Opening balances — go-live cut-off
What this does
For each budget line, Finance states what was already paid between the start of the year and the cut-off date. The portal posts that as an opening balance: the approved budget is not changed; the remaining balance is reduced; and every report shows the figure separately as “spent before go-live, per Finance records as at <date>”.
Every budget line of the year, with its approved budget as the portal holds it. Finance completes one column — Spent to date — and the sheet shows what would remain. Columns A–E are the system's: a changed code or department is refused on upload; a changed approved figure is flagged.
Batches
Every sheet ever planned, with who prepared, who approved and what posted.
1 · Plan a new batch (Administrator)
Drop Finance's completed sheet. Nothing is posted by planning; the plan is recorded for a Finance Manager to approve.
Drop the completed .xlsx here, or
2 · Approve (Finance Manager who did not prepare it)
Approving records your name against the batch. Nothing posts until it is committed.
3 · Commit (Administrator)
Posts one ledger entry per line and writes the new remaining balance to Jotform. Type the batch's cut-off date to confirm which figures are being posted.