Simple Budget: Process Activity

In this activity, you will learn how to prepare simple budgets by uploading data from Excel files.

Story

Suppose that the sales manager of SweetLife Fruits & Jams has prepared an Excel file with the sales budget for the SweetLife company. The sales budget contains the amounts of each stock and non-stock items (jams, fruit, equipment, services, and other products) that the company's stores plan to sell in 2023.

Further suppose that the production manager of SweetLife has prepared an Excel file with a production budget for SweetLife, with amounts based on the sales budget. Acting as a SweetLife accountant, you have to upload these budgets to the system.

Configuration Overview

On the Enable/Disable Features (CS100000) form, the Subaccounts feature has been enabled. Also, on the Segmented Keys (CS202000) form, the SUBACCOUNT segmented key has been defined according to the company’s business needs, as described in Subaccounts: Implementation Activity.

In the U100 dataset, on the Ledgers (CS202000) form, a ledger with the BUDGET identifier and the Budget type has been defined for the SweetLife Fruits & Jams company as described in Budget Ledger: Implementation Activity.

Process Overview

In this activity, on the Budgets (GL302010) form, you will specify the basic settings of a simple budget (branch, ledger, and financial year) and add the budget articles to the table. You will then post the budgets to a budget ledger by releasing the budget articles on the Release Budgets (GL505510) form.

System Preparation

To prepare the system for the creation of a simple budget, in a tenant with the U100 dataset preloaded, do the following:

  1. Sign in to the tenant with the following credentials:
    • Username: pasic
    • Password: 123
  2. As a prerequisite to the current activity, make sure you have completed Subaccounts: Implementation Activity.
  3. As a prerequisite to the current activity, a budget ledger has been preconfigured in the U100 dataset. For details, see Budget Ledger: Implementation Activity.
  4. Make sure that no budget tree has been configured on the Budget Configuration (GL205000) form. You cannot complete this activity if a budget tree has been configured.

Step 1: Uploading Budget Data

To upload the budgets from the respective Excel files, do the following:

  1. Open the Budgets (GL302010) form.
  2. In the Branch box of the Summary area, select HEADOFFICE.
  3. In the Ledger box, make sure BUDGET is selected.
  4. In the Financial Year box, select 2023.
  5. On the table toolbar, click Load Records from File.
  6. In the File Upload dialog box that opens, click Choose File and select the Sales_Budget_HEADOFFICE_2023.xlsx file. Click Upload.
  7. In the Common Settings dialog box that opens, select Insert All Records in the Mode box and click OK.
  8. In the wizard that opens, leave all the default settings and map the columns the system has filled in, and click OK.

    The system uploads the budget articles from the Excel file.

  9. On the form toolbar, click Save to save the uploaded budget.
  10. In the Ledger box, make sure BUDGET is selected.
  11. In the Financial Year box, make sure 2023 is selected.
  12. On the table toolbar, click Load Records from File.
  13. In the File Upload dialog box that opens, click Choose File and select the Production_Budget_HEADOFFICE_2023.xlsx file. Click Upload.
  14. In the Common Settings dialog box that opens, select Update Existing in the Mode box and click OK.
  15. In the wizard that opens, leave all the default settings and map the columns the system has filled in, and click OK.

    The system uploads the budget articles from the Excel file.

  16. On the form toolbar, click Save to save the uploaded budget.

Step 2: Releasing the Budgets

To release the budgets, do the following:

  1. Open the Release Budgets (GL505510) form.
  2. On the form toolbar, click Release All.

    The Processing dialog box opens. Close this dialog box when the processing is complete.

You have prepared a simple sales budget and a simple production budget for the HEADOFFICE branch for the year 2023.