Modules»General Ledger»Budgets
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Last modified on 2/23/2016 3:08 PM by User.

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Budgets

Budget figures can be tracked to allow comparison between budgeted and actual figures for expense GL accounts.  The comparisons can be printed on the financial statements and on the Budget/Prior year comparisons report.

Step 1.

There is a parameter that needs to be activated for the software to use the budget function.  Please see:

  • General Ledger (Module 4)
    • System Management Functions (Task 32)
      • Modify Parameter Files (Sub-task 22)
        • G/L General Parameters (Option 1)
          • Look for parameter:
            • INI'USING'BUDGETS=Y;  Y or N,  Using the budget figures in the G/L master file
            • Setting this parameter to "Y" will turn on the feature for budgets.  Be sure to save the change.

Step 2. – Entering Budget amounts (can be done two ways):

(1) Manual:

The budget figures for expense accounts are entered in the General Ledger Account Master File.   Go to:

  • General Ledger (Module 4)
    • Account Master (Task 17)
      • Change Existing Record (Sub-Task 2)
        • Enter the expense GL account #...
        • The account master file for the account will show, press the ENTER key to get to the next page of the record and fill in the appropriate budget amounts for each period.  See below for an example:

Account #: 714-00-01 Advertising                 

         -- Budgets --

 Period 1             :$10000.00

 Period 2             :$8000.00

 Period 3             :$7500.00

 Period 4             :$9000.00

 Period 5             :$15000.00

 Period 6             :$12500.00

 Period 7             :$14000.00

 Period 8             :$13000.00

 Period 9             :$14500.00

 Period 10           :$13500.00

 Period 11           :$12000.00

 Period 12           :$9000.00

(2) Import:

By exporting or creating a .csv file, it can be imported with budget figures.

  • Export the Account Master (Task 17) for the accounts that will have budgets (see the document titled:  Export Data from Profits Plus for details)
  • Create a spreadsheet, name it and save it as a: .csv
    • In either case (exporting or creating new) the spreadsheet MUST be formatted in the following manner before it can be imported.
      • 1) ACCOUNT        G/L account code: formatted (XXX-XX-XX) not (XXXXXXX)
      • 2) DESCRIPTION    For the spreadsheet reference only, NOT imported
      • 3) BUDGET AMOUNTS 12 budget columns, each with the value for that period
      • 4) END OF LINE    An `X' in column 15 to mark the end of each row/line
      • Budget amounts should be $ fields and may include decimal point & pennies
      • File MUST have ALL fields in order to maintain the correct format

After the .csv spreadsheet is completed and saved, go to:

  • General Ledger (Module 4)
    • System Management Functions (Task 32)
      • Import Budget Amounts (Sub-task 3)
        • A report or a report and update of the G/L are the choices.  First enter the .csv report name and select which division (or ALL) will be getting budget amounts.  You are then given the choice of either printing just an audit report or an audit report along with the G/L account update with the budget amounts.

The information entered either way (1) or (2)  will print on the Income Statement and Supporting Schedules next to the actual figures for the period selected.

Step 3.

The budget data entered into the Account Master File (step 2) is also used in the Budget/Prior Year Comparisons report (Task 13 in the GL module).  This report compares budgeted figures against the prior year figures for the selected general ledger accounts.

 

A parameter must be set in the G/L General Parameters.  Please see:

  • General Ledger (Module 4)
    • System Management Functions (Task 32)
      • Modify Parameter Files (Sub-Task 22)
        • G/L General Parameters (Option 1)
          • Look for parameter:
            • INI'USING'PRIOR'YR=  Y     Y or N,  Using the prior year figures in the G/L master file
            • When set to "Y" the parameter adds fields in the Account Master file for the accounts so the prior year data can be entered for the accounts.

Step 4.

To run one of the reports, go to:

  • General Ledger (Module 4)
    • Analytics (YTD, Prior, Budget) (Task 12)
      • Budget/Prior year comparisons GLABUD (Sub-task 2). This report is based on information stored in the G/L master file. It will show the budget and prior year information by division. You may choose a department within the division. Selectable rantes are G/L account number, division, and department.
      • Compare budget to actual YTD GLACOM.  (Sub-task 3). This report is based on information stored in the YTD master file. It will compare for the date range chosen this year versus budgeted amounts.  You may choose a department within the division.  When doing sales accounts, you should probably exclude inter-company transfers so as to see only actual outside sales.  Selectable ranges are G/L account number, division, department and date range.