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Budget Maintenance


Budget entries are used to provide forecasting data for use in Analysis Views. Budget entries are similar to Standing Orders in that they identify a value and associate it with a schedule. However, unlike Standing Orders they do not generate Transactions or update Accounts in any way.

Budget Maintenance is provided by the Budget Analysis extension.


Budget List

Select-click on the Budget Maintenance button of the Account List Button Bar to open.


Button Bar

 Add New Budget Entry.

 Delete selected Entries.

 Add a Filter (See Query Module).

 Run Filter (See Query Module).

 Analysis Group Maintenance.

 Analysis Class Maintenance.

 Analysis View.

 Print Budget List.


Adding Budget Entries

Budget Entries are added via the Budget Entry Maintenance Dialogue.
To open the dialogue you can either:


Modifying Budget Entries

Double-click on an entry to launch the Budget Entry Maintenance Dialogue in update mode for that entry.

Budget Entries do not generate any form of transaction, they are processed, when required, to produce forecasting data. Therefore, any modification affects all forecasting data based on the entry being modified.


Deleting Budget Entries

Select the entries you wish to delete then either:

Once deleted, all forecasting data based on the entry is lost.

Tip: To temporarily stop an entry from generating forecasting data you can set it's type to Inactive. This avoids having to recreate the entry at a later date.


Budget Entry Maintenance Dialogue


Budget Information Field Group


Description

Reference text identifying the entry.
Duplicate entries are allowed, but not recommended.


Value

The value to be used when generating forecast data.


Currency Fields

The Currency Code and Exchange Rate Type specify what currency the value is in, and what exchange rate type to use, when converting the value to other currencies. Both currencies and exchange rates are maintained via the Currency & Exchange Rate Maintenance application, !EnCurr.

The Exchange Rate Type is used to select which type of exchange rate is used for the following:

These fields are only available if the multi-currency extension has been enabled.


Frequency Field Group


Occurrence

The frequency at which the value occurs when generating forecast values.

A frequency can be specified as either:

Date frequencies, Daily through Yearly, occur on a given date irrespective of what day that may be.

Specific occurrences, First Monday through Last Sunday and Last Day, occur on a given day irrespective of what date that may be. When a Specific Occurrence is selected, the From Date field is set to the next occurrence of the selected frequency.


From Date

The date of the first occurrence of the specified value.
For Specific Occurrences, the first occurrence date does not have to coincide with the selected day. Subsequent occurrences of the entry will occur on the correct day of the month. For example, if you specify an Occurrence of 'Last Day' and a From Date of '1 Feb 2004' the next occurrence will be '31 mar 2004'.


To Date

The date, if any, after which no more forecast values are generated.
Forecast values are generated up to, and including, this date.
Leave the field blank to repeat indefinitely.


Analysis Detail Field Group


Analysis Entry Type

Identifies what type of value is been specified.
Valid types are:

Income and Expenditure simply identify the value as either income, or expenditure. A budget entry of either type can not reference any accounts.

Inactive entries are ignored when generating forecast data.

Linked entries get their Income or Expenditure status from the accounts they are linked to. The type is automatically set to Linked when an account is selected. Linked entries are protected by the access controls placed on the accounts to which the entry is linked. The current user must have full access to at least one account in order to see the budget entry. They must have full access to all accounts referenced in order to change the entry.


Analysis Group

Select the required Analysis Group from the pop-up menu.
Analysis Groups are maintained through Analysis Code Maintenance.


Analysis Class

Select the required Analysis Class from the pop-up menu.
Analysis Classes are maintained through Analysis Code Maintenance.


Linked Accounts

The Accounts, if any, to which this entry is linked.
Selecting an account sets the Budget Entry Type to Linked.

Specifying a From account identifies this entry as Expenditure. Similarly, specifying a To account identifies the entry as Income.

You can specify both From and To accounts, in which case the entry can be either: Income, Expenditure or both, depending on the users point of view. That is, a user with access to the From account will see forecasted expenditure, while a user with access to the To account will see forecasted income. A user with access to both accounts will see no net effect.


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