Maintaining available monthly budgets

Owned by Former user (Deleted)
Last updated: Sept 16, 2021 by Richard Kennedy (Unlicensed)
3 min read

Use the General Ledger Monthly Budget Maintenance window to:

  • 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.

The available budgets that are not assigned are available:

  • for 'what if' scenarios
  • to be assigned to a budget at a later stage.


 Opening the General Ledger Monthly Budget Maintenance window

To open the General Ledger Monthly Budget Maintenance window:

  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 .
  2. Search for the general ledger account. See Searching for general ledger accounts.
    The General tab of the General Ledger Maintenance window is displayed.
  3. Click the Budget/Actual tab.
    The Budget/Actual tab of the General Ledger Maintenance window is displayed.
  4. Click .
    The General Ledger Monthly Budget Maintenance window is displayed.


General Ledger Monthly Budget Maintenance window key fields and buttons
Fields

Field

Description

Show All /
Show Default Only

Either:

  • Show All ten available budgets
  • Show Default budgets Only for the assigned budgets.

Budget

Monthly budget figure for the general ledger account. Select which of the ten available budgets is used.

Budget Approved

Monthly approved budget figure. Select which of the ten available budgets is used.
Also see Approving budgets.

Budget Cash

Monthly budget cash figure. Select which of the ten available budgets is used.
Note: The Budget Cash field is seldom used. The field allows for accounts that can have cash and non-cash items posted to them.

Budget Purchase Order

Monthly approved purchase order budget. Select which of the ten available budgets is used.

Grid area fields

Field

Description

Date

Date for each month of the financial year.

Budget 1 ...
Budget 10

Monthly budget figures for each of ten available budgets.
Either:


Buttons

Button

Description







Automatically split up and calculate available budgets for each month.
Select the Apply On option to apply to one of ten available budgets.


Note: You cannot reverse the values when assigning a proportion.
Select Pro Rata based on:

Selection

Description

Equal Amount Each Month 

Divide the Annual Budget value evenly between each month.

Budget

Divide the Annual Budget value based on the relative values of the budget values already existing each month.
You can enter ratios in selected months. For example, 2 in months February, April, July and October and 1 in the other months to apportion twice as much among these 4 months as in the rest of the months.

Actual Movement

Divide the Annual Budget value based on the relative values of the actual movements each month.

Budget Last Year

Divide the Annual Budget value based on the budget last year by month.
If there was no budget last year, the budget figure is placed in the last month.

Actual Movement Last Year

Divide the Annual Budget value based on the relative values of last year's movements for each month.

Note: If the annual budget does not divide equally into 12 months, the remainder is added to the amount for the final month.