Budgets

Form ID: (GL302010)

You use this form to create new budgets or to view and update existing budgets. Each budget should be saved in a dedicated ledger of the Budget type.

If no budget tree has been configured in your system on the Budget Configuration (GL205000) form, 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 another budget.

A hierarchical budget (one that is based on the budget tree configured on the Budget Configuration form) 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 subarticles of this node. For details, see Budget Tree: General Information.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.


Button	Description
Preload Articles	Opens the Preload Budget Articles wizard, 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. In this dialog box, you can cancel the changes made to the budget after it has been released, or convert the current budget into a budget tree.

Table 1. Preload Budget Articles Wizard (Step 1 of 3)
Element	Description
Branch	Required. The branch whose budget you are creating or viewing. By default, it is the branch to which you have signed in. This box appears on the form only if the Multibranch Support feature is enabled on the Enable/Disable Features (CS100000) form.
Ledger	Required. The ledger associated with the branch selected in the Branch box of the wizard. The lookup table displays the ledgers with the Actual, Budget, Statistical, and Reporting types.
Financial Year	Required. The financial year of the budget.
Multiplier (in %)	The multiplier, expressed as a percent, to be used to calculate the amounts for the budget. By default, the multiplier is 100.
This step has the following buttons.
Cancel	Closes the wizard without making any changes.
Next	Opens the next step of the wizard.

Table 2. Preload Budget Articles Wizard (Step 2 of 3)
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 box blank, the system will use the first account listed on the Chart of Accounts (GL202500) form.
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 box blank, the system will use the last account listed on the Chart of Accounts form.
Account Mask	Optional. The account mask that selects the accounts to be loaded. You 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 box appears only if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form.
This step has the following buttons.
Cancel	Closes the wizard without making any changes.
Prev	Returns to the previous step of the wizard.
Next	Opens the next step of the wizard.

Table 3. Preload Budget Articles Wizard (Step 3 of 3)
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 Nonexistent 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 Nonexistent Articles Only	A check box that you select to load only the articles that do not already exist in the budget.
This step has the following buttons.
Cancel	Closes the wizard without making any changes.
Prev	Returns to the previous step of the wizard.
Finish	Closes the wizard and loads the selected data.

Table 4. Manage Budget Dialog Box
Element	Description
Select Action	Determines the action to be taken if you click OK: Roll Back to Released Values: Cancels the changes made to the budget after it has been released, and restores the released values. Convert Budget Using Current Budget Configuration: Transforms the current budget into a budget tree, which you can view and edit on the Budget Configuration (GL205000) form. Note: We recommend that you fill in the Account Mask and Subaccount Mask columns for the nodes in the configured budget tree. The account and subaccount masks define the group of articles that can be added to each node during the conversion. If the account and subaccount masks are not specified for the nodes and if a leaf is not defined for each article of the node, the appropriate articles will not be added to the required nodes. As a result, the conversion will be completed improperly.
This dialog box has the following buttons.
OK	Closes the dialog box and executes the selected operation.
Cancel	Closes the dialog box.

Summary Area

In the Summary area, 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 to. 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 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 a subaccount filter.
To view in the tree pane specific nodes only, specify a tree node filter.


Element	Description
Branch	The branch of the organization whose budget is being created or selected for viewing. This box appears on the form only if the Multibranch Support feature is enabled on the Enable/Disable Features (CS100000) form.
Ledger	The ledger with the Budget type, which is associated with the selected branch. If you are going to create a new budget from scratch, you should first create a budget ledger on the Ledgers (GL201500) form.
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 be sure you want to load the budget tree structure.
Tree View	A check box that indicates (if selected) that the budget article structure is displayed in the Budget Tree pane of the current form. With the budget tree shown in the left pane, the Budget Articles pane lists only the subarticles of the article selected in the tree. If the check box is not selected, the Budget Tree pane is hidden and all subarticles of all levels are listed in the Budget Articles pane. This check box that appears only if the budget tree has been configured on the Budget Configuration (GL205000) form.
Compare to Branch	Optional. The branch whose budget or ledger data will be used for comparison. If you select a branch in this box, the amounts from the selected ledger of the selected branch for the selected year will be displayed in the Budget Articles pane in a separate line under each budget article for comparison. This box appears on the form only if the Multibranch Support feature is enabled on the Enable/Disable Features form.
Compare to Ledger	Optional. The ledger to be used for comparison. If the Branch box is empty, all ledgers with the Actual, Budget, Statistical, and Reporting types are displayed in the lookup table. If a branch is selected in the Branch box, ledgers with the Actual, Budget, Statistical, and Reporting types, which are associated with the selected branch are displayed. If you select a ledger in this box, the amounts from the selected ledger of the selected branch (if applicable) 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. If you select a year in this box, the amounts from the selected ledger of the selected branch (if applicable) for the selected year will be displayed in the Budget Articles pane in a separate line under each budget article for comparison.
Subaccount Filter	Optional. A filter to be applied to subaccounts, to determine the budget articles to be listed in the Budget Articles pane. Specify the segment values to display in the right table only the budget articles with specific segment values in their subaccounts. This box appears on the form only if the Subaccounts feature is enabled on the Enable/Disable Features form.
Tree Node Filter	Optional. A filter to be applied to the names of nodes, to determine the nodes to be displayed in the Budget Tree pane. Specify the characters of node names to display in the Budget Tree pane only the nodes whose names fit the filter. This box can be used only if the Tree View check box is selected.

Budget Area

The Budget area of the form consists of two panes:

The Budget Tree pane (lower left): This pane contains a table with the list of budget nodes that have been configured in the system. This pane is displayed only if the Tree View check box is selected in the Summary area.
The Budget Articles pane (lower right if a Budget Tree pane is displayed, or lower if no Budget Tree pane is displayed): This pane 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. This table is documented below.

Table 5. Budget Articles Pane: Table ToolbarThe table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific button is listed below.
Button	Description
Distribute	Opens the Distribute Year Amount by Periods dialog box, which helps you distribute the year amount over financial periods.

Table 6. Distribute Year Amount by Periods Dialog Box
Element	Description
Distribution Method	The method of distribution, which is one of the following options: Evenly: To distribute the year amount over the financial periods evenly, excluding the adjustment period if this period has been configured in your system. Proportionally to the Previous Year: To distribute the year amount over the financial periods proportionally to the amounts of the previous year's periods, including the adjustment period. This option is available only if budget articles were loaded (by using the Preload Budget Articles wizard) with the amounts from one of the previous years. Proportionally to Compared Values: To distribute the year amount over the financial periods proportionally to the amounts selected for comparison. This option is available only if budget articles were loaded with the amounts (by using the Preload Budget Articles wizard) .
Apply to All Articles in This Node	A check box that you select if you want to distribute for the selected article and other articles in the selected 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.
The dialog box has the following buttons.
OK	Calculates the budget amounts for each period and closes the dialog box.
Cancel	Closes the dialog box without making any changes.

Table 7. Budget Articles Pane: Table Columns
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. The budget articles that were loaded with the budget tree cannot be removed from a particular budget.
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 on the form only if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form.
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: A manually entered amount if the article is a leaf A read-only amount, automatically aggregated over the subarticles, if the article is a node An editable amount, initially automatically aggregated for a leaf article over the subarticles specified by an account mask and subaccount mask
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 N	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.