Accounting Budgets Tutorial

How to View a Budget

1. Navigate to Main Menu > Accounting > Budgets.

2. Click any of the budgets on the left to view that budget.

How to Create a New Budget From Scratch

1. Click New (button).

2. Set Type = Accounting.

3. Type in a Description.

4. Select a Starting Date.

5. Click Save (button).

6. Add any Notes in the block provided. 

7. Click the arrow next to the Add (button) and select:

   • Add / Update All Accounts, or

   • Add / Update Profit or Loss Accounts, or

   • Add / Update Financial Position Accounts.

8. Confirm the addition on the pop-up.

9. Click any of the fields to fill in the amounts (also see How to Edit a Budget below).

10. Set the Status to Active.

11. Click Save (button).

    • Note: The totals at the bottom do not show a profit or loss, it shows a total of all the numbers filled in.

How to Create a Budget by Copying a Previous Budget

1. Click a Budget on the list on the left.

2. Click Copy (button) > Copy to new Budget to create a Budget for a new year.

3. Confirm the pop-up.

4. Change the Date to the new year.

5. Edit the fields as needed (see How to Edit a Budget below).

6. Set the Status to Active.

7. Click Save (button).

How to Delete a Budget

1. Click a Budget on the list on the left.

2. If there are items on the Budget:

   1. Click the first item on the Budget.

   2. Click shift and select the last item on the Budget.

   3. Click Delete (button).

3. Click Menu (button) > Delete Budget.

4. Confirm the deletion on the pop-up.

How to Delete Rows in a Budget

1. Click a Budget on the list on the left.

2. Select the rows you want to delete by clicking them.

   • Use Ctrl + click to select random rows.

   • Use Shift + click to select a group of adjacent rows.

3. Click Delete (button) between Update and Add (buttons).

How to Add Accounts to a Budget

1. Click a Budget on the list on the left.

2. Click Add (button) to add a single account: A row will be added at the bottom of the Budget, select an Account under the Accounting column and fill in the other information.

3. Click the arrow next to the Add (button) to add multiple Accounts and choose: 

   • Add / Update All Accounts, or

   • Add / Update Profit or Loss Accounts, or

   • Add / Update Financial Position Accounts.

How to Create Several Budgets for the Same Year

1. Click a Budget on the list on the left.

2. Click Copy (button) > Copy to Version to create another Budget for the same year.

3. Edit the fields.

4. Click Save (button).

How to Edit a Budget

1. Click a Budget on the list on the left.

2. Click Edit (button).

3. Change the Status to Pending.

4. Click Save (button).

5. Edit individual records by overtyping the numbers in the grid.

   • Note: Use Tab to move between the fields.

6. Edit multiple records by selecting the row/s to edit and then selecting an update option next to the Update box:

1. 1. Adjust by:

      1. Select a % to update by:

         • Note: This feature adds the adjustment to the existing value (to add 10%, you adjust by 10%, not 110%).

      2. Select a Rounding option (1, 10, 100, 1000).

      3. Click Update (button).

      4. Confirm the pop-up.

   2. Set Amount:

1. 2. 1. Type in a value in the block next to Update.

      2. Click Update (button).

      3. Confirm the pop-up.

1. 3. Set to Average for:

1. 3. 1. Type in the number of years.

         • Note: You must have data for the chosen number of years for this calculation to work.

      2. Click Update (button).

      3. Confirm the pop-up.

1. 4. Set to Highest for:

1. 4. 1. Type in the number of years.

         • Note: You must have data for the chosen number of years for this calculation to work.

      2. Click Update (button).

      3. Confirm the pop-up.

1. 5. Set to Lowest for:

1. 5. 1. Type in the number of years.

         • Note: You must have data for the chosen number of years for this calculation to work.

      2. Click Update (button).

      3. Confirm the pop-up.

5. The Total column and row will automatically update.

6. Change the Status to Active.

7. Click Save (button).

How to Email a Budget

1. Click Menu (button) > Email Excel to email the Budget in Excel format.

How to See a Budget Comparison

1. Navigate to the Main Menu > Accounting > Financials.

2. Click Menu (button) > Statement of Profit or Loss​ or Statement of Financial Position. 

3. Click on Set > Fin Year (Months).

4. In the same row a new option: Budget will appear. Click on the dropdown list next to Budget and select the budget you want to display.

   • Note: If a Budget has not yet been created, there will be no names to select.

5. Click View (button).

How to See the Percentage Change between the Budgeted and Actual Amounts

1. Navigate to the Main Menu > Accounting > Financials.

2. Click Menu (button) > Statement of Profit or Loss or Statement of Financial Position.

3. Click on Set > Fin Year (Months).

4. Select Budget from the dropdown list next to %.

5. In the same row a new option: Budget will appear. Click on the dropdown list next to Budget and select the budget you want to display.

   • Note: If a Budget has not yet been created, there will be no names to select.

6. Click View (button).

   • Note: An amount that is under Budget will be shown in green. An amount that is over budget will be shown in red.

How to View a Chart of Budgeted Items

1. Navigate to Main Menu > Accounting > Budgets.

2. Click Menu (button) > Chart.

3. Select a Budget from the dropdown list next to Budget.

4. Select an Account from the dropdown list next to Item.

5. Click View (button).