Budget (GL302010)
Each budget should be saved in a dedicated ledger of the Budget type.
If no budget tree has been configured in your system in the Budget configuration (GL205000) window, you can create only single-level budgets.
To be able to create hierarchical budgets, you should configure the budget tree first.
A single-level budget is a list of budget articles, each of which is defined by an account-subaccount pair with the amount. You can enter the amounts manually, import them from a file, or calculate the amounts when you load budget articles from the actual ledger or other budgets.
A hierarchical budget (one that is based on the budget tree configured in the Budget configuration (GL205000) window) includes budget articles of two types: leaves and nodes.
- A budget article that is a leaf, is defined by an account-subaccount pair.
- A budget article that is a node, may contain node-type articles and leaf-type budget articles.
You can enter the amount for each budget article that is a leaf, but you cannot enter the amount for any article that is a node. The amount for each node article is calculated automatically as a sum of all sub-articles of this node.
The budget articles that were loaded with the budget tree cannot be removed from a particular budget.
The window toolbar
| Button | Description |
|---|---|
| Preload articles | Opens the Preload budget articles wizard dialog box, which you can use to load (into the node selected on the tree) the selected data of a specific financial year from an actual, statistical, or budget ledger with a specific multiplier. |
| Manage budget | Opens the Manage budget dialog box. |
The Preload budget articles wizard (Step 1 of 3) dialog box
| Element | Description |
|---|---|
| Branch | Required. The branch whose budget you create or view. By default, it is the branch to which you have signed in. This field appears only if the Multi-branch check box is selected and enabled the Enable/disable functionalities (CS100000) window. |
| Ledger | Required. The ledger of the Budget or Statistical type that stores the budget. |
| Financial year | Required. The financial year of the budget. |
| Multiplier (%) | The multiplier, expressed as a percent, to be used to calculate the amounts for the budget. By default, the multiplier is 100. |
| Cancel (button) | Closes the dialog box without making any changes. |
| Next (button) | Opens the next step of the dialog box. |
The Preload budget articles wizard (Step 2 of 3) dialog box
| Element | Description |
|---|---|
| Account from | Optional. The account that starts the range of accounts you want to load. If any value appears by default, it is based on the account mask specified for the node. If you leave the field blank, the system will use the first account listed the Chart of accounts (GL202500) window. |
| Account to | Optional. The account that ends the range of accounts you want to load. If any value appears by default, it is based on the account mask specified for the node. If you leave the field blank, the system will use the last account listed in the Chart of accounts (GL202500) window. |
| Account mask | Optional. The account mask that selects the accounts to be loaded. Use ? as a wildcard character. If both the range and the mask are specified, the accounts selected both by the mask and by the range will be loaded. |
| Subaccount mask | Optional. The subaccount mask that defines the subaccounts to be loaded. You can specify a value of a particular segment or just a few characters of the segment value to select the subaccounts for loading. Use ? as a wildcard character. This field appears only if the Subaccounts check box is selected and enabled the Enable/disable functionalities (CS100000) window. |
| Cancel (button) | Closes the dialog box without making any changes. |
| Prev (button) | Returns to the previous step of the dialog box. |
| Next (button) | Opens the next step of the dialog box. |
The Preload budget articles wizard (Step 3 of 3) dialog box
| Element | Description |
|---|---|
| Update existing articles only | A check box that you select to update only the budget articles that exist in this budget. |
| Update existing articles and load non-existent articles | A check box that you select to update the existing budget articles and load the articles that do not already exist in the budget. |
| Load non-existent articles only | A check box that you select to load only the articles that do not already exist in the budget. |
| Cancel (button) | Closes the wizard without making any changes. |
| Prev (button) | Returns to the previous step of the wizard. |
| Finish (button) | Closes the wizard and loads the selected data. |
The Manage budget dialog box
| Element | Description |
|---|---|
| Select action | Determines the action to be taken if you click OK:
|
| OK (button) | Closes the dialog box and executes the selected operation. |
| Cancel (button) | Closes the dialog box. |
The top part
In the top part, you can select a branch, a budget ledger, and a budget year to create a new budget or to review an existing one. Also, you can select the data to compare the budget. When you create a new budget (for a future year, another branch, or a new budget ledger), the system loads the budget configuration from the budget tree if such a budget tree has been configured in the system.
To quickly find the data you need in an existing budget, do the following:
- To view in the right pane the budget articles with specific subaccounts only, specify the subaccount filter.
- To view in the tree pane specific nodes only, use the tree node filter.
| Element | Description |
|---|---|
| Branch | The branch of the organization whose budget is being created or selected for viewing. This field appears only if the Multi-branch check box is selected and enabled the Enable/disable functionalities (CS100000) window. |
| Ledger | The budget ledger. If you are going to create a new budget from scratch, you should first create a budget ledger by using the Ledgers (GL201500) window. |
| Financial year | The financial year of the budget. If the budget ledger does not contain data for the selected year, the system prompts you to agree to load the budget tree structure. |
| Tree view | A check box that appears only if a budget tree has been configured in the Budget configuration (GL205000) window. This check box indicates (if selected) that the budget article structure is displayed in the Budget structure pane of the current window. With the budget tree shown in the left pane, the Budget articles table lists only subarticles of the article selected in the tree. If the check box is not selected, the Budget structure pane is hidden and all subarticles of all levels are listed in the Budget articles table. |
| Compare to branch | Optional. This field appears only if the Multi-branch check box is selected and enabled the Enable/disable functionalities (CS100000) window. The branch whose budget or ledger data will be used for comparison. |
| Compare to ledger | Optional. The ledger to be used for comparison. The amounts from the selected ledger for the selected year will be displayed in the Budget articles pane in a separate line under each budget article for comparison. |
| Compare to year | Optional. The financial year to be used for comparison. |
| Subaccount filter | Optional. This field appears only if the Subaccounts functionality is activated in your system. Specify the segment values to display in the right table only the budget articles with specific segment values in their subaccounts. |
| Tree node filter | Optional. This field can be used only if the Tree view check box is selected. Specify the characters in node names to display only the specific nodes of the budget tree in the Budget tree pane. |
The Budget area (the lower part)
The Budget area of this window consists of the Budget tree pane and the Budget articles table:
- The Budget tree pane (on the left side of the table): Note: It is displayed only if the Tree view check box is selected.
- The Budget articles table: Contains a table with the list of all budget articles if there is no budget tree configured, or the list of the budget articles of the node selected in the Budget tree pane. The table is documented below.
| Button | Description |
|---|---|
| Distribute | Opens the Distribute year amount by periods dialog box, which helps you distribute the year amount over financial periods. |
The Distribute year amount by periods dialog box
| Element | Description |
|---|---|
| Distribution method | The method of distribution, which is one of the following options:
|
| Apply to all articles in the node | A check box that you select if you want to distribute for the selected article and other articles in this node the year amounts among the periods. |
| Apply to subarticles | A check box that you select if you want to distribute the year amount among the periods for each subarticle of the selected node. |
| OK (button) | Calculates the budget amounts for each period and closes the dialog box. |
| Cancel (button) | Closes the dialog box without making any changes. |
The Budget articles table
| Column | Description |
|---|---|
| Node | A check box that indicates (if selected) that the budget article in this row is a node on the budget tree. |
| Released | A check box that indicates (if selected) that the budget article has been released. |
| Account | The account of the budget article if the article is a leaf on the budget tree. |
| Subaccount | The subaccount of the budget article if the article is a leaf on the budget tree. This column appears only if the Subaccounts check box is selected and enabled the Enable/disable functionalities (CS100000) window. |
| Description | A description of the budget article. By default, this column displays the account description. |
| Amount | The article amount, which is one of the following:
|
| Distributed amount | The amount distributed over the periods. For the budget article to be released, the distributed amount should be equal to the value in the Amount column. |
| Period 01 through Period 12 | Columns reserved for distributing the article amount over the periods of the year. Each column contains the budget article’s amount for the respective period in the budget year. |
| Created by | The name of the user who created this budget item. |
| Last modified by | The name of the user who last edited this budget item. |
| Released amount | The amount that has been released for this article. |