INTEGRATED BUDGET AND EXPENDITURE SYSTEM

IBEX 

BudgetAdjustmentModule
UserManual
Table of Contents
Table of Contents i
Tables & Figures iii
List of Figures iii
List of Tables iii

Acronyms iv
Introduction 1
Launching the Budget Adjustment Module 2
IBEX Home Page 4

The Budget Adjustment Module Main Screen 6

The Menu Bar 6
The Toolbar 7
The Budget Tree and Reports Tabs 8
The Budget Tree 8

The Chart of Accounts Tree 10

The Reports Tree 11

The Content Frame 11
The Footer 12

Budget Transfers 13
Managing Budget Transfers 13
Entering a Budget Transfer 13

Editing a Budget Transfer 16

Deleting a Budget Transfer 18

Budget Supplements 19
Managing Budget Supplements 19
Entering a Budget Supplement 19

Editing a Budget Supplement 21

Deleting a Budget Supplement 22

Data Migration 24
Migrating Budget Adjustments Data 24
Exporting Budget Adjustments Data 24

Importing Budget Adjustments Data from IBEX 25

i
 Importing Budget Adjustments Data from BDA 25

Reporting 26
Reporting Concepts 26
Budget Tree 26

Scope 26

Parameters 26

HTML, PDF & Microsoft Excel Reports 26

Generating Reports 27
Reports list 28
Budget Summaries 28

Checklists 28

Appendix A: IBEX Settings and Tips 30

Ethiopian Font Settings 30
Setting IBEX as Your Homepage 32
Clicking on the ‘Back’ Button 33
Internet Explorer Timing Out 33
Screen Resolution 34
Double-Clicking 34
Macros in Excel 35
IBEX Configuration 35

ii
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 Adjustment Module Main Screen ............................................................... 6
Figure 5: The Budget Tree .............................................................................................................. 8
Figure 6: Chart of Accounts Tree .................................................................................................. 10
Figure 7: The Reports Tree ............................................................................................................11
Figure 8: Context Tag.....................................................................................................................11
Figure 9: Budget Transfer Wizard – Select Reporting Unit ........................................................ 13
Figure 10: Budget Transfer Wizard – Enter Source & Destination BIs...................................... 14
Figure 11: Budget Transfer Wizard – Source of Finance .............................................................. 14
Figure 12: Budget Transfer Wizard – Transfer Details................................................................. 15
Figure 13: Budget Transfer Wizard – Summary............................................................................ 16
Figure 14: Edit Budget Transfer – Find Transfer ......................................................................... 16
Figure 15: Edit Budget Transfer.................................................................................................... 17
Figure 16: Edit Budget Transfer - Summary................................................................................. 17
Figure 17: Delete Budget Transfer – Find Transfer...................................................................... 18
Figure 18: Delete Budget Transfer – Find Transfer...................................................................... 18
Figure 19: Budget Supplement Wizard – Select Reporting Unit .................................................. 19
Figure 20: Budget Supplement Wizard – Supplement Source ..................................................... 20
Figure 21: Budget Supplement Wizard – Source of Finance ........................................................ 20
Figure 22: Budget Supplement Wizard – Supplement Details ..................................................... 20
Figure 23: Budget Supplement Wizard – Summary...................................................................... 21
Figure 24: Edit Budget Supplement.............................................................................................. 22
Figure 25: Edit Budget Supplement.............................................................................................. 22
Figure 26: Delete Budget Supplement .......................................................................................... 23
Figure 27: Report Parameters........................................................................................................ 27

List of Tables
Table 1: Menu Bar Items ................................................................................................................. 7
Table 2: Toolbar Controls................................................................................................................ 7
Table 3: Budget Tree Hierarchy ..................................................................................................... 8

iii
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.

iv
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 Adjustment Module caters for changes to the budget during budget
execution. It specifically enables the recording of budget transfers and budget
supplements and the subsequent production of the adjusted budget. Budget transfer
affects both the source and the recipient BI’s. Budget is deducted from the source BI
and added to the recipient BI. Budget supplement, in contrast, affects only one BI since
budget figures are added to the BI that is being supplemented.

This manual describes the Budget Adjustment 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 Adjustment Module User Manual contains sections about:

• Launching the module

• Managing budget transfers
• Managing budget supplements
• Generating reports
• Appendix with settings and tips.

The Budget Adjustment 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 A D J U S T M E N T M O D U L E

2
Chapter

Launching the Budget

Adjustment 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
L A U N C H I N G T H E B U D G E T A D J U S T M E N T M O D U L E

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
L A U N C H I N G T H E B U D G E T A D J U S T M E N T M O D U L E

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 Adjustment’ module link, and you will be directed to the IBEX
Budget Adjustment Module Main Screen.

4
L A U N C H I N G T H E B U D G E T A D J U S T M E N T M O D U L E

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
the page.

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

‘Current Password’ field, a new password in the ‘New Password’ field
and enter it 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

5
M A I N S C R E E N

3
Chapter

The Budget Adjustment

Module Main Screen
The IBEX Budget Adjustment module main screen is comprised of six main sections.
These are illustrated on the picture below:

Figure 4: The Budget Adjustment Module Main Screen

Context Tag

Toolbar

Menu Bar

Content
Frame
Budget Tree,
Chart of Account
& Reports

Footer

The Menu Bar

The Menu Bar contains the ‘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.

6
M A I N S C R E E N

Table 1: Menu Bar Items

Menu Item Options Descriptions
Displays contents of the application in
English
English. (If set to another language)
Displays contents of the application in
Amharic
Amharic. (If set to another language)
Language
Displays contents of the application in
Tigrigna
Tigrigna. (If set to another language)
Displays contents of the application in
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 Description Purpose
Year Used to select a fiscal year

Transfer Register a budget transfer

Edit a previously registered
Edit Transfer
budget transfer
Delete a previously registered
Delete Transfer
budget transfer
Supplement Register a budget supplement
Edit a previously registered
Edit Supplement
budget supplement
Delete a previously registered
Delete Supplement
budget supplement
Print Print the content screen
Home Home Home page link
Log our of the IBEX
Logoff Logoff
application
Change Password Change Password Change your password

7
M A I N S C R E E N

The Budget Tree 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 had corner of the toolbar. After selecting a
budget year, the budget structure will be displayed in the ‘Budget Tree’ pane.

On the left side of the IBEX main screen is a frame that contains the ‘Budget Tree’ and
‘Reports’ screens. Only one of these trees is visible at one time. To navigate between
these two screens click on the ‘Budget Tree’ or ‘Reports’ tabs at the top of this frame.

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
15 Region
structure always begins with a region node and is identified

8
M A I N S C R E E N

Budget Name Description

Code
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’.
A Wereda Node always follows a Zone Node. A Wereda is
identified by a combination of region, zone and a three-
000 Wereda
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 'House of
111 Public Body People’s Representatives’. By convention, the first and
second digits indicate that the public body comes under
the ‘Organ of State’ (110) sub-function.

9
M A I N S C R E E N

Budget Name Description

Code
Program Nodes group together Sub-Agency Nodes that
come under them. Program Nodes are assigned two-digit
01 Program
codes. At this node, the BI code could be
‘05/00/000/111/01’.
A Sub-Agency is always found under a Program. Sub-
Agencies are the levels that are designated to receive
01 Sub-Agency recurrent budget. A sub-agency is identified by a two-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. A
00
Program 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 two-digit code. At this
001 Project 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.

The Chart of Accounts Tree

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

10
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 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 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


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.

11
M A I N S C R E E N

The screenshots included below demonstrating the Budget Control Module’s functions
are all displayed in the Content Frame.

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.

12
B U D G E T T R A N S F E R S

4
Chapter

Budget Transfers
Budget Transfers are the reallocation of institutional budgets between
two budgetary institutions. The transfer could also be between two
different accounts under the same BI.

Managing Budget Transfers

The following section describes how to enter, edit or delete a budget transfer.
Depending on the security level of the user, the delete transfer functionality may be
disabled.

Entering a Budget Transfer

1. Select a budget year from the ‘Year’ drop down on the toolbar. The
budget structure for that year will be loaded in the ‘Budget Tree’ pane.

2. Click on the ‘Budget Transfer’ button on the toolbar. This will

launch the Budget Transfer Wizard.

3. The ‘Budget Transfer’ screen will appear in the content frame. Select a
reporting unit from which to transfer funds.

Figure 9: Budget Transfer Wizard – Select Reporting Unit

13
B U D G E T T R A N S F E R S

4. In the following screen, enter the source and destination BI codes.

When you click in the field box, it will automatically be populated with
part of the common BI code.

Figure 10: Budget Transfer Wizard – Enter Source & Destination BIs

5. Select the appropriate source of finance and, if necessary, the source of

finance code from a drop down menu in the case where there is more
than one.

Figure 11: Budget Transfer Wizard – Source of Finance

6. The following screen will appear with additional information about the
budgetary institutions you are making the transfer between.

14
B U D G E T T R A N S F E R S

Figure 12: Budget Transfer Wizard – Transfer Details

7. Enter the reference number and transaction date for the transfer.
(Note: The reference number should be unique for all budget transfers
in a given budgetary year.)

8. To enter a transfer, enter the account code from which the transfer will
be deducted and click ‘Add’. In the ‘Destination Account Code’ and
‘Transfer Amount’ fields which will then appear, enter the appropriate
destination account code and transfer amount. Repeat this step for
each transfer from a different account code. Budget transfers can only
be made between expenditure accounts.

9. After verifying that all entered information is correct, click ‘Next.’ The
following screen should appear.


Under certain conditions, the system may request further
conditions before committing the transfer.

15
B U D G E T T R A N S F E R S

Figure 13: Budget Transfer Wizard – Summary

10. Check that all information is correct. Check the checkbox to indicate
that you have received the appropriate approval (if one appears) and
click ‘Post’.

Editing a Budget Transfer

1. Click on the ‘Edit Transfer’ button on the toolbar

2. The ‘Edit Budget Transfer’ screen will appear in the content frame.

Figure 14: Edit Budget Transfer – Find Transfer

3. Select the month from the dropdown, enter the reference number of a
previously registered transfer and click ‘Next’.

4. The details of the previously registered transfer will appear in the

content frame as in the example below.

16
B U D G E T T R A N S F E R S

Figure 15: Edit Budget Transfer

5. Make any adjustments to the transfer as required by changing the

amounts in the Transfer Amount field, changing the destination
account code, or by adding or deleting lines through the use of the
‘Add’ and ‘Delete’ buttons.

6. Click ‘Next’.

7. The revised transfer details will appear in the content frame as in the
example below.
Figure 16: Edit Budget Transfer - Summary

8. Check that all information is correct. Check the checkbox to indicate

that you have received the appropriate approval (if one appears) and
click ‘Post’.

17
B U D G E T T R A N S F E R S

Deleting a Budget Transfer

1. Click on the ‘Delete Transfer’ button on the toolbar

2. The ‘Delete Budget Transfer’ screen will appear in the content frame.

Figure 17: Delete Budget Transfer – Find Transfer

3. Select the month from the dropdown, enter the reference number of a
previously registered transfer and click ‘Next’.

4. The details of the transfer to be deleted will appear in the content

frame as in the example below.

Figure 18: Delete Budget Transfer – Find Transfer

5. Click ‘Delete’.

18
B U D G E T S U P P L E M E N T S

5
Chapter

Budget Supplements
Budget Supplements are external funds allocated to a particular BI
outside the approved budget.

Managing Budget Supplements

The following section describes how to enter, edit or delete a budget supplement.
Depending on the security level of the user, the delete supplement functionality may be
disabled.

Entering a Budget Supplement

1. Select a budget year from the ‘Year’ drop down on the toolbar. The
budget structure for that year will be loaded in the ‘Budget Tree’ pane.

2. Click on the ‘Budget Supplement’ button on the toolbar. This will

launch the Budget Supplement Wizard.

3. The ‘Budget Supplement’ screen will appear in the content frame.

Select a reporting unit to register the supplement under.

Figure 19: Budget Supplement Wizard – Select Reporting Unit

4. Enter the destination BI you would like to supplement and click ‘Next’.

19
B U D G E T S U P P L E M E N T S

Figure 20: Budget Supplement Wizard – Supplement Source

5. The following screen will appear in the frame section.

Figure 21: Budget Supplement Wizard – Source of Finance

6. Select the appropriate source of finance and, if necessary, the source of

finance code from a drop down menu in the case where there is more
than one, and click ‘Next’.

7. The following screen will appear in the content frame.

Figure 22: Budget Supplement Wizard – Supplement Details

20
B U D G E T S U P P L E M E N T S

8. Enter the reference number and transaction date for the supplement.
(Note: The reference number should be unique for all budget
supplements in a given budgetary year.)

9. To enter a supplement, enter the account code to which the

supplement will be added and click ‘Add’. In the Supplement Amount
field that appears, enter the appropriate amount for each account. The
updated budget amount will be displayed under ‘New Budget’.

10. Click ‘Next’.

11. The details of the supplement will appear in the content frame as in the
example below.

Figure 23: Budget Supplement Wizard – Summary

12. Check that all information is correct. Check the checkbox to indicate
that you have received the appropriate approval and click ‘Post’.

Editing a Budget Supplement

1. Click on the ‘Edit Supplement’ button on the toolbar.

2. The ‘Edit Budget Supplement’ screen will appear in the content frame.

21
B U D G E T S U P P L E M E N T S

Figure 24: Edit Budget Supplement

3. Select the month from the dropdown, enter the reference number of a
previously registered supplement and click ‘Next’.

4. Make any changes to the supplement as necessary and click ‘Next’.

Figure 25: Edit Budget Supplement

5. In the summary screen that appears verify that the details of the revised
supplement are correct, check the checkbox to indicate that you have
received the requisite approval and click ‘Post’.

Deleting a Budget Supplement

1. Click on the ‘Delete Supplement’ button on the toolbar

2. The ‘Delete Budget Supplement’ screen will appear in the content

frame.

22
B U D G E T S U P P L E M E N T S

Figure 26: Delete Budget Supplement

3. Select the month from the dropdown, enter the reference number of a
previously registered supplement and click ‘Next’.

4. The details of the transfer to be deleted will appear in the content

frame.

5. Click ‘Delete’.

23
D A T A M I G R A T I O N

6
Chapter

Data Migration
The IBEX Budget Adjustment Module facilitates the export and
import of annual budget adjustments. This interaction is done via the
‘Export Budget Adjustments’ and ‘Import Budget Adjustments’ tools
located under the ‘Data Migration’ menu on the Menu Bar.

Migrating Budget Adjustments Data

Exporting Budget Adjustments Data

1. Select a budget year and click on ‘Export Budget Adjustments’ under

the Data Migration menu on the Menu Bar.

2. Select a reporting unit from the budge tree for which you want to
export all budget adjustments for the selected budget year.

3. On the ‘CONFIRMATION’ screen, verify that you have chosen the

correct RU and click ‘Export’ to export the budget adjustments data.
Once the File Download dialog box appears, click ‘Save’.

4. Choose a location on your computer to save the exported budget data,

and click ‘Save’ once again.

5. This will save an encrypted version of the budget adjustments data on

your local computer that can only be accessed through IBEX Import
tools.

24
R E P O R T I N G

Importing Budget Adjustments Data from IBEX

1. Select a budget year and click on ‘Import Budget Adjustments’ under

the Data Migration menu on the Menu Bar.

2. Select a reporting unit from the budge tree for which you want to
import all budget adjustments for the selected budget year.

3. 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
and click ‘Next’ to begin the importing process.

4. On the ‘CONFIRMATION’ screen, verify that you have chosen the

correct RU and click ‘Import’ to import the budget adjustments data.

Importing Budget Adjustments Data from BDA

1. Select a budget year and click on ‘Import Budget Adjustments’ under

the Data Migration menu on the Menu Bar.

2. Select a reporting unit from the budge tree for which you want to
import all budget adjustments for the selected budget year.

3. On the ‘SELECT SOURCE FILE’ screen, click ‘Browse’ to locate the

BDA 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
and click ‘Next’ to begin the importing process.

4. The application will request the BDA database password. Enter the
password and click ‘Submit’.

5. On the ‘CONFIRMATION’ screen, verify that you have chosen the

correct RU and click ‘Import’ to import the budget adjustments data.

25
R E P O R T I N G

7
Chapter

Reporting
In addition to recording budget adjustment transactions, the Budget
Adjustment Module can also generate several reports. The details of
these reports and how to access them are described below.

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 institutes 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 selecting a 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

26
R E P O R T I N G

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
Figure 27: Report Parameters

1. Select a BI that is a reporting unit – a project or sub-agency – from the

budget tree.

2. Click on the reports tab and select a report from the reports tree and
click on it. The ‘REPORTS PARAMETERS’ screen will appear.

3. The Context Tag and the name of the report will be shown at the top
of the reports parameters screen.

4. Depending on the type of report, the required parameters to specify

will vary.

5. To generate an HTML report, click on the HTML Report button.

The report will be displayed in the content frame of the main screen.

27
R E P O R T I N G

6. To generate an Excel report, click on the Excel Report button.

7. To generate a PDF report, click on the PDF Report button.

8. 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.

9. 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.

Reports list
The following reports can be generated from the Budget Adjustment module.

Budget Summaries
These reports show the changes to the original approved budget of a Budgetary
Institution due to budget transfers, virements and supplements broken down by sub
agency, project, and item of expenditure and source of finance.

Adjusted Budget by Budgetary Institution

To compare approved budget with adjusted budget by budgetary institution.

Adjusted Budget by Item of Expenditure

To compare approved budget with adjusted budget by item of expenditure.

Checklists
These reports facilitate the validation and verification of data input into the budget
adjustment module.

Budget Transfer Checklist

A list of budget transfers by source and destination BIs.

Budget Supplement Checklist

A list of budget supplements by destination BIs.

Potential Duplicate Budget Adjustment Checklist by Reporting Unit

This report displays a list of budget adjustments entries that may have been entered more than
once (due to data entry errors or data consolidation problems) within a particular reporting

28
R E P O R T I N G

unit. It determines potential duplicates by matching the BI source, destination, source of

finance, account code source, destination and amount values for the transfers. This report
groups and sorts the potential duplicates by reporting unit.

Potential Duplicate Budget Adjustment Checklist (Across Reporting Units)

This report displays a list of budget adjustments entries that may have been entered more than
once (due to data entry errors or data consolidation problems) across all reporting units in the
selected scope. It determines potential duplicates by matching the BI source, destination, source
of finance, account code source, destination and amount values for the transfers.

29
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.

30
I B E X S E T T I N G S A N D T I P S

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.

31
I B E X S E T T I N G S A N D T I P S

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)

32
I B E X S E T T I N G S A N D T I P S

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.

33
I B E X S E T T I N G S A N D T I P S

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 dialogue-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.

34
I B E X S E T T I N G S A N D T I P S

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 Configuration

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.

35
I B E X S E T T I N G S A N D T I P S

36