Budget Entry (Maximize this screen before viewing)

General Ledger – File – Budget Entry

This screen is a lot more than just budget entry. From here you may view history, forecast, budget, add components, notes and comments, or use the menus to print reports, display graphs, summarize accounts, and even export information to Excel.

Right click to browse transactions.

Click Components to break down the monthly budget amount into more detail.

If using Forecast option - enter forecasts for the current year in the shaded area by typing in the new forecast numbers. Record your changes by hitting Post.
		To enter budgets for next year, place your cursor on the annual budget column for next year. Right click to select a budget calculation option. Record changes by posting. You may also enter/change budgets for individual months.
	When using the budget calculations, click the Worksheet button to display the various budget calculations that you have tried.

To calculate monthly budgets for next year:

Click on the annual budget box so it turns black, then right click (or click on the Calc menu) to get the calculation options.

Use the budget worksheet to see the various calculations that you have made.

Click Worksheet to display the calculations that you have made. Example shows a 3%, and 5% and 7% increase calculation.

Click on the column you wish to select and click Replace Budget. These figures will now be placed into the next year budget column.

Use arrow keys to move up/down in the budget column. Click Post or press Enter to advance to the next account.

Annual Budgets vs. Monthly Budgets:

If you elect to budget annually rather than monthly, you may opt to enter one amount representing the annual budget for this account by clicking on the box for January (or first month of your fiscal year) and enter the annual budget amount. Press Enter to advance to the next account number.

Budget Components: May be used to budget at a more detailed level or to enter notes.

With the cursor on the next year budget column click Components.

Select the number of components you wish to use. (Additional components may be added anytime later.)

Additional component lines may be added for notes; amounts are not required.

Enter the breakdown of budget components and the amount for each.

Using Formula columns in Components: up to 4 multiplier columns (Formulas) may be added to the Components screen of any/all accounts. These multiplier columns (Formulas) are optional. The example below shows 4 multiplier (Formula) columns of Quantity, Cost, Occurrences, and Subsidy in Percent.

These formula columns are defaulted in Budget Preferences but may be changed at the account# level by clicking on the Formulas button.

Captions entered here will affect only this account#. You may enter anything for a caption or click on the dropdown to select a caption from the list.

To add or globally change the captions for all accounts, go to Setup – Budget Preferences and click the Formulas button.

Changing Formula captions. In this example, only 3 formula columns will be used for a payroll labor expense account.

Result:

You may enter a component, click to highlight the line, and click Copy to copy the same line to additional months. In this example the highlighted line will be copied each month from Jan to Dec.

Example: The component line for Jim has now been copied to each month and a line for Barbara has been added as well. A line for part-timers has been added starting in March.

Comments are held for the specific budget year.

To add additional component lines, increase the # components at the top of this screen. Click OK and Post to hold the changes.

Note: If components exist for a G/L account#’s budget year, you must do any budget/forecasting entry from the components screen. The monthly budget amount will be blacked out (not allow entry) on the main budget screen.

Graph: To create a graph of information for any G/L account#, or a group of Summarized accounts, etc., click on the column or row you wish to graph a comparison. For example, to graph a comparison of annual figures for this account, highlight the annual row, click on Graph, and select Actuals for Annual.

The resulting graph is shown below.

Graph options are based on what you have highlighted. If you have highlighted the annual row, you will have options of various graphs with annual actual/budget figures. If a monthly column is highlighted, you will be able to compare monthly figures from year to year.