Modify Budget Information

Modify Budget Information allows you to set up budgets for your accounts.

This video overview may include some out-of-date images. We appreciate your patience as we work to get these videos updated. 

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 the Original Budget or Revised Budget to do the calculation. 

1. Click the Apply button to adjust the budget. 
2. Click the Next button to go to the following account or the Previous button to go to the previous account. 
3. 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 selecting that option on the report.

Budget Revisions are available on the following 3 reports:

• Budgeted Financial Report
• Financial Spreadsheet
• Preliminary Budget Report

4. The Show Inactive Accounts check box is unchecked by default so that only active accounts display on the grid. 
5. This check box also affects the Budget export feature. 
6. For example, if the Show Inactive Accounts checkbox is not checked, only active accounts are exported when exporting a budget.
7. 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.
8. 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. 

1. You can access the Account History window by clicking the History icon in the History column. 
2. Hovering over the Chart icon for each account in the grid displays a graphical representation of budget information. 
3. You can also place checkmarks next to the accounts you want to view.
4. Select the View Selected option to view only those accounts in the grid.
5. Double-click an account in the grid or click the Edit icon to edit (More Information).

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.

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.

Note: Hover over the Notesicon 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 recalculates the budget to print only 75% of the original budget amount. 

The same is true if you have received more than the expected revenue (110% of the expected revenue). The adjusted amount is only printed on the report and does not change the actual budget amount on file.

Export Budget

1. Click the Import/Export Budget button to open a page where you can specify the levels from your account structure to export.
2. You can export to a single worksheet. When left unchecked, the export works in the traditional way (one worksheet per department).
3. After making your selections, click the Export button, or click the Cancel link to return to the Budget Information page.  
4. To edit budget information, open the downloaded file and make your changes directly in the spreadsheet.

Preparing the File

Warning: Do not enter calculations in the Period fields, only numbers.

1. Enter the Periodic (monthly) amounts in each field corresponding to the period name. 
2. All budget figures are imported as "by Period" unless the amounts are evenly distributed across 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.
3. If a value is given for any period, then the distribution type will be By Period if no prior distribution type exists. 
   • This will not override the prior distribution type if one exists. Also, if the distribution type is By Period, the Annual Budget column will be ignored.
4. If no values are provided for any period, the Annual Budget will be evenly distributed across periods, with any rounding added to the first period.

5. Budgets are entered for credit balance accounts (Income accounts) in the program using positive amounts. 
6. In the Export file, enter negative amounts for credit balance accounts (Income accounts) so they are imported correctly into the program. 

Import Budget

1. Click the Choose File button when ready to import your edited BudgetExport.xlsx file.
2. Select the file, then click the Import button to begin the import. 
3. 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:

• If each period has the same budget amount, the system imports the budget as Annual.
• If each period has the same amount except the first (which differs by five cents or less), the system imports the budget as Annual. This accounts for a small amount of rounding.
• If each period has the same amount except the first one (and the first one is different by more than five cents), the system imports the budget as By Period.
• If each period has different amounts, the system imports the budget by period.
• Budgets that were exported as By Defined % retain this setting when imported back into the system. 

3 Common mistakes when importing a budget:

1. Importing the budget to the wrong year
2. Not entering income accounts as a credit using the minus key in Excel
3. Adding accounts to the Excel budget that have not been added to your Chart of Accounts

Update

The Budget Information - Update page lets you edit the budget for the selected account.

Details Tab

1. Click the Column and Graph Options link to add historical information to the grid and/or graph. 
2. Hover over the Graph icon to view graphical representations of budget information for the selected account. 
3. Select how you want to distribute the budget and then input that information into the Annual Amount field or the grid (depending on how you are distributing the budget).
4. Both Income and Expense budget amounts are typically entered as positive numbers. 
5. Since Income accounts are Credit Balance accounts, budgets are automatically recorded as negative amounts to ensure reports are calculated correctly. 
6. All budget amounts entered as positive display as positive for ease of viewing. 
7. Amounts can be entered as negative if needed. 

Use the Column and Graph Options link to add columns to the grid. Hovering over the Graph icon displays a graph of the budget information selected in the Column and Graph Options.

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 the General Ledger calculates the annual budget.

By Prior Year %: Enter in the Annual Amount, and General Ledger distributes amounts in the exact percentages by period as last year's actual totals. This option can only be used if prior-year information is available.

By Prior Budget %: Enter the Annual Amount, and General Ledger distributes amounts according to the percentages from the prior budget. This option can only be used if a previous budget existed.

By Defined %: Enter the Annual Amount and then enter the budget percent for each period.

Note: You may allocate funds across different accounts using any distribution method.

Attachments Tab

The Attachments tab lets you attach files from your device or scan image files using the Scanner.Client.exe program. 

See the Attachments Help Page for detailed information regarding the attachments feature.

Note Tab

1. Click the Next button to go to the following account or the Previous button to go to the previous account. 
2. 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.

Updated December 17, 2025 00:26