Accounting Budgets

Overview

The Budget module can be used to record Accounting Budgets for a financial year. Versions can be created in order to maintain the original Budget while working on an updated Budget. The List View can be filtered by the Start Date (Default = Fin Year) and by the Budget Status.

Budgets can be exported in Excel format: Menu (button) > Email Excel.

Navigation: Main Menu > Accounting > Budgets

Table of Contents

Settings

User Settings

Navigation: Main Menu > Setup > Settings > Users (tab)

  • Accounting > Budgets > Access Allowed: Options include None, View-only, and Full Access.
    • Full Access is required to edit or create Budgets.

List View

The List View displays a list of Budgets on the left and the selected Budget on the right.

Buttons Explained: Header

  • ⬆⬇: Allows users to navigate between the available budgets.
  • Edit: Edit a budget that has a Pending Status.
  • New: Creates a New Budget.
  • Save: Saves any changes (greyed-out when there are no changes).
  • Copy: Copy an existing budget to a new budget.
  • Menu
    • Views:
      • Budgets: View the budget in spreadsheet format.
      • Chart: Displays a graphic presentation of a specific account.
    • Actions
      • Refresh: Resets all the data filters.
      • Delete Budget: Permanently delete a budget that has a Pending Status.
      • Email Excel: Opens the default email template with the budget attached as a .xlsx file.
    • Layout & Grids
      • Save
      • Save (All Users)
      • Restore Default (All Users)

Budget Selection Column

Data Filters Explained

  • Active (checkbox): Only shows budgets with Active or Pending Statuses.

Fields Explained: Budget Selection

  • Field Chooser (*): Allows users to add or remove columns.
  • ID: The system-generated number allocated to each budget.
  • Status: The Status of the budget.
  • Description: The user-provided Description of the budget.
  • Ver No.: The Version Number of the budget.
    • When a budget is copied, the copy is given the next version number.

Budget Editing Section

Fields Explained: Header

  • Status bar: Change the Status of the budget to:
    • Pending: Changes can still be made.
    • Active: Changes are no longer allowed.
    • Complete: The budget is no longer used (i.e. that year has passed).
    • Cancelled: The budget was cancelled.
  • Note: Space for users to type in a note about the budget if it has a Pending Status.
  • Type: Dropdown list with available budget types. Options are:
    • Sales (Rep)
    • Sales (Customer)
    • Sales (Customer Categories)
    • Sales (Item Categories)
    • Purchases (Supplier)
    • Purchases (Item Categories)
    • Accounting
  • Starting: A date picker to select the first month of the year.
  • Description: The name of the budget typed in by the user.
  • Note: An additional note field for users.

Buttons Explained

  • Update: Generate the updates as entered in the preceding three fields.
  • Delete: Delete the selected lines.
  • Add: Adds a single line.
  • Arrow next to Add (button): Adds a group of accounts or refreshes the list based on changes to the chart of the account. The options are:
    • Add / Update All Accounts.
    • Add / Update Profit or Loss Accounts.
    • Add / Update Financial Position Accounts.

Update Dropdown List and Related Functions Explained

  • The Update dropdown list allows users to select several rows and adjust the data as follows:
    • Set to Average for:  Select the number of years.
    • Set to Highest for:  Select the number of years.
    • Set to Lowest for:  Select the number of years.
    • Set Amount: Type in the amount (integers only).
    • Adjust by: Type in a percentage.
      • For the first three options, the number of years selected should be limited to the number of years there is data for in QuickEasy BOS Enterprise.
  • Input Field:
    • Input the data required from the Update dropdown list. The field changes based on which option was selected.
  • Round to:
    • This optional feature rounds the calculation results (from the Update changes) to the nearest:
      • 1
      • 10
      • 100
      • 1000

Fields Explained: Columns

  • Field Chooser (*): Allows users to add or remove columns.
  • ID: The system-generated number allocated to each line item on the budget.
  • Accounting: Name of the account.
  • Category: The account's category (e.g. Sales, Expenses).
  • Date Fields: Columns with dates for a year starting with the date entered as the Start Date.
    • The total at the bottom of each column simply adds every number in that column. (It is a total, not a potential profit or loss.)
  • Total: A total of all the months.
  • ...: A submenu to:
    • View Detailed Ledger (view the related Ledger account).
    • Delete (the row).

Chart

Buttons Explained

  • View: Generates a chart based on the selected filters.
  • Menu > Reset Data Filters: Resets all the filters.

Data Filters Explained

  • Budget: Dropdown list from which a budget can be selected.
  • Item: Dropdown list from which an account can be selected.

Fields Explained

  • Dark Blue Bars: The bar depicts the Budgeted Amounts for the period displayed below the bar.
  • Orange Bars: The bar depicts the Actual Amounts for the period displayed below the bar.
  • Dark Blue Line: The line depicts the Cumulative Budgeted Amount for the displayed periods.
  • Orange Line: The line depicts the Cumulative Actual Amount for the displayed periods.

Related Topics