INPUTTING BUDGET DATA
Quicken users are asked to complete their parish or school budget(s) using Quicken and to
transfer the data to the Diocese by modem, e-mail or floppy disk. Budgeting with Quicken is not
difficult. In order to successfully complete the budget, you must first read these directions in their
entirety in order to have an understanding of what is happening. The steps to complete the budget
are listed below.
The Financial Services Office will send back a budget printout, which is to be reviewed
and, if there are further changes to the budget, contact the Financial Services Office concerning the
changes. Do not resubmit the entire budget. Be sure to make the same adjustments to the
budget in your Quicken program.
1. Follow the directions contained in the parish or school budget package for accumulating
budget data. The parish or school Financial Profile Printout, Personnel Schedule and other
schedules included in the budget package should be used to analyze and develop budget
a. Input the final budget figures from the Profile Printout to the Quicken Budget
Program on your PC and submit this data to the Financial Services Office.
b. The monthly parish subsidy to the elementary school must be in agreement with the
school's budgeted monthly subsidy. School jointures must break down the subsidy
by parish location number if more than one parish is subsidizing the operation.
c. It is not necessary for parishes to budget diocesan collections.
d. Parishes should budget the Parish Share Account Code 8120 only for the
anticipated PSP excess to be collected over the PSP Goal and subcode by the goal
year. If expecting a deficiency, budget this amount in Account Code 8115,
subcoded by the goal year.
e. The non-operating section of the parish budget, such as investment deposits and
withdrawals, debt borrowings and payments, purchase of property, etc., is to be
budgeted as follows:
TO: Budget investment transfers to Catholic Institute, debt payments,
purchase of property and any disbursement of other non-
operating funds under the budget section called "TO."
FROM: Budget investment transfers from Catholic Institute, debt
borrowings or any receipt of other non-operating funds under the
budget section called "FROM."
2. For Quicken 2003 and later, you should be aware that Quicken budgeting works only on a
calendar year, not a fiscal year. This makes no difference in the budgeting process except
that it may be confusing when starting with January instead of July. Always remember
that July remains July and appears as July in the July column on the budget worksheet.
3. INPUTTING BUDGET DATA FROM THE FINANCIAL PROFILE PRINT-
For Quicken 1999 through 2001 follow below:
a. Quicken 2000 users select Register (category code 1001.01). Once in the register,
click "Banking", then "Budgeting". (Quicken Basic 99 users click "Planning"
then "Budget my spending".)
b. You will get a budget screen, change View to Year by clicking "Options", then
"Display Current Year".
c. If there are numbers in the category codes, click "Edit", then "Clear all", click
"Yes" to confirm Clear all budget amounts?.
d. Click "Options", then "Other Budgets", then "Create", and name the budget
your 5-digit location number. Check the box "Copy Current Budget", then OK.
Note: If you have already created a budget, click "Options" then "Other
Budgets", highlight the existing budget, then click "Open". Make
whatever changes you wish, and then click "Options" and "Save budget".
For churches input the annual budget totals developed from the Financial
Profile Print-Out by pressing <ENTER> after inputting the
amounts for each category code number. The final totals should
agree with the Financial Profile Print-Out projected budget
column. (For your information, Quicken uses the terms
"Inflows" and "Outflows" instead of the terms "Income" and
"Expenses". For Balance Sheet categories, Quicken uses the
description "FROM" and "TO" to represent an "Inflow" or
"Outflow" of cash from the checking account.) Go to step 4.
4. Once all the data has been entered click "Options", then "Save Budget" to complete the
budgeting input process.
5. To exit Quicken, click "File" then "Exit". Go to step #8.
For Quicken Versions 2003 and 2004 and 2005 follow below:
6. a. For Quicken versions 2003 and 2004 users click Cash Flow then Budget. The
budget input screen will appear. The Summary screen will be visible and may or
may not contain information depending on each location’s Quicken file, Figure #1:
b. Click the Setup tab Figure #2. You can choose to have Quicken start a budget for
you based on your current financial information in Quicken by choosing
Automatic, or you can select Manual to input your own figures. Choose
Automatic or Manual and click Create Budget … If you choose Automatic you
will get the options to Name your budget, Choose the date range you want to base
your budget, then click OK. If you choose Manual you will then get a screen
asking you to enter a name for the budget file. Use the fiscal year as the file name
for the budget.
c. Depending on which option you chose, Manual or Automatic, the next screen
will either show the numbers generated from the Automatic option or will show
no numbers or category codes if you chose the Manual option. Click Choose
categories … then click select Mark All, then click OK. Figure #3:
NOTE: Remove the check mark from Show Category Groups at the bottom of the screen in
d. Enter the budget numbers into each category code. You can enter the information
either monthly, or yearly and have Quicken divide the total by twelve (12).
Under Method, if you leave it set to Average amount, the same amount will be
entered in each month for that category code. If you select Monthly detail, enter
different amounts in each month for that particular category code. If you change
the Period to Yearly, Quicken will enter the same amount in each month. You
must click the Apply button when you complete the data entry for each category
e. Repeat step d. for each category code, both income and expenses.
f. When completed, click the Options button, click Income/Expense View, and then
Save budget. Select the Summary tab and in the top left hand corner of the
budget input screen select Print. Select 123 (.PRN) Disk File and leave all other
fields as they are, then click OK. Figure #4:
g. Change the Save in box to My Documents and name the file your five (5) digit
location number. Click Save. Figure #5:
h. You will now return to the budget screen. Click the Close (X) button on the top
right of the budget screen to close the budget section and return to your Quicken
7. Sending budget file to Financial Services:
a. The new budget file does not have to be processed through ADH. You can
create an email message to Parishaccounting@diopitt.org and attach the above file
to this message.
8. RE-ENTERING THE BUDGET PROCESS:
a. Select Register (category code 1001.01). Once in the register, click "Banking",
b. A budget screen will appear. Change the category codes that need adjusted. Once
all the data has been entered, click "Options", then click "Save Budget" to
complete the budgeting input process.
c. To exit Quicken, click "File", then "Exit".
C: 2004 Quicken Budgeting Insert