Budget Module User Manual: Integrated Budget and Expenditure System

INTEGRATED BUDGET AND EXPENDITURE SYSTEM
IBEX
BudgetModule
UserManual
Table of Contents
Table of Contents i
Tables & Figures iv
List of Figures iv
List of Tables iv
Acronyms v
Introduction 1
Launching the Budget Module 2
IBEX Home Page 4
The Budget Module Main Screen 6

The Menu Bar 6
The Toolbar 7
The Budget Tree, Chart of Accounts and Reports Tabs 8
The Budget Tree 9
The Chart of Accounts 11
The Reports Tree 12

The Content Frame 12
The Footer 13
Overview of Functions 14
Entering Budget Data 16
Managing a Budget Structure 16
Creating a Budgetary Institution 16
Editing a Budgetary Institution 17
Deleting a Budgetary Institution 17
Copying and Pasting a Budget Structure 18

Entering Profile Information 19
Entering Profile Information for a Budgetary Institution 19
Editing Profile Information for a Budgetary Institution 20
Deleting Profile Information for a Budgetary Institution 21

Budget Ceilings 22
Entering Budget Ceiling Information 22
Commitments 23
Entering a New Commitment 23
i
The Commitment Register 24
Editing a Commitment 25
Deleting a Commitment 25
Budgetary Institution Detailed Budgets 26
Entering Detailed Budget for Recurrent Budgets 26
Multiple Donors 27
Commitment Allocation 30
Entering Detailed Budget for Capital Projects 30
Entering Detailed Budget for Revenue Budgets 31
Managing Budget Phases 33

Budget Phases 33
Phase Indicators 33
Budget Tree 33
Context Tag 34
Phase Drop Down 34

Recommending a Budget 35
Promoting a BI’s Budget from the Requested to Recommended Phase 35
Demoting a Budget from Recommended to Requested 35
Demoting a BI’s Budget from the Recommended to Requested Phase 35
Approving a Budget 36
Approving a Budget 36
Demoting a Budget from Approved to Recommended 37
Demoting a BI’s Budget from the Approved to Recommended Phase 37
Data Migration 38
Migrating Budget Data 38
Exporting Budget Data 38
Importing Budget Data from IBEX 40
Importing Budget Data from BIS 40
Administrative Functions 43
Sources of Finance 43
Adding a New Source of Finance 43
Editing an Existing Source of Finance 43

New Budget Year 44
Creating a New Budget Year 44
Reporting 45
Reporting Concepts 46
ii
Budget Tree 46
Scope 46
Parameters 46
HTML, PDF & Microsoft Excel Reports 46

Generating Reports 46
Advanced Search 48
Reports List 49
Budget Book 49
Budget Notification 50
Budget Request 50
Negarit Gazette 50
Management Reports 51
Other Reports 53
Revenue Budget 54
Regional Reports 54
Appendix A: IBEX Settings and Tips 55

Ethiopian Font Settings 55
Setting IBEX as Your Homepage 57
Clicking on the ‘Back’ Button 58
Internet Explorer Timing Out 58
Screen Resolution 59
Double-Clicking 59
Macros in Excel 60
IBEX Configurations 60
iii
Tables & Figures
List of Figures
Figure 1: IBEX Login Screen .......................................................................................................... 3
Figure 2: IBEX Home Page ............................................................................................................ 4
Figure 3: Change Password Screen ................................................................................................. 5
Figure 4: The Budget Module Main Screen ................................................................................... 6
Figure 5: The Budget Tree .............................................................................................................. 9
Figure 6: Chart of Accounts Tree ...................................................................................................11
Figure 7: The Reports Tree ........................................................................................................... 12
Figure 8: Context Tag.................................................................................................................... 12
Figure 9: New BI Screen ............................................................................................................... 16
Figure 10: Edit BI Screen............................................................................................................... 17
Figure 11: Edit Profile Screen ........................................................................................................ 19
Figure 12: Open Profile Pop-Up.................................................................................................... 20
Figure 13: Budget Ceiling Summary Screen ................................................................................. 22
Figure 14: Create Commitment Screen ......................................................................................... 23
Figure 15: Commitment Register Screen ...................................................................................... 24
Figure 16: Edit Commitment Screen............................................................................................. 25
Figure 17: Recurrent Budget Details Screen................................................................................. 26
Figure 18: Entering Recurrent Budget Details ............................................................................. 27
Figure 19: Entering Multiple Donors ............................................................................................ 28
Figure 20: Multiple Donors List Screen ........................................................................................ 28
Figure 21: Managing Multiple Donors.......................................................................................... 29
Figure 22: Commitment Allocation Screen................................................................................... 30
Figure 23: Capital Budget Details Screen ..................................................................................... 31
Figure 24: Revenue Budget Details Screen................................................................................... 32
Figure 25: Phase Indicators on Budget Tree ................................................................................ 34
Figure 26: Context Tag Phase Indicator ....................................................................................... 34
Figure 27: Phase Drop Down ........................................................................................................ 34
Figure 28: Approval Adjustments.................................................................................................. 36
Figure 29: Select Budget Phase ..................................................................................................... 38
Figure 30: Select Budget Type ...................................................................................................... 39
Figure 31: Export Confirmation Screen......................................................................................... 39
Figure 32: Select Source File ......................................................................................................... 41
Figure 33: BIS Import - Select Import Scope................................................................................ 42
Figure 34: Organization of Reports............................................................................................... 45
Figure 35: Report Parameters Screen............................................................................................ 47
Figure 36: Advanced Report Parameters....................................................................................... 48
Figure 37: More Report Parameters .............................................................................................. 49
List of Tables
Table 1: Menu Bar Items ................................................................................................................. 7
Table 2: Toolbar Controls................................................................................................................ 7
Table 3: Budget Tree Hierarchy ..................................................................................................... 9
iv
A C R O N Y M S
Acronyms
Acronym Description
BI Budgetary Institution
COA Chart of Accounts
P Program
p Project
PB Public Body
RU Reporting Unit
SA Sub-Agency
SOF Source of Finance
SP Sub-Programs
URL Uniform Resource Locater
YTD Year to Date

Hints and Notes in the manual are placed next to this icon.
v
I N T R O D U C T I O N
1
Chapter
Introduction
The Integrated Budget and Expenditure System (IBEX) is a financial information
system that has been designed and developed to automate and support public finance
in Ethiopia. It is comprised of different modules including a Budget, Accounts, Budget
Adjustment, Budget Control, Accounts Consolidation and Administration Module.
The Budget Module is used to prepare annual budgets for budgetary institutions (BIs),
to consolidate data of a specified region and to help manage the preparation of the
budgets through the different phases of budget preparation.
Its main functions include managing the budget structures of regions, recording
recurrent and capital budget data, recording budget ceilings and commitments and
producing numerous reports for budget preparation and management.
This manual describes the Budget Module’s functionality but does not provide a
detailed explanation of the procedures involved since it assumes the user to be familiar
with the budget preparation procedures.
The Budget Module User Manual contains sections about:
• Launching the module

• Entering budget data
• Managing budget phases
• Generating reports
• Appendix with settings and tips.
The Budget Module User Manual encompasses all the basic functionalities of the
module aided with relevant screenshots.
1
L A U N C H I N G T H E B U D G E T M O D U L E
2
Chapter
Launching the Budget Module

IBEX is designed to work on the Internet Explorer (versions 5.5 and above) web
browser for Windows. To log into IBEX, follow the following steps:
1. Open Internet Explorer on your computer by either clicking on the

Internet Explorer shortcut on your desktop, or by going to Start Æ
All Programs Æ Internet Explorer.
2. Enter the correct URL for the application in the address bar near the
top of the page and click ‘Go’ or enter. A correct URL will look like
this:
http://www.ibex.gov.et/ibex

About the URL
The exact URL will vary by region. Please ask your local system
administrator for the correct URL. To make IBEX your homepage,
refer to the IBEX Settings and Tips in Appendix A.
3. You should be directed to the IBEX login page which looks like this:
2
Figure 1: IBEX Login Screen
4. Enter your username and password, and click the ‘Login’ button. If this
is the very first time you are logging into the application, you will be
asked to change your password. This is done for security purposes so
that only you know what your password is. If this is not your first time
and you entered your username and password correctly, you will be
directed to the IBEX Home page.
3
IBEX Home Page

After you have successfully logged into the IBEX application, you will be directed to
the IBEX Home Page which will look like this:
Figure 2: IBEX Home Page
The Home Page shows the currently logged on user, a drop down list to select the
preferred language before launching a module, and a list of modules that the logged on
user is authorized to access. Depending on the user’s security permissions, he/she may
only have access to one or more modules. In the figure above, the ‘Admin’ user is
authorized to use the ‘Administration, ‘Accounts’, ‘Accounts Consolidation’, ‘Budget’,
‘Budget Adjustment’, ‘Budget Control’ and ‘Disbursement’ modules.
Click on the ‘Budget’ module link, and you will be directed to the IBEX Budget
Module Main Screen.
4
You can also click on ‘Logoff’ to return back to the login screen and ‘Change
Password’ to change your password. These links are located at the top right corner of
IBEX screens.
• To change your password, enter the current (old) password in the

‘Current Password’ field, a new password in the ‘New Password’ field
and enter the new password again in the ‘Confirm New Password’
field, then click on ‘Apply’.
• Once you have successfully changed your password, you will be
directed back to the IBEX Home Page. To return back to the IBEX
Home Page without changing your password, click on ‘Home’ at the
top right corner of the page.

A valid system password must be at least 7 characters, no more
than 16 characters, and must include at least one upper case letter,
one lower case letter, and one numeric digit.
Figure 3: Change Password Screen
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M A I N S C R E E N
3
Chapter
The Budget Module Main

Screen
The IBEX main screen is comprised of six main sections. These are illustrated on the
picture below:
Figure 4: The Budget Module Main Screen
Context Tag
Menu Bar
Toolbar
Content
Budget Tree, Chart Frame
of Accounts &
Reports
Footer
The Menu Bar

The Menu Bar contains the ‘Administration’, ‘Data Migration’, ‘Language’, and ‘Help’
drop down menus. To access any of the items under the contents of the Menu Bar,
first click on the Menu Bar item, and once the drop down menu appears, click on the
item of your choosing. Below are short descriptions of the Menu Bar items.
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M A I N S C R E E N
Table 1: Menu Bar Items
Menu Item Options Descriptions

To create a new budget year.
New Budget Year
Administration
To add/edit a new source of finance.
Source of Finance
Export Budget
To export budget data to IBEX or BDA.
Data
Data Migration
Import Budget
To import budget data from IBEX or BIS.
Data
Displays contents of the application in
English
English. (If set to another language)
Amharic
Amharic. (If set to another language)
Language
Tigrigna
Tigrigna. (If set to another language)
Oromiffa
Oromiffa. (If set to another language)
About IBEX A brief description about the software.
Help
Manual Access to the module’s User Manual.
The Toolbar
The Toolbar found beneath the Menu Bar on the main screen, is used to perform
almost all functions in the IBEX application. It is comprised of the controls listed in
the table below:
Table 2: Toolbar Controls

Button Name Purpose
Year Used to select a fiscal year
Create BI Create a budgetary institution
Edit BI Edit a budgetary institution
Delete BI Delete a budgetary institution
Copy Copy budget structure
Paste Paste budget structure

Record and edit budget
Budget Ceiling
ceilings
Record commitments
Commitment
allocated for a cost center
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M A I N S C R E E N
Button Name Purpose

Commitment Register View or edit commitments
Record detailed revenue
Revenue Budget
budget data.
Record, Edit, profile data of a
BI Profile
cost center
Record detailed budget for a
BI Details
cost center
Promote from requested to
Recommend
recommended phase
Demote from recommended
Demote Recommended
to requested phase
Promote from approved to
Approve
recommended phase
Demote from approved to
Demote Approved
recommended phase
Print Print the content screen
Change Password Change Password Change your password

Log out of the IBEX
Logoff Logoff
application
Home Home Home page link
The Budget Tree, Chart of Accounts and Reports

Tabs
The first thing a user must do on the main screen is select a budget year from the ‘Year’
drop down menu on the top left hand corner of the toolbar.
On the left side of the IBEX main screen is a frame that contains the ‘Budget Tree’,
‘Chart of Accounts’ and ‘Reports’ tabs. Only one of these trees is visible at one time.
To navigate between these screens click on the ‘Budget Tree’, ‘Chart of Accounts’ or
‘Reports’ tabs at the top of this frame.
The budget structure will be displayed in the ‘Budget Tree’ pane after a budget year has
been selected from the ‘Year’ drop down menu on the left hand corner of the Tool Bar.
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M A I N S C R E E N
The Budget Tree
Figure 5: The Budget Tree
The budget tree is at the heart of the IBEX application. It represents the budget
classification of a given region, in the selected year, in a hierarchical structure referred
to as a tree. But since all Budgetary Institutions do not report their financial
transactions directly, a Reporting Unit (RU) is designated as the Budgetary Institution
that is allowed to submit financial reports. Reporting Units are bolded on the budget
tree. To select a RU from the budget tree, simply browse the tree by expanding the
nodes (to expand a node, simply click on the name) and click on a highlighted BI.
The table below describes the icons and nodes on the Budget Tree using an instance on
the 1997 Federal Budget Structure. The Federal Government is treated as a region for
budgetary and accounting purposes. It also has the zone and wereda codes always set to
zero.
Table 3: Budget Tree Hierarchy
Budget Name Description

Code
The highest-level node is a Region Node. A budget
structure always begins with a region node and is
15 Region
identified with a two-digit code. The BI code of the
region shown on the label at the right is ‘15’.
A Zone Node always follows a Region Node. A Zone is
also identified by a two-digit code. The BI code of the
00 Zone
zone in the region shown on the label at the right is
‘15/00’.
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M A I N S C R E E N

Code
A wereda Node always follows a Zone Node. A wereda
is identified by a combination of region, zone and a
000 Wereda
three-digit wereda code. For example, '15/00/000’
designates a wereda on the current hierarchy.
The functions of government are identified by a
Function Node. The functions of government are:
• Administrative and General
• Economic
• Social
100 Function
• Others
A function is identified by a three-digit code, which
conventionally has the second and third digits as zeroes.
For example, '15/00/000/100' designates the
'Administrative and General' function of government.
Sub-functions of government are identified by a Sub-
Functional node. A typical sub-function level grouping
under the 'Administrative and General' function of
government might be:
• Organ of State
• Justice and Security
• Defense
• General Service
Sub-
110 A sub-function is identified by a three-digit code and
Function
conventionally has the third digit set to zero. For
example, ‘15/00/000/110' designates the ‘Organ of
State' sub-sector under the 'General and Administrative'
sector. 15/00/000 identifies the wereda that owns the
function. '110' designates the sub-function. Note that,
by convention, using the same first digit as the '100'
function brings the current sub-function under the
'Administrative and General' function.
A Public Body is identified by a three-digit code. By
convention none of its three digits is a zero. For
example, ‘15/00/000/111’ designates the public body
111 Public Body 'House of People’s Representatives’. By convention, the
first and second digits indicate that the public body
comes under the ‘Organ of State’ (110) sub-function.
Program Nodes group together Sub-Agency Nodes that
come under them. Program Nodes are assigned two-
01 Program
digit codes. At this node, the BI code could be
‘05/00/000/111/01’.
A Sub-Agency is always found under a Program. Sub-
01 Sub-Agency Agencies are the levels that are designated to receive
recurrent budget. A sub-agency is identified by a two-
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M A I N S C R E E N

Code
digit code. At this node, the BI code could be
‘15/00/000/111/01/01’.
Sub-Programs come under sub-agency nodes. Sub-
Sub- Program nodes are further used to group project nodes.
00
Program A sub-program is identified by a two-digit code. At this
node, the BI code could be ‘15/00/000/111/01/01/00’.
Projects are the levels that are designated to receive
capital budget. A project is identified by a three-digit
001 Project code. At this node, the BI code could be
‘15/00/000/111/01/01/00/001’. The project node is
the lowest level in a budget structure.

Colored dots at the end of a sub-agency or project node are
used to indicate the budget phase of the budgetary
institution. There are three phases in budget preparation. These
are the requested phase, the recommended phase and the
approved phase. Green, yellow and red dots respectively are used
to indicate these phases on the budget tree.
The Chart of Accounts
The Chart of Accounts tree shows the standard Chart of Accounts used by the IBEX
application. To access the Chart of Accounts tree, click on the ‘Chart of Accounts’ tab
at the top of the frame on the left hand side of the main screen.
Figure 6: Chart of Accounts Tree
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M A I N S C R E E N
The Reports Tree
The Reports tree is used to organize the reports available within the application in a
logical manner. To access the reports tree, simply click on the ‘Reports’ tab at the top
of the frame on the left hand side of the main screen.
Figure 7: The Reports Tree
How to extract reports from the application will be discussed in detail in the
‘Reporting’ section of this manual.
The Content Frame

The Content Frame occupies the right hand side of the main screen. The Content
Frame is where most of the work is done, including data entry and viewing online
reports.
On most screens that appear in the Content Frame, you will see what is called a
‘Context Tag’. The Context Tag provides the user with information on the currently
selected budgetary institution. It is useful to remind the user on what BI he/she is
working on. It is also possible to stretch the left frame in the Content Frame to expand
the viewing area.
Figure 8: Context Tag
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M A I N S C R E E N

Click ‘Exit or ‘Cancel’ to exit an interface in the Content Frame.
Clicking your web browser’s ‘Back’ button to go back a step in the
interface will generate errors. You can exit most modules by either
clicking on the ‘Exit’ or ‘Cancel’ buttons, or return back to a previous
screen by clicking on the ‘Back’ button whenever it is available.
The Footer
The footer is found at the bottom of the main screen, and is used to show useful
information such as the ‘Currently selected BI’ and the currently logged on user.
13
O V E R V I E W O F F U N C T I O N S
4
Chapter
Overview of Functions
Preparing an annual budget involves
many tasks including building a budget
Entering Budget Data structure, entering budget ceilings,
registering commitments and entering
recurrent and capital detailed financing
information. The IBEX Budget Module provides facilities to be able to perform all
these functions as described below.
The Budget Module allows the user to

Managing the Budget manage and administer the budgetary
institutions through the budget
Structure hierarchy. More specifically, it allows
budgetary institutions to be created,
edited and deleted at different levels on the hierarchy depending on the
permissions set for the user. It also allows the copying and pasting of budget
structures, including the re-creation of the budgetary structure for a new year
based on the structure of a previous year.
The Budget Module enables budget

Budget Ceilings ceilings to be recorded for each
budgetary institution. Budget ceilings
are the upper limit given to BIs to
prepare and submit their request for their annual budgets.
The Budget Module enables the

Commitments recording of commitments of funds
from loans or assistance.
Commitments need to be registered
before budgets can draw on funds from loan or assistance.
The Budget Module enables

Budget Profile Data qualitative data to be recorded for any
BI. This data includes non-financial
data about any BI, such as a
description of a capital project or the main activities of a project.
14
O V E R V I E W O F F U N C T I O N S
One of the main tasks of preparing a

Budgetary Institute Budget budget is entering the detailed line
item budget for each budgetary
Details institution. The Budget Module
enables detailed line item budgeting
for recurrent and capital projects by each source of finance.
The Budget Module facilitates the

preparation of the budget through the
Managing Budget Phases different phases of budget
preparation. These are the requested,
recommended and approved budget phases.
The Budget Module enables certain

Administrative Functions administrative functions to be
performed within the applications.
These are the creation of a new
budget year and managing sources of finance.
Through the Budget Module,

Managing Sources of different sources of finance can be
configured for use in entering detailed
Finance budget information.
Through the Budget Module, users

Creating a New Budget Year with the correct permission can create
a new budget year.
The Budget Module provides import

Data Migration and export facilities to enable the
central server to work seamlessly with
standalone versions of the
applications. The import facilities are used to receive budgets prepared by BIs not
connected to the main server. The export facility is used to distribute the approved
budget to BIs for budget execution.
The Budget Module provides a

Reporting collection reports that are used as part
of the budget preparation as well as
for the final printing of budget books.
15
E N T E R I N G B U D G E T D A T A
5
Chapter
Entering Budget Data

The Budget Module allows the user to create a budget structure and enter
profile and detailed budget information for each BI.
Managing a Budget Structure

Creating a Budgetary Institution
1. Click on the node on the Budget Tree under which you want to create
a new BI.
2. Click on the ‘New BI’ button on the toolbar.
3. The ‘NEW BUDGETARY INSTITUTION’ screen as shown below

will appear in the content frame.
Figure 9: New BI Screen
4. Enter the information for the new BI in the input fields. While some
fields are required, others are not. A BI name in each language available
in the module is required. Refer to Appendix A at the end to learn
16
more about registering a new BI name using Ge’ez fonts. The previous
year’s BI code is not required. The user can also choose to make the
newly created BI a reporting unit.
5. Once you have entered all required information, click on ‘Save’ to

commit your changes. The new settings will automatically be reflected
in the budget tree.
Editing a Budgetary Institution
1. Click on the node on the Budget Tree which you want to edit.
2. Click on the ‘Edit BI’ button on the toolbar.
3. The ‘EDIT BUDGETARY INSTITUTION’ screen as shown below

will appear in the content frame with the selected BI’s information.
Figure 10: Edit BI Screen
4. Make all desired edits. You can only change the BI Code if there is no
detailed financing information recorded for the BI.
5. Click on ‘Save’ to commit your changes. Your changes will

automatically be reflected in the budget tree.
Deleting a Budgetary Institution
1. Click on the node on the Budget Tree that you want to delete.
17
2. Click on the ‘Delete BI’ button on the toolbar.
3. The application will ask you if you are sure you want to delete this BI.
If so, click ‘Yes’. Otherwise, click ‘No’. Your changes will automatically
be reflected in the budget tree. Keep in mind:
a) You can only delete a BI that has no child nodes beneath it.
b) You cannot delete data in the approved or recommended
phases.
Copying and Pasting a Budget Structure
It is often the case that budget structures are the same at various levels on the budget
tree. For example, a wereda budget structure is often the same, but there might be
hundreds of weredas in a region. Rather than entering the same budget structure for
each wereda, it is better to use the ‘Copy/Paste’ functionality to copy the same budget
structure to all weredas. To copy and paste a budget structure:
1. Click on the node on the budget tree above the budget structure you
want to copy from. For example, to copy the structure beneath a
wereda, click on the wereda node.
2. Click on the ‘Copy’ button on the toolbar.
3. Click on the node on the budget tree below which you want to paste
the copied budget structure.
4. Click on the ‘Paste’ button on the toolbar. The copied structure

will appear below the node you selected on the budget tree. Keep in
mind:
a) You can only copy budget structures between nodes at the same
level. This includes:
a. Wereda to Wereda
b. PB to PB
c. Program to Program
d. SA to SA
e. SP to SP
b) Copying only copies the budget structure without the details
included in the original structure.
18
Entering Profile Information
Entering Profile Information for a Budgetary Institution
1. Click on the BI on the Budget Tree for which you want to enter profile
information.
2. Click on the ‘BI Profile’ button on the toolbar.
3. If a profile has never been created for this BI, the application will ask,
“There is no existing profile for this BI. Do you want to create a new
profile? (A template will be created on the server which you can edit
further.)”. Click on the ‘Yes’ button if you would like to create a new
profile.
4. The ‘EDIT PROFILE’ screen as shown below will appear in the

content section.
Figure 11: Edit Profile Screen
5. Click on the ‘Edit Profile’ button. A pop-up screen will appear asking
you if you would like to open the specified Microsoft Word document
as shown below:
19
Figure 12: Open Profile Pop-Up
6. Click the ‘Open’ button. A Word document will be opened in which

you can enter the profile information for this BI.
7. Since you are going to have to upload this document to the server later
on, make sure to save a copy of the word document on your local
computer.
8. Once you have finished editing the profile in the Word document, you
must save it on the system. To do this:
a) Click on the ‘Browse’ button. A pop-up will appear that will let
you find the saved profile document on your local computer.
Navigate to this document and select it. Then click ‘Open’.
b) The input box next to the ‘Save Profile’ button should now
show the path to your word document. Click on the ‘Save
Profile’ button to upload your file to the server.
Editing Profile Information for a Budgetary Institution
1. Click on the BI on the Budget Tree for which you want to edit profile
information.
20
3. The ‘EDIT PROFILE’ screen will appear in the content section.
4. Click on the ‘Edit Profile’ button. A pop-up screen will appear asking
you if you would like to open the specified Microsoft Word document
as shown in Figure 12.
5. Click on the ‘Open’ button. A word document will be opened in which

you can edit the existing profile information for this BI.
6. Since you are going to have to upload this document to the server later
on, make sure to save a copy of the word document on your local
computer. .
7. Once you have finished editing the profile in the Word document, you
must save it. To do this:
a) Click on the ‘Browse’ button. A pop-up will appear that will let
you find the saved profile document on your local computer.
Navigate to this document and select it. Then click ‘Open’.
b) The input box next to the ‘Save Profile’ button should now
show the path to your word document. Click on the ‘Save
Profile’ button to upload your file to the server.
Deleting Profile Information for a Budgetary Institution
1. Click on the BI on the Budget Tree for which you want to delete
profile information.
3. The ‘EDIT PROFILE’ screen will appear in the content section.
4. Click on the ‘Delete Profile’ button.
5. The application will ask you, ‘Are you sure you want to delete this BI's
profile?’ Click ‘Yes’ if you want to delete this profile. Otherwise click
‘No’ to cancel this action.
21
Budget Ceilings
The Budget ceiling is a figure set by Federal MOFED, Region BoFED or wereda
OFED to the public bodies under their jurisdiction to prepare the upcoming fiscal
year’s budget. Each public body is notified of their ceiling when they receive the budget
call.
Entering Budget Ceiling Information
1. Select a functional or sub-functional grouping from the budget tree.
2. Click on the ‘Ceiling’ button on the toolbar.
3. The ‘BUDGET CEILING SUMMARY’ screen will appear, showing

ceiling information for all public bodies under that functional or sub-
functional classification.
Figure 13: Budget Ceiling Summary Screen
4. Select whether you would like to enter recurrent or capital budget

ceiling by clicking on the ‘Recurrent’ or ‘Capital’ radio button above the
ceiling summary table.
5. Enter budget ceiling data by Source of Finance for each public body.
The total amount is automatically calculated by the application.
6. Click on ‘Save’ to commit your changes.
22
Commitments
Commitments are allocations of various funds that are registered against sub-agencies
and projects.
Entering a New Commitment
1. Click on the sub-agency or project from the budget tree for which you
want to register a commitment.
2. Click on the ‘Commitment’ button on the toolbar.
3. The ‘CREATE COMMITMENT’ screen appears in the content frame.
Figure 14: Create Commitment Screen
4. On the commitment page, you can select if you would like to register a
commitment as assistance or loan by clicking on the ‘Assistance’ or
‘Loan’ radio buttons at the top of the screen. You can only register
‘Assistance’ for recurrent budgets. The ‘Loan’ option will be disabled
for all recurrent budgets. You can register either assistance or loan for
capital budgets.
5. Click on the donor/creditor name in the select box. The appropriate

account code will automatically populate the ‘Account Code’ input box.
6. Enter a commitment amount.
23
7. Enter a used amount if required. The ‘Balance’ is automatically

calculated.
8. Click on ‘Save’ to save the commitment.
The Commitment Register

The commitment register shows a summary of existing commitments. You also use the
commitment register to edit or delete existing commitments. To display the
commitment register:
1. Select a node on the budget tree and click the ‘Commitment Register’
button on the toolbar.

The commitment register will show all commitments registered
for sub-agencies or projects underneath the node you selected on
the budget tree. For example, to see all commitments registered
for a particular public body, select that public body from the
budget tree. To see all commitments registered in the entire
region, click on the top node on the budget tree.
2. The ‘COMMITMENT REGISTER’ screen will appear in the content

section.
Figure 15: Commitment Register Screen
3. Select what type of commitment you would like to see by clicking on

either the ‘Assistance’ or ‘Loan’ radio button at the top of the page.
24
Editing a Commitment
You will notice on the commitment register screen that each commitment’s account
code in the ‘Donor/Creditor’ column is a link (blue and underlined). To Edit a
Commitment:
1. Click on the account code link in the ‘Donor/Creditor’ column.
2. You are taken to the ‘EDIT COMMITMENT’ page where you will
notice that the input fields are populated with the information for the
commitment you clicked on.
Figure 16: Edit Commitment Screen
3. To make changes to this commitment, simply edit the input fields and
click on ‘Save’ to commit your changes.
Deleting a Commitment
1. Select a node on the budget tree and click the ‘Commitment Register’
button on the toolbar.
2. You will notice that there are checkboxes next to each commitment.
To select a commitment to delete, check the corresponding checkbox,
and then click on the ‘Delete’ button. You can select multiple
commitments to delete at once, or if you would like you can select all
the commitments shown on the page by clicking the first checkbox in
the header column. This will select all checkboxes.
3. On the following page the application will ask you to confirm your
deletion. Click ‘Yes’ to delete the selected commitments, or ‘No’ to
cancel your action.
25
M A N A G I N G B U D G E T P H A S E S
Budgetary Institution Detailed Budgets
Entering Detailed Budget for Recurrent Budgets
Detail financing information for recurrent budgets is collected on the MeBeMa3 forms.
To enter this data into the IBEX Budget Module, follow these steps:
1. Click on a sub-agency node on the budget tree for which you would
like to enter recurrent budget details.
2. Click on the ‘BI Details’ button on the toolbar.
3. The ‘CREATE RECURRENT BUDGET DETAILS’ page will appear

in the content frame of the main screen as shown below:
Figure 17: Recurrent Budget Details Screen
4. Enter the total budget in the ‘Total Budget’ input box.
5. Enter any foreign exchange required from the National Bank of

Ethiopia.
6. To enter a new budget line item click on the ‘Add New’ button. This
will create a new line for data entry.
7. Enter the expenditure item code in the ‘Account Code’ column, and
the corresponding amounts for each source of finance.
26
8. If any of the financing for this item of expenditure comes from

‘Assistance’ you must also specify from which donor it is coming from
by selecting an account code from the drop down in the ‘Assist. Code’
column. The drop down will only include the account codes of donors
which have registered a commitment for the current sub-agency.
Figure 18: Entering Recurrent Budget Details
9. Continue to enter detailed financing by clicking on the ‘Add New’

button to add additional lines. At each entry, the ‘Current Total’ field at
the bottom of the screen is updated to show the total amount entered
for this sub-agency. Keep in mind:
a) The ‘Total Budget’ entry must be equal to the ‘Current Total’
shown at the bottom of the screen before the application will
save the detailed financing information.
b) If any item of expenditure is being financed by multiple donors,
the user must specify multiple donor information before the
application will save the detailed financing information (See the
Multiple Donors section below).
Multiple Donors
If multiple donors have made commitments to a given sub-agency or project, then for
any item of expenditure financed by assistance or loan, the user can specify multiple
donors as sources of finance. To enter this information, follow these steps:
1. On the detailed financing screens (Figure 18 & 23), after entering an

amount for ‘Assistance’ or ‘Loan’, select the ‘*’ (asterisk) option from
27
the drop down menu in the ‘Assist. Code’ or ‘Loan Code’ column
respectively. The ‘Multiple Donors’ button will be activated.
Figure 19: Entering Multiple Donors
2. Click on the ‘Multiple Donors’ button.
3. The ‘MULTIPLE DONORS LIST’ or ‘MULTIPLE

DONOR/CREDITOR LIST’ pages will appear in the content frame
with the items of expenditure for which multiple donors/creditors
have been specified, listed on the page.
Figure 20: Multiple Donors List Screen
4. To add multiple lines for each item of expenditure, first check the
checkbox next to the item of expenditure you want to add a new line
for, and then click on the ‘Add New’ button. A new line will be created
to enter the additional donor/creditor information for that specific
account code.
28
5. Enter an assistance amount in the ‘Assistance’ column and specify

from which donor it is by selecting the donor code from the drop
down input box in the ‘Assist. Code’ column. If you are entering
multiple creditor information, click on the ‘Loan’ radio button at the
top of the screen and enter the loan amount in the ‘Loan’ column and
specify from which creditor it is by selecting creditor code
6. When you are finished entering multiple donors/creditors information,

click on the ‘Ok’ button to save your changes and return to the detailed
financing page.
Figure 21: Managing Multiple Donors
7. To return to the detailed financing page at any time without saving

your changes, click on the ‘Cancel’ button. Keep in mind:
a) The total amount of assistance or loan entered on the
‘MULTIPLE DONORS/CREDITORS’ or ‘MULTIPLE
DONORS’ pages must be equal to the amount entered in the
‘Assistance’ or ‘Loan’ column on the detailed financing page.
b) You must register all financing from each donor/creditor on the
same line.
29
Commitment Allocation
At any point during the entry of detailed financing information, the user can click on
the ‘Commitment Allocation’ button to see a summary of commitment information for
the current sub-agency or project. The ‘COMMITMENT ALLOCATION’ page shows
what has been committed, allocated and the remaining balance.
Figure 22: Commitment Allocation Screen
Entering Detailed Budget for Capital Projects
Detail financing information for capital projects is collected on the KeBeMa3 forms.
To enter this data into the IBEX Budget Module, follow these steps:
1. Click on a project node on the budget tree for which you would like to
enter capital budget details.
2. Click on the ‘BI Details’ button on the toolbar.
3. The ‘CREATE CAPITAL BUDGET DETAILS’ page will appear in

the content section of the main screen as shown below:
4. Enter the required information from the KeBeMa3 form in the inputs
boxes provided.
5. To enter a new budget line item click on the ‘Add New’ button. This
will create a new line for data entry.
6. Enter the expenditure item code in the ‘Account Code’ column, and
the corresponding amounts for each source of finance.
30
Figure 23: Capital Budget Details Screen
7. If any of the financing for this item of expenditure comes from

‘Assistance’ or ‘Loan’ you must also specify from which donor it is
coming from by selecting an account code from the drop down in the
‘Assist. Code’ or ‘Loan Code’ column. The drop down will only include
the account codes of donors that have registered a commitment for the
current project.
8. Continue to enter detailed financing by clicking on the ‘Add New’

button to add additional lines. As each entry is entered, the ‘Current
Total’ field at the bottom of the screen is updated to show the total
amount entered for this sub-agency. Keep in mind:
a) The ‘Total Budget’ entry must be equal to the ‘Current Total’
shown at the bottom of the screen before the application will
save the detailed financing information.
b) If any item of expenditure is being financed by multiple donors,
the user must specify multiple donor information before the
application will save the detailed financing information (See the
‘Multiple Donors’ section).
Entering Detailed Budget for Revenue Budgets
Detail financing information for revenue budgets can be entered in IBEX using the
Revenue Budget Details function. To enter this data into the IBEX Budget Module,
follow these steps:
1. Click on a reporting unit on the budget tree for which you would like
to enter recurrent budget details.
31
2. Click on the ‘Revenue Budget’ button on the toolbar.
3. The ‘REVENUE BUDGET DETAILS’ page will appear in the

content frame of the main screen as shown below:
Figure 24: Revenue Budget Details Screen
4. Enter the account code whose revenue budget you want to enter
details for.
5. One you enter the account code and the approved budget amount, the
revised budget field will be populated with the same amount as the
approved budget.
6. Change the revised budget amount to the revised revenue budget and
clock on ‘Add’.
7. The inserted data will be added to the list right above the entry fields
with the account codes’ description and a ‘delete’ option added.
8. Click ‘delete’ to remove a revenue budget detail item from the listing.
Click ‘Exit’ to exit the interface.
32
6
Chapter
Managing Budget Phases

The budget phases recognized by the Budget Module are the requested,
recommended and approved budget phases.
Budget Phases
The Budget Module facilitates the sequencing of budget preparation. It implements the
following high-level steps.
1. Budget requests are entered into the IBEX application. By default the
first phase of data entry is the ‘Requested’ phase. Data can be entered,
edited and deleted in this phase.
2. Requested budget data is ‘Recommended’ at the sub-agency and

project level. In the ‘Recommended’ phase, data can be entered, edited
and deleted. Requested budget data is archived for reference and a new
set of data is created for the recommended phase.
3. Once all budget data has been requested and recommended, the budget
is ‘Approved’. Again, the recommended phase data is archived for
reference and a final set of data for the approved phase is created.
Once a budget has been approved you cannot edit or delete existing
data. You can, however, create a new BI.
Phase Indicators
IBEX indicates the different phases of budget preparation in a variety of ways.
Budget Tree
The phase of a particular sub-agency or project can be identified in the budget tree by a
small colored circle next to it.
33
• A green circle represents the requested phase

• A yellow circle represents the recommended phase
• A red circle represents the approved phase.
Figure 25: Phase Indicators on Budget Tree
Context Tag
The context tag visible at the top of every page in the content frame of the screen also
indicates the phase of a sub-agency or project.
Figure 26: Context Tag Phase Indicator
Phase Drop Down
The phase drop down is another indicator of what phase a sub-agency or project is in
the budget cycle. It is also used to select data for a particular phase.
Figure 27: Phase Drop Down
The phase drop down is visible at the top of the budget details pages and most report
parameters pages (see ‘Reporting’ section of this manual). On these pages it can be used
to indicate from which phase the user wants to extract and view data. For example, on
the budget details page, the user can select the ‘requested’ phase to see budget detail
34
information for the selected sub-agency or project from the requested phase even
though this BI’s budget has already been recommended.
Recommending a Budget
Promoting a BI’s Budget from the Requested to Recommended

Phase
1. Click on the sub-agency or project in the budget tree.
2. The context tag displayed in the content frame of the main screen will
indicate what BI was selected and what phase it is in.
3. Click on the ‘Recommend’ button on the toolbar.
4. The application will indicate the total requested budget for this BI, and
ask you to confirm if you wish to recommend this budget. Click ‘Yes’
to recommend or ‘No’ to cancel this action.
5. Once you recommend the budget, the phase indicators will show this
BI to be recommended.
Demoting a Budget from Recommended to

Requested
Demoting a BI’s Budget from the Recommended to Requested

Phase
1. Click on the sub-agency or project in the budget tree.
3. Click on the ‘Demote to Requested’ button on the toolbar.
4. The application will indicate the total recommended budget for this BI,
and ask you to confirm if you wish to demote this budget. Click ‘Yes’
to demote or ‘No’ to cancel this action.
35
5. Once you demote the budget, the phase indicators will show this BI to
be requested.

By demoting a budget from recommended to requested you
are deleting all data stored in the recommended phase. You
will lose any changes you made in the recommended phase. If you
are trying to see data in the requested phase, use the phase drop
down on the budget details pages instead.
Approving a Budget
Budgets are only approved at the wereda level.
Approving a Budget
1. Click on the wereda on the budget tree whose budget you would like to
approve.
3. Click on the ‘Approve’ button on the toolbar.
4. The application will indicate the total recommended budget for the
selected wereda, and ask you to confirm if you wish to approve this
budget. Click ‘Yes’ to recommend or ‘No’ to cancel this action.
Figure 28: Approval Adjustments
5. The user can register approval adjustments before committing the

approved budget. The Approval Adjustment enables the user to enter
36
an approval adjustment amount for a specific BI Code, Account Code

and Source of finance combination.
6. After you complete registering approval adjustment amounts, click

‘Commit.’ Once the budget is approved, the phase indicators will show
the selected BI as approved.

You cannot approve a wereda budget that has children nodes in the
budget tree in the requested phase. You would either have to delete or
recommend all of them.
Demoting a Budget from Approved to Recommended
Demoting a BI’s Budget from the Approved to Recommended

Phase
1. Click on the wereda on the budget tree whose budget you would like to
demote from approved to recommended.
3. Click on the ‘Demote to Recommended’ button on the toolbar.
4. The application will indicate the total approved budget for this wereda,
and ask you to confirm if you wish to demote this budget. Click ‘Yes’
to demote or ‘No’ to cancel this action.
5. Once you demote the budget, the phase indicators will show this BI to
be recommended.

By demoting a budget from approved to recommended you are
deleting all data stored in the approved phase. You will lose any
changes you made in the approved phase. If you are trying to see data in
the recommended phase, use the phase drop down on the budget details
pages instead.
37
D A T A M I G R A T I O N
7
Chapter
Data Migration
The IBEX Budget Module facilitates the export and import of various
types of budget data at different phases. This interaction is done via the
‘Export Budget Data’ and ‘Import Budget Data’ tools located under
the ‘Data Migration’ menu on the Menu Bar.
Migrating Budget Data

Exporting Budget Data
1. Select a budget year and click on ‘Export Budget Data’ under the Data
Migration menu on the Menu Bar.
2. From the budge tree, select a BI for which you want to export budget
data.
3. On the ‘SELECT BUDGET PHASE’ screen, indicate the budget

phase you want to export and click ‘Next’.
Figure 29: Select Budget Phase
38
4. On the ‘SELECT BUDGET TYPE’ screen, indicate the type of budget

you want to export - that is, ‘Recurrent’, ‘Capital’ or ‘Recurrent &
Capital’ - and click ‘Next’.
Figure 30: Select Budget Type
5. On the ‘CONFIRMATION’ screen, verify that the information you’ve

selected is correct, indicate whether you want to export to IBEX or
BDA, and click ‘Export’. Once the File Download dialog box appears,
click ‘Save’.
Figure 31: Export Confirmation Screen
6. Choose a location on your computer to save the exported budget data,

and click ‘Save’ once again.
7. This will save an encrypted version of the budget data on your local
computer that can only be accessed through IBEX Import tools.

On the File Download dialog box, the suggested name of the
export file will contain parts of the selected budget information.
This is done for identifying the contents of the file for importing
purposes.
39
Importing Budget Data from IBEX
1. Select a budget year and click on ‘Import Budget Data’ under the Data
2. From the budge tree, select a BI for which you want to import budget
data.

phase you want to import and click ‘Next’.

you want to import - that is, ‘Recurrent’, ‘Capital’ or ‘Recurrent &
5. On the ‘SELECT SOURCE FILE’ screen, click ‘Browse’ to locate the

IBEX export file on your computer. Once you locate the file, click on
the file name once and click ‘Open’, or double click on the file name.
As shown on Figure 31, the address of the file will be displayed.
6. Click ‘Next’ to begin the importing process.
7. On the ‘CONFIRMATION’ screen, verify that the budget data you

have chosen is correct. If so, click ‘Import’. The selected BI’s budget
data will be replaced with the imported data.

When importing from an IBEX export file, you have to make sure
that the budget year, scope, phase and type you specify match the
contents of the export file.
Importing Budget Data from BIS
1. Select a budget year and click on ‘Import Budget Data’ under the Data
2. From the budge tree, select a BI for which you want to import budget
data.
40

phase you want to import and click ‘Next’.

you want to import - that is, ‘Recurrent’, ‘Capital’ or ‘Recurrent &
5. On the ‘SELECT SOURCE FILE’ screen, click ‘Browse’ to locate the

BIS export file on your computer. Once you locate the file, click on the
file name once and click ‘Open’, or double click on the file name. As
shown on Figure 32, the address of the file will be displayed.
Figure 32: Select Source File
6. Click ‘Next’ to begin the importing process.
7. If it is a valid BIS file, the application will ask you to provide the BIS
database password. Provide the password and click ‘Next’.
8. Once the password and the validity of the exported data is verified, you
will be directed to the ‘SELECT BI AND BUDGET TYPE
SCREEN’. In this screen, you can select the scope and budget type to
import.
41
Figure 33: BIS Import - Select Import Scope
9. Select the desired scope by identifying a BI from the drop down and
click ‘Import’.
10. On the following screen, confirm the data you are about to import, and
click ‘Import’ once again. The selected scope’s budget data will be
replaced with the imported data.

When importing from a BIS export file, you have to make sure that
the budget year, scope, phase and type you specify match the
contents of the export file.
42
A D M I N I S T R A T I V E F U N C T I O N S
8
Chapter
Administrative Functions
Outside of the normal operations of the Budget Module there are a few
administrative functions that are used to set up the system for general
use. These are setting up sources of finance and creating a new budget
year.
Sources of Finance
Adding a New Source of Finance
1. On the Administration item on the Menu Bar, click on ‘Source of
Finance’ and the ‘SOURCE OF FINANCE’ screen will appear.
2. Click ‘New’ and the ‘CREATE SOURCE OF FINANCE’ screen will
appear.
3. Enter the source of finance in all the languages listed and the type of
expenditure the financing is. The languages entries are required. Refer
to Appendix A at the end to learn more about registering a new BI
name using Ge’ez fonts.
4. Click ‘Save’ to save the new settings and exit back to the ‘SOURCE OF
FINANCE’ screen, or simply hit ‘Exit’ to exit back to the same screen
without saving.
Editing an Existing Source of Finance

1. On the Administration item on the Menu Bar, click on ‘Source of
Finance’ and the ‘SOURCE OF FINANCE’ screen will appear.
2. Click on the registered source of finance row you want to edit. The
‘EDIT SOURCE OF FINANCE’ screen will appear with the entered
data pre-populated in the input field.
3. Make all desired edits and click ‘Save’.
4. Click ‘Exit’ to return back to the ‘SOURCE OF FINANCE’ screen
without saving.
43
A D M I N I S T R A T I V E F U N C T I O N S

To delete a source of finance, click on the checkbox on the left end of
the row and click ‘Delete’. Remember that you can only edit the first
four default sources of finance. Click on the checkbox in the column
title to select all newly entered sources of finance.
New Budget Year

Creating a New Budget Year
1. On the Administration item on the Menu Bar, click on ‘New Budget
Year’.
2. An IBEX message will appear asking the user if he/she is sure that
they want to create a new budget year.
3. If the user clicks ‘Yes’, then the new budget year will be automatically
insert in the budget tree with the previous year’s structure. The creating
new budget year function cannot be undone.
4. Click ‘No’ to exit the interface.
44
R E P O R T I N G
9
Chapter
Reporting
The IBEX Budget Module generates a large number of reports. These reports are
visible on the ‘Reports’ tab. These reports are organized in the manner shown in the
reports tree below.
Figure 34: Organization of Reports
The reports in the IBEX Budget Module are used for two main reasons. The first is to
produce required budget documentation such as the budget books and notifications to
public bodies. The second is for management and analytical purposes.
45
R E P O R T I N G
Reporting Concepts
There are a number of key concepts that apply to generating all reports. These are
described in the following section.
Budget Tree
Generating reports is intimately tied to the budget tree. In order to generate a report,
the user must first indicate for which budgetary institute the report should be
generated, by selecting a scope on the budget tree.
Scope
Scope refers to the level of the government for which reports are generated. The scope
of a report is determined by the selected BI on the budget tree. The scope includes the
selected BI and all BIs underneath the selected BI. For example, if a user selects the
top-level region node on the budget tree, the scope will include all BIs in the region. If
a user clicks on a PB, reports will only be generated for that PB.
Parameters
Before generating most of the IBEX reports, a user is required to specify the
parameters associated with the intended report. Parameter refers to the variables a
report requires including a month range as well as the contents of the rows and
columns.
HTML, PDF & Microsoft Excel Reports
Reports in IBEX are generated in HTML, PDF and Microsoft Excel formats. HTML
reports are displayed in the web browser, and are useful for online information
purposes. PDF reports are generated for viewing in Adobe Acrobat Reader. Excel
reports are generated in Microsoft Excel. These are useful if the user would like to
manipulate the data further outside of the IBEX application. Excel reports are also
used for properly formatted report printing such as the budget book and notifications.
However, HTML reports can also be printed.
Generating Reports
Below is a generic example of how reports are generated in the Accounts Module. To
generate a report:
1. Click on a BI on the budget tree to specify the scope of a report.
2. Click on the ‘Reports’ tab to display the reports tree.
46
R E P O R T I N G
3. Select the report that you would like to run on the reports tree and
click on it.
4. The ‘REPORT PARAMETERS’ page will be displayed in the content

frame of the screen.
Figure 35: Report Parameters Screen
5. The report parameter page summarizes the following information:

• The selected scope is shown in the context tag at the top of the
page.
• The name of the selected report.
• The phase of the selected scope.
6. To generate an HTML report, click on the HTML Report button.

The report will be displayed in the content frame of the main screen.
7. To generate an Excel report, click on the Excel Report button.
8. To generate a PDF report, click on the PDF Report button.
47
R E P O R T I N G
9. When you are prompted by the ‘File Download’ window if you want to
open or save the Excel/PDF report, click the ‘Open’ button to view
the file immediately. Alternatively, you can save the file to your local
computer by clicking the ‘Save’ button. To see the saved report simply
open it in Excel/Acrobat Reader.
10. When you open the Excel file, you will be asked if you want to enable
or disable macros. Since the file is from a trusted source, click on the
‘Enable Macros’ button. Macros are used in the Excel for formatting
purposes. For further information on Macros, refer to IBEX Settings
and Tips in Appendix A.
Advanced Search
The report parameters page for most reports offers advanced searching options. The
following instructions are included on the reports parameter page on how to use these
options:
• To exclude data for specific BI and/or expenditure code, select the

Except button, and then enter the BI and/or expenditure code you
wish to exclude from the report.
• To include data for specific BI and/or expenditure code, select the

Only button, and then enter the BI and/or expenditure code you wish
to include in the report.
• To specify more than one BI or expenditure code, separate them with a

comma.
Figure 36: Advanced Report Parameters

Depending on the scope and type of report desired, the report
parameters section might require or offer more items to be
selected or specified. See Figure 37 for an example of a different
parameter screen.
48
R E P O R T I N G
Figure 37: More Report Parameters
Reports List
The Budget Module generates the following reports:
Budget Book
These reports contain Approved and Notified budgets of the financial year of all jurisdictions which
include volumes one through three of the budget book comprised of budget summary, budget detail and
budget profile information.
Volume I – Budget Summary

These reports are used for summary recurrent, capital or total budget information often listed by
different classifications on the budget tree as well as sources of finance.
Summary By Donor/Creditor of Assistance and Loan (Table 2.8)

To list the assistance and loan amounts under a specified scope for all the listed donors and creditors.
External Assistance / Loan (Table 2.9)

To summarize all external assistance and loan information along with the commitment and requested
budget amounts for the selected budget year and scope.
Budget For Functional Classification By Expenditure Category (Table 2.5)

A listing of expenditure items by functional classifications, with each expenditure item having the
budgeted birr amount and percentage share for each functional classification.
Budget By Function And Sub-Functional Classification (Table 2.11)

A listing of the recurrent, capital or total budget amounts (for treasury, revenue, commitment assistance
and loan) by each function, sub-function or public body under the selected scope.
Budget By Public Body / Transfer Recipient (Table 2.12)

A listing of recurrent, capital or total budget figures and comparisons, including the selected year’s
budget ceiling, requested and approved budgets with the previous year’s actual budget within the selected
scope.
Budget By Account Class, Functional And Sub Functional Classification (Table 2.16)
A listing of the recurrent, capital or total budget amounts (for treasury, revenue, commitment assistance
and loan) by each class of account. (all levels of the budget structure under each public body)
49
R E P O R T I N G
Volume II – Budget Detail

These reports produce recurrent and capital budged details listed for key items of expenditure under each
corresponding sub-agency or project.
Recurrent Detailed Budget By Source Of Finance (Table 3.1)

A listing of items of expenditure by source of finance for each sub agency within the selected scope.
Capital Detailed Budget By Source Of Finance (Table 3.3)

A listing of items of expenditure by source of finance for each project within the selected scope,
including each committed total assistance and loan amounts for all donors and creditors registered within
the selected scope.
Volume III – Budget Profile

The budget profile reports category produces the Budget Profile report.
Budget Profile
This report recreates the budget profile as a modified Microsoft Word template file individually saved in
the application for the selected budgetary institution.
Budget Notification
These budget reports provide the details of the recurrent and capital budgets for each sub agency and
project for all items of expenditure approved by source of finance.
Recurrent Budget Notification

Also known as Me/BE/MA/4, this report is a listing of items of expenditure by source of finance for a
sub agency that has an approved budget. It also includes budget classification, external assistance
summary and additional financial information when applicable.
Capital Budget Notification

Also known as Ke/BE/MA/4, this report is a listing of items of expenditure by source of finance for a
project that has an approved budget. It also includes budget classification, external assistance and loan
summary and additional financial information when applicable.
Supplementary Budget Notification

Also known as Ke/BE/MA/6, this report is a listing of items of expenditure by source of finance for a
project financed by supplementary budget adjustments. It also includes budget classification, external
assistance and loan summary and additional financial information when applicable.
Budget Request
These budget reports provide the details of the recurrent and capital budgets requested by public body
for each sub agency and project.
Recurrent Budget Request

Also known as Me/BE/MA/3, this report is a requested recurrent budget by public body at sub-agency
level of items of expenditure by source of finance for a sub agency in a public body. It also includes
budget classification, external assistance summary, foreign exchange required from NBoE and additional
financial information when applicable.
Capital Budget Request

Also known as Ke/BE/MA/4, this report is a listing of requested capital budget by public body at sub-
agency level of items of expenditure by source of finance for a sub agency in a public body. It also
includes budget classification, external assistance and loan summary, foreign exchange required from
NBoE, total tax for the selected project and additional financial information when applicable.
Negarit Gazette
A budget proclamation document that authorizes MoFED/BoFED to appropriate the approved budget,
which contains the detailed recurrent and capital budget, expenditure summary, revenue budget and
other financing reports reproduced on the Negarit Gazette once a fiscal year’s budget has been approved.
50
R E P O R T I N G
Recurrent Negarit Gazette

A listing of recurrent budget items by source of finance for all sub agencies within the selected scope,
rolled up by public body, sub-function and function.
Capital Negarit Gazette

A listing of capital budget items by source of finance for all projects within the selected scope, rolled up
by public body, sub-function and function.
Expenditure Summary
Executive summary of the total recurrent budget, capital budget and subsidy expenditure amounts for
each function and sub-function.
Revenue Budget
A listing of all budgeted revenue amounts for each item of revenue.
Expenditure And Financing

A listing of the total recurrent and capital expenditure by function and a summary of financing
information for domestic revenue, external assistance, loans, credits and domestic borrowing.
Summary of Revenue, External Funds and Domestic Loan

Provides summary financing information for domestic revenue, external assistance and external loan.
Management Reports
These reports contain comparison management reports, JBAR reports for donors, requested and
recommended budget comparisons and other financing and expenditure reports used for administrative
purposes.
Management Reports (Addis Ababa Only)

These reports contain multi-year comparison reports of recurrent and capital budgets at different phases.
These management reports are prepared exclusively for Addis Ababa.
City and Sub-City Requested and Recommended Budget Summary (Table 1)

This report compares the requested and recommended amounts, along with their actual and percentage
differences, of capital, recurrent and total budget amount and lists them by each sub city, city total and
sub city total.
City and Sub-City Municipal and Non Municipal Requested and Recommended Budget By PB
(Table 2)
This reports compares the percentage change between requested and recommended amounts for capital
and recurrent budgets, and the actual and percentage change between the requested and recommended
amounts of the total budget and lists it by public body.
City and Sub-City Requested and Recommended Budget Comparison to Previous Year By PB
(Table 3)
This report lists the requested and recommended budget amounts of the selected year with the
corresponding amounts from the previous year for recurrent, capital and total budget amounts, and
compares their differences and lists them by public body.
City and Sub-City Requested and Recommended Budget Summary By Expenditure Code
(Table 4)
This report lists the recurrent, capital and total amounts for requested and recommended budgets under
city, sub city and total budget groupings and provides the difference between the total recommended and
requested amounts.
City and Sub-City Budget Summary by SOF (Table 5)

This report lists the breakdown of recurrent (treasury, revenue and other) and capital (treasury, revenue,
assistance, loan, road funds and public contribution) budgets along with the total amounts under both
budget types.
Municipal and Non-Municipal Recurrent and Capital Budget Summary By PB (Table 6)
51
R E P O R T I N G
This report lists the recurrent, capital and total budget amounts for municipal and non-municipal
budgetary institution by public body.
City and Sub-City Budget Summary By SOF and By PB with Treasury and Revenue Percentages
(Table 7)
This report lists the breakdown of recurrent, capital and total budget amounts into the treasury, revenue,
other and total source of finances and provides the percentage breakdown of the treasury and revenue
amounts.
City and Sub-City Recurrent and Capital Budget By SOF and By Expenditure Code (Table 8)
This report lists the breakdown of city, sub city and total budget amounts by treasury, other and their
total source of finance amounts for both recurrent and capital budgets.
City and Sub-City Requested and Recommended Recurrent Budget Summary (Table 9)
This report lists the requested and recommended budgets along with their difference and percent
changes under salary, non-salary and total budgets.
Municipal and Non-Municipal Requested and Recommended Recurrent Budget By PB (Table

10)
This report lists the requested and recommended budget amounts along with their difference and the
percent recommended under salary, non-salary and total budgets.
Budget Summary By Expenditure Code from Treasury and Revenue (Table 11)
This report lists the treasury, revenue and total budget breakdowns for salary and non-salary budgets by
items of expenditure.
Municipal and Non-Municipal Budget By Expenditure Code (Table 12)

This report lists the recurrent, capital and total budget breakdowns for municipal and non-municipal
budgets by items of expenditure.
City and Sub-City Requested and Recommended Capital Budget By SOF (Table 13)
This report lists the requested and recommended breakdown by source of finance for treasury, revenue
and other (assistance, loan, road funds and public contribution) budget amounts by each sub city, and
total sub city and city amounts.
Municipal and Non-Municipal Requested and Recommended Capital Budget By SOF and By
PB (Table 14)
This report lists the requested and recommended budget breakdowns by corresponding sources of
finance (treasury, revenue, assistance, loan, road funds and public contribution), and the treasury and
non-treasury recommended budget in percent, by public body.
City and Sub-City Capital Budget By Expenditure Code (Table 15)

This report lists the treasury, revenue, other and total budget breakdowns of city, sub-city and total
budgets by items of expenditure.
Municipal and Non-Municipal Capital Budget By Expenditure Code (Table 16)

This report lists the city, sub-city, total, and city in percent budget breakdowns for municipal and non-
municipal and total budget categories by item of expenditure.
City and Sub-City Budget Summary by SOF (Table 18)

This report lists the breakdown by source of finance of recurrent (treasury, revenue, other and total),
capital (treasury, revenue, assistance, loan, road funds, public contribution and total) and total (treasury,
revenue, assistance, loan, road funds, public contribution and total) budget amounts by public body.
JBAR Reports
These reports are prepared for the donors for budgetary and financial analysis.
Consolidated Recurrent Expenditure Budget at Regional and Woreda Level

Lists the recurrent expenditure amounts for salaries and operation & maintenance under the consolidated
region total, bureau level and wereda level by public body, program or sub agency.
52
R E P O R T I N G
Consolidated Capital Expenditure Budget at Regional and Woreda Level

Lists the capital expenditure amounts for salaries and operation & maintenance under the consolidated
region total, bureau level and wereda level by public body, program or sub agency.
Ordinary Revenue Budget

A listing of items of revenue by budget at bureau level, wereda level and region total.
Requested Vs Recommended
These reports do various comparisons of requested and recommended budgets.
Requested And Recommended Budget By Expenditure Code and SOF

A listing of the requested and recommended budgets and expected expenditure of the selected budget
year and the previous year’s recommended budget, with the amount and percentage differences
calculated from these figures, and also the corresponding figures from sources of finance by item of
expenditure.
Requested And Recommended Budget By PB, SA and Proj and SOF

A listing of the requested and recommended budgets for all sources of finance by public body, sub
agency and project.
Ceiling Vs Requested and Recommended Budget By SOF

A listing of the budget ceiling, requested budget and recommended budget of the selected budget year,
and actual amount and percentage comparisons between the ceiling and both the requested and
recommended budgets by public body.
Budget Summary By SOF

A listing of the budget for the primary sources of finance (treasury + revenue + assistance + loan) by
expenditure code.
Budget By Functional Category for Zone And Woreda

A listing of the budget as actual amounts and percentage shares of the total budget by functional
classification, zone and wereda.
Budget By Expenditure Category for Zone And Woreda

A listing of the budget as actual amounts and percentage shares of the total budget by major expenditure
categories, zone and wereda.
BI By Expenditure
A listing of the budget as actual amounts for all items of expenditure by function, sub-function or public
body.
Budget By External Financer and Sub-Function

A listing of the committed assistance or loan budget from donors by sub-function.
Other Reports
These reports include budget forms required by finance bureaus and others used to reproduce the budget
structure along with budget phase information.
Budget Forms
These are budget forms procedurally required to notify changes in structure and other additions,
adjustments or notifications.
ME/BE/MA1
This form is used to present the structure of a public body's Recurrent Budget Classification. The
structure is based on the listing of a public body's budget categories (Program, Sub-Agency, Sub-Program
and Project). If a Public Body changes its Recurrent Budget structure, then this form must be completed
and submitted along with the Recurrent Budget Request.
53
R E P O R T I N G
ME/BE/MA2
This form is used to present the profile of one Sub-Agency within a public body's Recurrent Budget.
ME/BE/MA3
This form is used to present the detailed financial submission for one Sub-Agency within a public body's
Recurrent Budget.
KE/BE/MA1
This form is used to present the structure of a public body's Capital Budget Classification. The structure
is based on the listing of a public body's budget categories (Program, Sub-Agency, Sub-Program and
Project). If a Public Body changes its Capital Budget structure, then this form must be completed and
submitted along with the Capital Budget Request.
KE/BE/MA2
This form is used to present the profile of one Project within a public body's Capital Budget.
KE/BE/MA3
This form is used to present the detailed financial submission for one Project within a public body's
Capital Budget.
Budget Structure
Lists all components of the budget structure as a hierarchical listing of the budget tree by budgeted or
non-budgeted zone-wereda or wereda and lower levels.
Budget Institution Phase Checklist

A listing of the budget phase of sub-agencies and projects within the selected scope by type of budget or
budget phase.
Revenue Budget
These reports are comparisons between budgeted revenue and actual revenue drawn from monthly
reports.
Revenue Budget Vs. Actual by Budgetary Institution

A listing of the approved budget, adjusted budget and actual revenue amounts and the difference
between the adjusted and actual revenue amounts across all levels of the budget structure within the
selected scope.
Revenue Budget Vs. Actual by Account Code

A listing of the approved budget, adjusted budget and actual revenue amounts and the difference
between the adjusted and actual revenue amounts by revenue accounts codes.
Revenue Monthly Report Summary

A summary of the selected period, reporting unit and bank account’s revenue monthly report along with
both the period’s and YTD debit and credit amounts.
Regional Reports
These reports include two reports associated with regional subsidy information.
Subsidies to Regions
A listing of the total subsidy amounts to each region.
Regional Budget Subsidy by SOF

A listing of the subsidies to regions in actual amounts or percentage share from the total subsidy to all
regions for a single budget year or across multiple budget years.
54
I B E X S E T T I N G S A N D T I P S
Appendix A: IBEX Settings and Tips

This section contains general instructions and specific tips concerning
some of the browser as well as software settings a user should be familiar
with in IBEX.
Ethiopian Font Settings
Make the following changes to your Internet browser setting in order to be able to see
Ethiopian fonts correctly within the IBEX application. To change the web page font:
1. Open Internet Explorer.

2. Click on the ‘Tools’ item in the menu bar at the top of the screen.
3. From the drop down menu, click on the ‘Internet Options …’ item.
4. An ‘Internet Options’ window will appear. Click on the tab labeled
‘General’
Internet Options Window
5. Click on the ‘Fonts’ button at the bottom of the ‘General’ tab.

6. On the ‘Fonts’ screen that pops up, click on the ‘Language script’ drop
down arrow, and select the ‘Ethiopic’ option.
55
7. Next, select ‘Visual Geez Unicode’ from the list of fonts in the ‘Web
page font’ box.
Internet Options Fonts Window
8. Click OK to close the ‘Fonts’ window, and click OK again to close the
‘Internet Options’ window.
Change the title bar and tool tips setting:
1. Right click on your desktop and click on the ‘Properties’ option from
the menu that appears.
2. The ‘Display Properties’ window will appear. Click on the ‘Appearance’
tab.
3. Click on the ‘Advanced’ button in the lower right hand corner of the
screen.
4. The ‘Advanced Appearance’ window will appear.
5. Click on the ‘Item’ drop down arrow and select the ‘Active Title Bar’
option.
6. Click on the ‘Font’ drop down arrow and select ‘Visual Geez Unicode’
from the font options.
7. Click on the ‘Item’ drop down arrow and select the ‘Tool Tip’ option.
8. Click on the ‘Font’ drop down arrow and select ‘Visual Geez Unicode’
from the font options.
9. Click ‘OK’ to close the ‘Advanced Appearance’ window.
10. Click ‘OK’ on the ‘Display Properties’ window to close it.
56
Display Properties Window
Advanced Appearance Window
Setting IBEX as Your Homepage
Once you launch Internet Explorer, the default page that appears can be manually set.
If the page that appears is not the IBEX login screen:
1. Enter the correct URL for the application in the address bar near the
top of the page. (http://www.ibex.gov.et/ibex)
57
2. On the Internet Explorer Menu Bar, click on ‘Tools’ and then ‘Internet
Options’
3. Under the General tab, under the ‘Home Page’ section, there are two
ways to set IBEX as the default homepage.
4. If you have already typed the correct URL in the browser page, then
simply click on ‘Use Current’. If not, then type the correct URL in the
Address box and click OK.
Internet Options Window
Clicking on the ‘Back’ Button
IBEX is an application that works in a web-browser. However, using common Internet

Explorer tools such as the ‘Back’ or ‘Refresh’ buttons is not recommended, and will
often generate errors. IBEX is made to be completely exclusive of the web browser
functionalities. As such, the user can interact with IBEX by simply using the ‘Cancel’,
‘Exit’, ‘Back’, ‘Home’ etc. buttons and links available.
Internet Explorer Timing Out
If the user does not interact with IBEX for a period of time, Internet Explorer will
terminate the connection with the server, which is called Timing Out. Whenever the
web browser loses the connection with the server, the user is automatically directed to
the login page.
58
Screen Resolution
IBEX has a minimum screen resolution requirement, which is 1024 by 768. To set the
screen resolution:
1. Right click on the desktop and click on properties.

2. Once the display properties dialog-box appears, click on the ‘Settings’
tab.
3. Under the ‘Screen Resolution’ section, drag the pointer to the
minimum resolution requirement and click OK to save the new
settings.
Screen Resolution Settings
Double-Clicking
Interacting in IBEX is only done by single clicks. If a user clicks more than once, the
internal inquiry will send more than one request, thereby overflowing the internal
scheme, potentially resulting in application errors. Therefore, a user should only use
single clicks and wait for the inquired pages to be displayed.
59
Macros in Excel
Macros are used to pre-format the Microsoft Excel reports so that they could be
viewed with their intended formats. But if the security level for Macros is set to high in
Excel, it will sometimes be impossible to run Macros. In order to let Excel allow a
Macro to be visible when generating IBEX reports, you can do the following.
1. Open Microsoft Excel.

2. Under the Menu Bar, go to Tools Æ Macro Æ Security.
3. If the security Level is set to high, set is back to medium by clicking
next to the option. By default, Excel sets the Macros security level to
high.
IBEX Configurations
There are two installation configurations of IBEX - one that is implemented in regional
BOFEDs and MOFED and is instantly accessible by all reporting units networked with
their BOFED/MOFED, and one that is installed in non-networked locations. Using
the networked configuration, the networked units operate IBEX as if they are working
from within the regional bureau, resulting in real-time data integration of all networked
units, and allowing the users with administration privileges to access all data from any
location. However, for users with the standalone version of IBEX, it will be necessary
to transport the data on a regular basis as required by procedures, which will then be
directly imported into another version of IBEX - standalone or networked - using the
Data Migration tools located within the system.
60
61

Budget Module User Manual: Integrated Budget and Expenditure System

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INTEGRATED BUDGET AND EXPENDITURE SYSTEM

The Budget Module Main Screen 6

The Chart of Accounts 11

The Reports Tree 12

Editing a Budgetary Institution 17

Deleting a Budgetary Institution 17

Copying and Pasting a Budget Structure 18

Editing Profile Information for a Budgetary Institution 20

Deleting Profile Information for a Budgetary Institution 21

Entering Detailed Budget for Capital Projects 30

Entering Detailed Budget for Revenue Budgets 31

Managing Budget Phases 33

Phase Drop Down 34

Importing Budget Data from IBEX 40

Importing Budget Data from BIS 40

Editing an Existing Source of Finance 43

HTML, PDF & Microsoft Excel Reports 46

Appendix A: IBEX Settings and Tips 55

The Budget Module User Manual contains sections about:

• Launching the module

Launching the Budget Module

1. Open Internet Explorer on your computer by either clicking on the

Figure 1: IBEX Login Screen

IBEX Home Page

Figure 2: IBEX Home Page

• To change your password, enter the current (old) password in the

Figure 3: Change Password Screen

The Budget Module Main

Figure 4: The Budget Module Main Screen

The Menu Bar

Table 1: Menu Bar Items

Menu Item Options Descriptions

Table 2: Toolbar Controls

Create BI Create a budgetary institution

Edit BI Edit a budgetary institution

Delete BI Delete a budgetary institution

Copy Copy budget structure

Paste Paste budget structure

Button Name Purpose

Change Password Change Password Change your password

The Budget Tree, Chart of Accounts and Reports

The Budget Tree

Figure 5: The Budget Tree

Table 3: Budget Tree Hierarchy

Budget Name Description

Budget Name Description

Budget Name Description

The Chart of Accounts

Figure 6: Chart of Accounts Tree

The Reports Tree

Figure 7: The Reports Tree

The Content Frame

Figure 8: Context Tag

The Budget Module allows the user to

The Budget Module enables budget

The Budget Module enables the

The Budget Module enables

One of the main tasks of preparing a

The Budget Module facilitates the

The Budget Module enables certain

Through the Budget Module,

Through the Budget Module, users

The Budget Module provides import