Schools Finance
Budget Planner User Guide 2016-17
Subjective Code Update
The Subjective Codes held within the Budget Planner must be kept up to date to ensure that the schools records match those held at County Hall.
Automatic Update
From the ‘Budget Planner’ toolbar, click ‘Help’, then ‘Subjective Code Update’ (or Select ‘Subjective Codes’ from the ‘Upgrades’ dropdown in Access 2007 and above).
The system will then attempt to download the relevant financial years’ subjective code list from the Schools Finance Website into the Budget Planner.
If the subjective code list cannot be downloaded the following error message will appear. Click ‘OK’ to this message, and then follow the instructions for a manual update below.
If the update is successful the following message will appear:
If the subjective code update is unsuccessful, for any reason, the following error message will appear. Click ‘OK’ to this message and contact Accounting Software Support for assistance.
Manual Update
If the automatic subjective code update cannot be completed please contact Accounting Software Support to request a copy of the subjective code list to be manually imported.
Once this file has been received it must be saved into the Budget Planner folder (i.e. the location created during installation). The location of the budget planner can be seen at the bottom of the Main Menu, and within the ‘About Budget Plan’ screen.
Double click the location stated in either of these screens to open the budget planner folder.
When the file has been saved to the correct location, click ‘Manual Subjective Update’ within the ‘School Details’ screen.
If the update is successful the following message will appear:
If the subjective code update is unsuccessful, for any reason, the following error message will appear. Click ‘OK’ to this message and contact Accounting Software Support for assistance.
Budget Share Update
The budget share information held within the budget planner on release will be the latest figures available; however, these details are subject to change throughout the financial year. If the school is notified of changes to the budget share please take the following steps to update the budget share.
Please Note: It has been agreed that any adjustments to budget shares after the 1st May (of the financial year) will not be added to the budget share details that are downloadable. Any adjustments made after this date will need to be manually entered into the budget plan.
Automatic Update
From the ‘Budget Planner’ toolbar, click ‘Help’, then ‘Budget Share Update’, or select ‘Budget Share’ within the Upgrades dropdown in Access 2007 and above.
The system will then attempt to download the relevant financial years’ budget share details from the Schools Finance Website into the Budget Planner.
If the budget share cannot be downloaded the following error message will appear. Click ‘OK’ to this message, and then follow the instructions for a manual update below.
If the update is successful the following message will appear:
If the budget share update is unsuccessful, for any reason, the following error message will appear. Click ‘OK’ to this message and contact Accounting Software Support for assistance.
Manual Update
If the automatic budget share update cannot be completed please contact Accounting Software Support to request a copy of the latest budget share to be manually imported.
Once this file has been received it must be saved into the Budget Planner folder (i.e. the location created during installation). The location of the budget planner can be seen at the bottom of the Main Menu, and within the ‘About Budget Plan’ screen.
Double click the location stated in either of these screens to open the budget planner folder. When the file has been saved to the correct location, click ‘Manual Budget Share Update’ within the ‘School Details’ screen.
If the update is successful the following message will appear:
If the budget share update is unsuccessful, for any reason, the following error message will appear. Click ‘OK’ to this message and contact Accounting Software Support for assistance.
Benchmarking Base Data Update
The base data held for the Benchmarking Comparison report (see Section10) held within the Budget Planner on release will be the latest figures available; however, these details are subject to change throughout the financial year. If the school is notified of changes to this information please take the following steps to update the benchmarking data.
From the ‘Budget Planner’ toolbar, click ‘Help’, then ‘Benchmarking Update’, or select ‘Benchmarking’ within the Upgrades dropdown in Access 2007 and above.
The system will then attempt to download the relevant data from the Schools Finance Website into the Budget Planner.
If the benchmarking data cannot be downloaded the following error message will appear:
Upgrade Budget Planner
Via AnyComms Plus
Upgrades for the Budget Planner will be released via AnyComms Plus for schools to download. This process will take place automatically if the Budget Planner finds an upgrade within the location specified in the ‘Inputs Path’ within the ‘School Details’ screen.
When you are notified that an upgrade file has been released via AnyComms Plus, download the upgrade file into the ‘Inputs Path’ location. Once this file has been saved to this location the Budget Planner will perform the upgrade the next time it is opened.
Please Note: The Budget Planner cannot be upgraded if it has been renamed after it has been installed. The file name will be “Budget Planner 20XX.mdb” on installation (where 20XX is the financial year). If an upgrade is found and the Budget Planner has been renamed the following message will appear:
The file must then be renamed and the upgrade attempted again.
If an upgrade is found and the Budget Planner has the correct file name the following message will appear when logging in.
Ensure that all users have logged out of the Budget Planner before clicking ‘OK’. The upgrade may take several minutes to complete.
You MUST wait for the “Upgrade Complete” message before continuing. The upgraded Budget Planner will open automatically once the process is complete.
Access 2007 and above Users
Schools using Access Version 2007 and above may see the following additional prompt when logging in:
Once the Budget Planner has closed please wait for 30 seconds, then double click your shortcut to open the budget planner again.
Via Internet
Upgrades can be run manually via the Budget Planner toolbar if the current computer does not have access to the AVCO AnyComms system. You must ensure that all other users are logged out of the budget planner before attempting to perform the upgrade.
From the ‘Budget Planner’ toolbar select ‘Help’, and then click ’Upgrade Budget Plan’, or select ‘Budget Plan’ from the ‘Upgrades’ dropdown in Access 2007 and above.
Please Note: The Budget Planner cannot be upgraded if it has been renamed after it has been installed. The file name will be “Budget Planner 20XX.mdb” on installation (where 20XX is the financial year). If an upgrade is found and the Budget Planner has been renamed the following message will appear:
The file must then be renamed and the upgrade attempted again.
The system will then attempt to download the latest upgrade for the Budget Planner from the Schools Finance Website. If the file cannot be downloaded the following message will appear.
Click ‘OK’ to this message and then call Accounting Software Support for additional guidance.
You MUST wait for the “Upgrade Complete” message before continuing. The upgraded Budget Planner will open automatically once the process is complete.
Access 2007 and above Users
Schools using Access Version 2007 and above may see the following additional prompt when logging in:
Once the Budget Planner has closed please wait for 30 seconds, then double click your shortcut to open the budget planner again.
Section 12 – Updates and Upgrades
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