Accounting Budgets

Overview 

The Budget module can be used to record Accounting Budgets for a financial year. Versions can be created in 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.

A budget can be exported in Excel format: Menu > Email Excel.

Navigation: Main Menu > Accounting > Budgets

User Settings

Navigation: Main Menu > Office > My Organisation > Double-click to open a Staff File > Settings (tab).

• Accounting > Budgets > Access Allowed: 

  • Options are None, Read-only, and Full Access.

  • Full Access is required to edit or create Budgets.

List View 

The List View displays a list of Budgets.

Buttons Explained 

• Reset: Resets the Data Filters to default.

• View: Generates a List of Budgets based on the selected data filters.

• New: Creates a new budget

• Menu

  • Save Grid

  • Save Grid (All Users)

  • Restore Default (All Users)

Data Filters Explained 

• Set: Sets a specific time frame such as Today, This Month, This Year, Fin Year.

• ← →: Adjusts the dates in the direction of the arrow.

• Date: Allows users to enter custom dates.

• Status: Dropdown list to display budgets based on their statuses:

  • • All

    • Pending

    • Active

    • Complete

    • Cancelled

• Branch: If branches are used, there is a filter to select a specific Branch.

Fields Explained 

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated number allocated to each budget.

• Status: The Status of the budget.

• Budget No.: The system-generated budget number.

• Starting: The date on which the budget starts.

• Description: A description which defaults to the period if not entered.

• Menu (...): A submenu allowing users to Edit or Delete a budget.

Edit View

Edit View allows users to create a new Budget or edit an existing Budget.

Buttons 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. it was for the previous year). 

  • Cancelled: The budget was cancelled.

• ∧ ∨: Use to scroll through all the budgets.

• Edit: Allows users to edit the budget.

• New: Opens an interface to create a new budget.

• Save: Saves any changes.

• Copy

  • Copy to new Budget: Copies the selected budget to create a new one for a different period.

  • Copy to Version: Copies the selected budget to create a new one for the same period.

• Delete: Deletes the budget.

• Menu:

  • Refresh (recalculate the totals)

  • Email Excel

  • Save Grid

  • Save Grid (All Users)

  • Restore Default (All Users)

Buttons Explained: Columns

• 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)

  • The number of years selected should be limited to the number of years there is data for in QuickEasy BOS Professional. 

• Input Field: Input the data required from the Update dropdown list. The field changes based on which option was selected.

• Round to: 

  • A dropdown list appears if a function is chosen from the Update dropdown list.

  • This optional feature rounds the calculation results to the nearest:

    • 1

    • 10

    • 100

    • 1000

• Update: Processes the changes specified in the Update fields.  One or more rows must be selected for this function to work.

• Delete: Deletes the selected row/s

• Add: 

  • Click the Add (button) to add a single line at the end of the entries (create a single new account).

  • Click the dropdown list next to Add (button) to:

    • Add/Update all Accounts: Refreshes the Budget based on the current Chart of Accounts.

    • Add/Update Accounts (Profit or Loss): Only accounts created on the Statement of Profit or Loss are added or deleted.

    • Add/Update Accounts (Financial Position): Only accounts created on the Statement of Financial Position are added or deleted.

  • There is not currently a functionality to view a budget comparison for the Statement of Financial Position.

Fields Explained 

• Account: Name of the account.

• Report: Whether the report appears on the Statement of Profit or Loss or the Statement of Financial Position.

• Category: The account's category (e.g. Sales, Expenses).

• Date Fields

  • Columns with dates (chosen when the budget was created) and the budgeted amounts for each 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.

• Menu (...)

  • View Detailed Ledger (view the related Ledger account).

  • Delete (the row).