carried over; only the budget format and dollar amounts are retained.
The following steps will guide you through the rollover process.
Step 1: Access the production environment
Budgets are configured in the production environment through the Budget tab. From the sandbox environment, select Access Production or log directly into your production site.
Step 2: Navigate to the budget rollover option
- From the Navigation Panel, view the Budget Year.
- The budget year list table shows all budget years stored for your organization.
- Select Rollover Budget Year.
- An edit box will open beneath the budget year list table, displaying fields to configure the rollover.
Step 3: Complete the rollover form fields
Fill in the following details in the Rollover Budget Year form:
- Source Budget Year - Select which budget year to roll over. The selected year determines the structure and budget line security carried forward.
- Destination Budget Year - Specify the new budget year. By default, the system suggests the next chronological year that has not yet been created.
- Budget Amount - Enter the total amount available for the new budget year.
- Percentage of Source Budget - Adjust each budget line relative to the source year. For example, enter 110% to increase by 10% or 90% to decrease by 10%.
- Start Date / End Date - Define the effective date range for the new budget year (mm/dd/yyyy).
- Budget Status - Defaults to In Process. You can update this status later in View Budget Years once rollover is complete.
- Allow Negative Budgets? - Choose whether payments can be created against budgets with insufficient resources.
- Yes - Payments can be created even if funds are not available.
- No - Payments cannot be created unless funds are available.
- Quid Pro Quo Payment Handling - Decide whether to deduct all complete payments or only tax-deductible payments from a Quid Pro Quo budget line.
- Tax-deductible payments are gifts eligible for deduction according to IRS guidelines (e.g., excluding dinners, tickets, or advertising).
Step 4: Save the new budget year
Once all fields are complete, click Save, and then click Done to finalize the rollover.
The budget year list will now include the new budget year, reflecting the selected structure, budget line security, and any amounts carried over.
What else do you need help with?
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