The Budgets file is a robust feature in DPHS, offering the following functions:

Transcription

1 Budgets Overview: The Budgets file is a robust feature in DPHS, offering the following functions: Create New Budgets Copy Budgets from one year to another View and Modify Existing Budgets Delete a Budget from a Year Budgets can be established for any General Ledger account. These budgets can then be printed on financial statements, or used for analysis with the Budget Balances and Budget Analysis monthly reports. Forecast amounts can be entered with the budget task for use in comparing Actual to Forecast. Statistical (unit) budgets can also be entered. Budget, forecast, and statistics are all examples of Budget Types. A budget type is a name that identifies a group of accounts and their budget amounts. An account can have more than one budget type and a budget type can have more than one fiscal year, as shown in the following diagram: I. Budget Types: Please refer to tech note Budget Type Maintenance.docx. II. Budget Maintenance: Budget Maintenance is found in: General Ledger>Maintenance>General>Budgets Page 1 of 11

2 General Information: On entering the tab, the screen is empty. Depending on the amount of data in the system, the Account Selection browse could take a while to populate. Use the filter information in the ribbon to display only what is needed, or click Find Rows with Filters to populate the screen with every account. The fields in the ribbon are as follows: Display: What accounts should be displayed in the General Ledger Account Selection? Choose from the dropdown list: Accounts With Budgets Accounts Without Budgets Both Fiscal Year: Enter the Fiscal Year, or choose Budget Type: Enter a Budget Type, or use the search. Property ID: one from the dropdown list. Page 2 of 11

3 Enter a Property ID, use the search, or leave blank for all. Start Account / End Account: To pull up a range of accounts, enter a start and end account to the range to be viewed. Description: Enter a description to filter on. Rows to Display: The initial default is 100. This can be changed to any amount. Entering a zero will display all rows. A message will be displayed to confirm: To the left of the Property ID field, there is a down arrow: This will open additional account filter options: Once all the filter information has been entered, click Find Rows with Filters: TIP: To view all G/L accounts for the fiscal year, click Find Rows with Filters without entering any other filter information. Page 3 of 11

4 What is displayed on the screen will depend on what filters were used. There are three parts to the tab: General Ledger Account Selection: This will display all accounts based on the filter criteria entered in the ribbon above. Budgets for Selected Account: Since accounts can have multiple budgeted amounts, this area shows what Budget Types exist for the account selected on the left. Budget Maintenance: Here is where the budgets are created and maintained. Page 4 of 11

5 Creating a New Budget: To create a new budget, find the account using described filters above, and then click Add: Account: The Account Number will default from the account selected on the left. Fiscal Year: This will be based on the Fiscal Year displayed in the ribbon above. Budget Type: Enter a valid Budget Type, or use the search. Method / Annual Amount: These two fields work together. There are three Methods: Monthly - An amount is entered into the Annual Amount field. When Save is clicked, the amount is evenly divided by the 12 fiscal periods. (see example above) Weekly An amount is entered into the Annual Amount field. When Weekly is selected, a message is displayed explaining the Method: Click OK, and then Save. The result will look like this: Page 5 of 11

6 Entered The Annual Amount field is not available. An amount is entered into each Period Amount field. To go from field to field, enter an amount and click Tab. When Save is clicked, the total is displayed in the Annual Amount field. Page 6 of 11

7 Copying a budget: This function copies a budget from one year to another, usually for a new year. The amounts can be copied or cleared. Click the Copy Budget Year button in the information ribbon. The following will be displayed: Copy from: Fiscal Year: Enter the Fiscal Year of the existing Budget to be copied. Budget Type: Select the Budget Type from which the new budget records are to be created. Property ID: (Multi-property databases only) Select the Property ID from which the new budget records are to be created. Page 7 of 11

8 Copy to: Fiscal Year: Enter the new fiscal year, for which the new budget records are to be created. Budget Type: Select the Budget Type for the new budget records. Property ID: (Multi-property databases only) Select the Property ID for the new budget records. Clear Budget Amounts? Yes: Clear the amounts from the existing budget for the new budget records No: Copy the amounts of the existing budget into the new budget records. The amounts can then be edited for the new fiscal year. Overwrite Existing Budgets? Yes: No: If a budget already exists for the Budget Type, Property ID, and Fiscal Year specified in the Copy to section, overwrite it. Do not overwrite an existing budget. Click Continue to run the copy utility. When done, the following will be displayed: Page 8 of 11

9 View and Modify Existing Budgets: Existing budgets can be reviewed and modified. Enter filter information and click Find Rows with Filters. TIP: To view all G/L accounts for the fiscal year, click Find Rows with Filter without entering any other filter information. Select the G/L account; the selected account will appear on the right. Choose the Method for updating the budget. NOTE: If the Budget was created using the Method Monthly, it can be updatedd using any one of the three Methods. Also, a Monthly method can be changed to Entered to adjust only a few months instead of all the months. Click Save when done. Page 9 of 11

10 Deleting Budgets: To delete existing budgets, the filter information can be used to filter the G/L account list. Select the G/L account; the selected account will appear on the right. To select more than one budget type, hold down the Ctrl key and click each line, or right-click and choose Select All: Click Delete to permanently remove the selected budgets. Page 10 of 11

11 III. Budget Import: Another option for creating budgets is Budget Import. Please refer to the Tech Note Budget Import.docx for more information and instructions for this utility. If you have further inquiries, please refer to our online Support Forums or contact the Data Plus Support department. Support Forum Data Plus Support Ext 3 support@dphs.com Page 11 of 11