Accounting Budgets

Settings

User Settings

Navigation: Main Menu > Setup > Settings > Users (tab).

• Accounting > Budgets > Access Allowed: Options include None, View-only, and Full Access.

  • Full Access is required to edit or create Budgets.

List View

The List View displays a list of Budgets on the left and the selected Budget on the right.

Buttons Explained: Header

• ⬆⬇: Allows users to navigate between the available budgets.

• Edit: Edit a budget that has a Pending Status.

• New: Creates a New Budget.

• Save: Saves any changes (greyed-out when there are no changes).

• Copy: Copy an existing budget to a new budget.

• Menu

  • Views:

    • Budgets: View the budget in spreadsheet format.

    • Chart: Displays a graphic presentation of a specific account.

  • Actions

    • Refresh: Resets all the data filters.

    • Delete Budget: Permanently delete a budget that has a Pending Status.

    • Email Excel: Opens the default email template with the budget attached as a .xlsx file.

  • Layout & Grids

    • Save

    • Save (All Users)

    • Restore Default (All Users)

Budget Selection Column

Data Filters Explained

• Active (checkbox): Only shows budgets with Active or Pending Statuses.

Fields Explained: Budget Selection

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

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

• Status: The Status of the budget.

• Description: The user-provided Description of the budget.

• Ver No.: The Version Number of the budget.

  • When a budget is copied, the copy is given the next version number.

Budget Editing Section

Fields 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. that year has passed). 

  • Cancelled: The budget was cancelled.

• Note: Space for users to type in a note about the budget if it has a Pending Status.

• Type: Dropdown list with available budget types. Options are:

  • Sales (Rep)

  • Sales (Customer)

  • Sales (Customer Categories)

  • Sales (Item Categories)

  • Purchases (Supplier)

  • Purchases (Item Categories)

  • Accounting

• Starting: A date picker to select the first month of the year.

• Description: The name of the budget typed in by the user.

• Note: An additional note field for users.

Buttons Explained

• Update: Generate the updates as entered in the preceding three fields.

• Delete: Delete the selected lines.

• Add: Adds a single line.

• Arrow next to Add (button): Adds a group of accounts or refreshes the list based on changes to the chart of the account. The options are:

  • Add / Update All Accounts.

  • Add / Update Profit or Loss Accounts.

  • Add / Update Financial Position Accounts.

Update Dropdown List and Related Functions Explained

• The 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.

    • For the first three options, the number of years selected should be limited to the number of years there is data for in QuickEasy BOS Enterprise. 

• Input Field:

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

• Round to:

  • This optional feature rounds the calculation results (from the Update changes) to the nearest:

    • 1

    • 10

    • 100

    • 1000

Fields Explained: Columns

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

• ID: The system-generated number allocated to each line item on the budget.

• Accounting: Name of the account.

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

• Date Fields: Columns with dates for a year starting with the date entered as the Start 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.

• ...: A submenu to:

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

  • Delete (the row).

Chart

Buttons Explained

• View: Generates a chart based on the selected filters.

• Menu > Reset Data Filters: Resets all the filters.

Data Filters Explained

• Budget: Dropdown list from which a budget can be selected.

• Item: Dropdown list from which an account can be selected.

Fields Explained

• Dark Blue Bars: The bar depicts the Budgeted Amounts for the period displayed below the bar.

• Orange Bars: The bar depicts the Actual Amounts for the period displayed below the bar.

• Dark Blue Line: The line depicts the Cumulative Budgeted Amount for the displayed periods.

• Orange Line: The line depicts the Cumulative Actual Amount for the displayed periods.

Related Topics

• Tutorial - Accounting Budgets

• Tutorial - Statement of Profit or Loss

• Tutorial - Statement of Financial Position