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General Ledger Maintenance - Budget_Actual tab

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Use the Budget/Actual tab to:

  • view the amounts budgeted, allocated and actually spent by month for a general ledger account
  • calculate monthly budgets by allocating a portion to each
  • maintain the budget amounts and allocated amounts.

Also see:

  • Renaming accounts (on page )
  • Importing general ledger budgets (on page )
  • Approving budgets (on page ).


Opening the Budget/Actual tab
To open the Budget/Actual tab:

  1. Select Module > General Ledger > General Ledger Maintenance from the main menu.

The Set General Ledger Search Criteria window is displayed.
Tip: You can also access General Ledger functions by clicking .

  1. Search for the general ledger account. See Searching for general ledger accounts (on page ).

The General tab of the General Ledger Maintenance window is displayed.

  1. Click the Budget/Actual tab.

The Budget/Actual tab of the General Ledger Maintenance window is displayed.

General Ledger Maintenance - Budget/Actual tab key fields and buttons
Fields

Field

Description

G/L Year

Select a year to view budget activity for.

Last Year Movement

Sum total of activity on this account last year.

Start Year Balance

Account balance at the start of the year.

Current Balance

Current account balance.

Current Movement

Movement in this account for the financial year.

Annual Budget

Total annual budget this year.

Grid area fields

Field

Description

Month

Each month of the financial year.

Movement

Movement in the account for the selected month. That is, the total of all general ledger journals originating from all sources for the month.

Running Balance

Running account balance each month based on monthly movements.

Budget

Monthly budget figure for the general ledger account. Either:

  • Generate budget figures using the Pro Rata button.
  • Edit the monthly budget figures individually.
  • Add in bulk from a spreadsheet. See Importing general ledger budgets (on page ).

Budget Approved

Edit the monthly approved budget figure. Can be entered manually or in bulk from spreadsheet. See Importing general ledger budgets (on page ).
Alternatively, select Action > Copy Budget to Approved to copy the current Budget to the Budget Approved for all general ledger accounts.

Budget Cash

Edit the monthly budget cash figure.
Note: The Budget Cash field is seldom used. The field allows for accounts that can have cash and non-cash items posted to it.

L/Y movement

All financial activity posted to this account in the same month last year.

Buttons

Button

Description

You can:

  • maintain up to ten available monthly budgets


  • assign available budgets to one of the following budgets:
  • Budget
  • Budget Approved
  • Budget Cash
  • Purchase Order.


  • distribute a single figure across all months of one of the available budgets.


    See Maintaining available monthly budgets (on page ).



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