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Modify Budget Information allows you to set up budgets for your accounts.
This Section Includes:
Filters
Use your level filters as desired and you can also use Account Range to select a group. Select a Budget Revision period from the drop-down list if you want to alter the budget for that period.
Budget Revisions When entering a budget revision you select the Adjustment % and whether to use Original Budget or Revised Budget to do the calculation. Click the Apply button to adjust the budget. Click the Next button to go to the next account or the Previous button to go to the previous account. Click the Done button to save your budget changes, the Reset link to undo all changes since the last time the page was updated, or the Cancel link to return to the main Budget Information page. NOTE: Making changes using the Budget Revisions function does not change your original budget. Budget Revisions create a completely separate, secondary set of budgets that you choose to use in lieu of (or in addition to) your original budgets by choosing that option on the report. Budget Revisions are available on the following 3 reports:
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The Show Inactive Accounts check box is unchecked by default so that only active accounts display on the grid. This check box also affects the Budget export feature. For example, if the Show Inactive Accounts check box is not checked, then only active accounts are exported when selecting to export a budget.
When ready, click the Search button to display the grid. The Reset link undoes all changes since the last time the page was updated, and the Cancel returns you to the main General Ledger page.
You must make a selection for each level before clicking the Search button. These filters cannot be blank. |
Budget Grid
Use the Account History Column Options link to add historical budget columns to the Account History window. You can access the Account History window by clicking the History icon in the History column. Hovering over the Chart
icon by each account in the grid shows graphical representations of budget information. You can also place checks next to accounts you want to see then select the View Selected option to view only those accounts in the grid.
The grid contains the following columns:
- Account #
- Name
- Account Type
- Distribution Type
- Current Budget: If the Distribution Type is Annual you can click the amount in this column and edit the Annual Budget. Click the Update button to change the budget or the Cancel link to return to the previous page without changing the budget. If the Distribution Type is not Annual you can click the amount in this column to Edit (More Information).
- Original Budget: This column only appears if you have selected a Budget Revision in the Filters area other than Original.
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History: Click the History
icon to display the Account History window.
- VB: Place a check if this account has a variable budget. See below for more information.
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Note: Hover over the Note
icon to preview the note.
Variable Budget accounts allow you to print any percentage of the budget when printing the Budgeted Financial Statement report. For example, when you are printing the Budgeted Financial Statement and you change the Adjust Variable Budgets field to 75% (meaning that you have only received 75% of the expected revenue), the accounts marked as variable budget re-calculates the budget to print only 75% of the original budget amount. The same is true if you have received more than the expected revenue (e.g., you have received 110% of expected revenue). The adjusted amount is only printed on the report and does not change the actual budget amount on file. |
Double-click an account in the grid or click the Edit icon to edit (More Information).
Import/Export Budget
Click the Import/Export Budget button to access a page where you can specify the levels from your account structure that you want to export.
You have the option to “Export to a single worksheet”. When left un-checked, the export works in the traditional way (one worksheet per department).
After making your selections click the Export button to be prompted to download the BudgetExport.xlsx file or the Cancel link to return to the Budget Information page. To edit budget information, open the downloaded file and make your changes.
3 Common mistakes when importing a budget:
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Enter the Periodic (monthly) amounts in each field corresponding to the period name. All budget figures import as "by Period" unless the amounts are evenly distributed across the periods. In that case, they import as an "Annual" distribution type. Any rounding should be added to the first period. For example: If you enter $34.33 in each period and enter $34.47 to the first period, this account imports as an Annual budget of $412.
NOTE:
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Budgets are entered for credit balance accounts (Income accounts) in the program using positive amounts. In the spreadsheet, you need to enter negative amounts for credit balance accounts (Income accounts) so that they are imported properly back into the program. |
Click the Choose File button when ready to import your edited BudgetExport.xlsx file. Select the file and then click the Import button to begin the import process. Otherwise, click the Cancel link to return to the Budget Information page without importing.
The Distribute Budget setting for imported budgets works in the following ways:
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Update
The Budget Information - Update page allows you to edit the budget of the selected account. There are three tabs: Details, Attachments, and Note
This Section Includes:
Details Tab
Click the Column and Graph Options link to add historical information to the grid and/or graph. You can hover over the Graph icon to view graphical representations of budget information for the selected account. Select how you want to Distribute Budget and then input that information into the Annual Amount field or the grid (depending on how you are distributing the budget).
Both Income and Expense budget amounts are normally entered as positive numbers. Since Income accounts are Credit Balance accounts, the budgets are automatically stored as negative amounts so that reports are calculated correctly. All budget amounts entered as positive display as positive for ease of viewing. Amounts can be entered as negative if needed. |
- Annual: General Ledger divides the amount entered in the Annual Amount evenly by the number of periods your company uses.
- By Period: Enter the amount for each period and General Ledger calculates the annual budget.
- By Prior Year %: Enter in the Annual Amount and General Ledger distributes amounts in the same percentages by period as last year's actual totals. This option can only be used if prior year information exists.
- By Prior Budget %: Enter in the Annual Amount and General Ledger distributes amounts according to the percentages from the prior budget. This option can only be used if a prior budget existed.
- By Defined %: Enter in the Annual Amount and then enter the budget percent for each period.
NOTE: You may budget different accounts using any of the distribution methods.
Use the Column and Graph Options link to add columns to the grid. Hovering over the Graph icon shows graphical representations of budget information as selected within the Column and Graph Options.
Attachments Tab
The Attachments tab allows you to attach files accessible from your device or to scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.
Note Tab
Enter a note in the field provided if you wish.
Click the Next button to go to the next account or the Previous button to go to the previous account. Click the Done button to save your budget changes, the Reset link to undo all changes since the last time the page was updated, or the Cancel link to return you to the main Budget Information page.
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