Pilotfly wrote:Just on the stake computer alone there are so many issues to deal with; for example why the Other - Young Women's camp category now has $21,000 in their remaining budget when before the transfer they had $110.00.
One thing to keep in mind - all donations made to a category in the last four years appear as income. I'm guessing most of your $21,000 is donations made by camp attendees over the last 4 years, even though most of that money has been spent. I would recommend, therefore, moving all but $110 to the main category (the one w/ all the expenses pulled from it)
Pilotfly wrote:Am I supposed to reenter expenses for the last four years to make it balance?
If they are missing, yes. However, if you are really missing 4 years of data, it sounds more like a conversion error that requires LUS intervention. However, I'm guessing most of the confusion is related to all income from 2007 on still showing even though all the expenses have been moved to a different category.
Pilotfly wrote:Another example - where am I supposed to find the forth quarter allotment when everything got pushed into one "Administrative Category"?
Run an Income & Expense report for the current year. Set the type to Detail by sub-category and select Budget:Budget Allocations. You should see a transfer to the stake account for each ward for each quarter (along w/ OTA adjustments). The Q4 budget disbursement should be there dated around Oct 7.
An important note here. This is for stakes only. There have been no automatic disbursements to wards yet. The Q4 disbursement was made pre-CUBS.
Pilotfly wrote:We will get this done but right now all I see is hours and hours of work ahead of me that I can ill afford. If someone has some implicit instuctions on how to transfer funds and make categories in both Budget and Other reconcile I would sure appreciate a copy of them (as I imagine a ton of other clerks out there would also).
We are all still trying to figure this out. I'll include here what I have figured out and done. Not guaranteed to be correct, but maybe with some additional input we can get it right. This is from an email I sent a fellow clerk, so it might not read great.
I have not been able to make sense of it all yet, but have at least finally gotten the budget report figure to match the Stake Financial Summary. That figure includes all the remaining ward budget balances as well as any remaining stake budget and any unbudgeted balances. In other words, all the money you had been given as of Oct 17 minus the total of stake YTD expenses. Add the q4 disbursement and the OTA and your figures should match.
We kept track of ward budgets in the stake MLS as well. Each month we would enter total ward expenses from the SFS. I was able to recreate the budgets through Sep 30 with that info. I liked having the info month-by-month, so that's how I recreated it. You could just do it all at once. We will be receiving another SFS that will contain ward expenses through Oct 17. With that, you can at least get the budgets back to where they were pre-CUBS.
The trick is that now it is all done through transfers. Here's how I did it. All budget funds are now deposited into Budget:Budget Allocations. If I do an Income/Expense report of that category, you'll see that all the transfers into it for 2010 are the total budget disbursements for each unit for each quarter. In essence, pre-CUBS the stake received all the money, so that is what it shows. It is all lumped in this single category. I wanted to further divide this out so I could see the "contribution" from each unit. I therefore recreated subcategories for each unit under Budget:Budget Allocations.
Next, I wanted to put each ward's expenses in it's sub-category. MLS won't let you transfer expenses (negative numbers), but I found I could make a category negative by transferring positive values out of it. Again, I wanted the monthly resolution I had pre-CUBS, so for each month in 2010, I created a transfer for each unit from the Budget:Budget Alloctaions:Unit name folder to Budget:Budget allocations equal to the corresponding total monthly expenses reported in the SFS. You can do this as one big transfer using the YTD values from the Sep SFS if you don't want/need the month-by-month resolution. These leaves negative values in the ward's budget category and credits the Budget:Budget Allocations category, essentially splitting the expenses up.
Once completed, go to view/edit budget. Enter your 2010 budget allocation amounts for each unit. Close and run a budget report for the current year. You should now see your ward's beginning balances, YTD expenses (through sep 30 at least) as transfers, and remaining balance.
A lot of rebuilding, I know, but I don't see how they could have done it any other way. I'm still not exactly sure if I'm doing this right.
As for comparing, I really wouldn't bother. The chances of something getting missed are slim to none. Your data got overwritten w/ CHQ data. If CHQ didn't have the data already, it either wouldn't have shown up on your CUFS, or a check would not have been covered, etc. I don't know that it's worth the effort.(I'm probably going to take heat for this line and debated removing it but decided to keep it in)
Trying to compare donations was easy, but comparing expenses is not as straight forward as I was hoping. Anything entered as a transfer (Other Items section of reconcile, for example) would not have been included in your pre-CUBS expenses report. If your clerks used this screen to enter DC orders, etc, these all now show on the expenses report. And if there are items they forgot, they will now be there. Just trying to distinguish between all that is going to drive them nuts and, 99.9% of the time it should be there.
That deals with ward budgets. As for recreating the stake budget, it was a little more work. It's all a function of what type of resolution you want. I wanted the detail of what each expense was, so this was the only way to get that back.
Every expense is still there, they've just lost their category information. What I did for just the current year was recreate my stake budget categories first. I then did a view/update expenses. I opened my pre-printout (which I'm guessing you don't have, correct?) and reclassified every expense. I could have just done a transfer for the total amount, but I like giving detail reports to my committees so they can also see where and how they spent their money. A lot of work, I know.
If you don't have your pre-reports, try this trick. It worked for me on a couple wards. Important point, though, is to do this on another computer and NOT your MLS computer. It starts here
Under no circumstances do you want to restore from a back-up to a pre-CUBS date. It will undo the conversion to CUBS and when you try to restore, you will again be locked out of finances and will have to request a new CUBS setup file be sent to your computer. You may lose any financial info entered after the 17th.
I make no guarantee that this is doing what I think it is. However, budget reports now show the same info they had pre-CUBS, and balances for sub-categories match what they should be.