Account Budget and Forecast The Account Budget and Forecast function allows you to enter and maintain an unlimited number of budgets and/or forecasts values and types. When setting up the account budgets and forecasts you can set up the budgets for multiple companies on the same screen. You indicate what the default budgets and forecasts are for each company and also if the budget and forecast are valid or not. The detail screen allows you to select periods, years and account numbers to include in the budgets and forecasts. For example: If you wanted to set up a sales budget for each of your sales departments or regions you can select the account numbers that correspond to the different sales departments and regions and then on the account budgets screen enter the budget and forecast numbers for those accounts for each period. To set up Account Budgets and Forecasts, follow these steps: 1. Select Account Budgets and Forecasts from the Setup and Maintenance menu. Account Budgets and Forecasts Menu 2. The Account Budgets and Forecasts screen appears. -1
Account Budgets and Forecasts Screen 3. To work with budgets select the Budget tab. 4. To create a new budget, click the New Record button on the toolbar. A blank budget field is displayed. 5. Enter a budget description. The description will show as a selection in combo boxes and check box lists on the following screens: Account Budgets Preferences Account Balance Inquiry Preferences Chart of Accounts Inquiry Preferences Audit Trial Balance Report Trial Balance Report Copy Account Balances Consolidate Chart of Accounts Copy Chart of Accounts Statement Layout setup Statement Layout List 6. Enter a heading to display as a column heading. The heading will display in the column heading when selected in the preferences on the following screens: Account Budgets Account Balance Inquiry Chart of Accounts Inquiry 7. Enter the company ID for the company the budget is for. 8. The company name is displayed. 9. Check the box to make the budget a valid budget for the company. Clear the box to take the budget from the list of valid budgets to select from for this company. -2
10. Check the box to make this the default budget for this company. The default budget will automatically display as a column in the account budgets function. 11. Select the detail button to display the GL budget detail screen to select the period/year and accounts to include in this budget. See the GL Budget/Forecast Detail section below for more details. 12. Select the forecast tab to set up forecasts for your companies. Forecast Tab 1. To create a new forecast, click the New Record button on the toolbar. A blank budget field is displayed. 2. Enter a forecast description. The description will show as a selection in combo boxes and check box lists on the following screens: Account Budgets Preferences Account Balance Inquiry Preferences Chart of Accounts Inquiry Preferences Audit Trial Balance Report Trial Balance Report Copy Account Balances Consolidate Chart of Accounts Copy Chart of Accounts Statement Layout setup Statement Layout List 3. Enter a heading to display as a column heading. The heading will display in the column heading when selected in the preferences on the following screens: Account Budgets Account Balance Inquiry Chart of Accounts Inquiry 4. Enter the company ID for the company the forecast is for. 5. The company name is displayed. -3
6. Check the box to make the forecast a valid forecast for the company. Clear the box to take the forecast from the list of valid forecasts to select from for this company. 7. Check the box to make this the default forecast for this company. 8. Select the detail button to display the GL forecast detail screen to select the period/year and accounts to include in this forecast. See the GL Budget/Forecast Detail section below for more details. GL Budget/Forecast Detail Click the detail button next to the company record on the budget and forecast tabs to display the GL budget/forecast detail screen. GL Budget/Forecast Detail Screen -4 The detail screen is used to set up specific periods, years and GL accounts in the budget and forecast for the company selected. 1. Enter the period from and thru to include in your budget or forecast. Use the up and down arrow buttons to scroll through the periods. 2. Enter or select the years from and thru you want the budget or forecast to be active in. The years available to select will be those fiscal years you have set up in GL. 3. Select the range of segment numbers for each of the segments you set up in the account mask and account segment functions. These fields will vary depending on how many segments you have set up. 4. Click the refresh button to list the accounts that meet your selection criteria. 5. Click the All button to check all the accounts in the list to include in your budget or forecast. 6. Click the None button to uncheck all the accounts in the list to exclude all from your budget or forecast. 7. The accounts, description and a check box are displayed. 8. Check the box to include the account in the budget or forecast. Uncheck the box to exclude the account from the budget or forecast.
Account Budgets Use the scroll bar on the right to scroll through the accounts, or use your up and down arrow buttons to scroll by single accounts. When you enter the amounts for each period for each account in the account budgets function only those accounts that have the box checked will have the budget or forecast column displayed. If you select an account that is not checked the column will be hidden until you select an account that has the box checked. Use the Account Budgets function to enter and adjust budget and forecast balances for a company s accounts. You can adjust budget balances manually. You can select which columns yo want to display on the screen to edit using the preferences button. You can view and edit columns that were set up using the Account Budgets and Forecast function. Use the Copy Account Balances function to change budget or forecast amounts for the entire chart of accounts. To enter Account Budgets for each account follow these steps: 1. Select Account Budgets from the Setup and Maintenance menu. 2. The Account Budgets screen appears. Account Budgets Screen 3. Select the account ID. Information about the account appears: the account type, the account description, and the account code (debit, credit, or memo account). If you use multicurrency, the account s currency also appears. If you do not use multicurrency, the Currency ID box does not appear. Note that the values on this screen appear in the currency assigned to the account. 4. Select a GL year to see information for noncurrent years. -5
5. The default information about each account for the the previous year actual, current year actual and next year actual for the GL year selected. The rows are the current values for the General Ledger periods. You cannot change the actual column figures; you can change only the figures for the columns displayed for the budgets and forecasts you set up using the Account Budgets and Forecasts function. To change budget and forecast figures, select the cell and add the new value, or use the Advanced buttons to change the values. 6. Close the screen to save your changes and return to the main menu. Command Buttons Preferences - Select the columns you want displayed and the order to display them. You will always see the Last Year Actual, Current Year Actual and Next Year Actual columns in the combo box. You will also see any budgets and forecasts set up using the Account Budgets and Forecasts function. Advanced - When the Pick Option button is selected the budget options screen is displayed and you can select the type of automatic calculation to use to populate your budget or forecast amounts. Select one of the following options to automatically fill in the period values for the selected column. Duplicate - Replace the amounts in the active field and subsequent fields in the column. In the dialog box that appears, enter the positive or negative amount and click OK. You cannot use Duplicate in GL Period 0, the last-year columns, or the currentyear Actual column. Allocate - Replace the amounts in the active field and subsequent fields in the column with an amount divided by the number of General Ledger periods below the active field. In the dialog box that appears, enter the positive or negative amount and click OK. -6
You cannot use Allocate in GL Period 0, the last-year columns, or the current-year Actual column. Last Year $ - Replace the amounts in the active field and subsequent fields in the column with the amount in the corresponding last-year Actual column plus or minus an amount. In the dialog box that appears, enter the amount and click OK. You cannot use Last Year $ in GL Period 0, the last-year columns, or the currentyear Actual column. Last Year % - Replace the amounts in the active field and subsequent fields in the column with the amount in the corresponding last-year Actual column plus a percentage of that amount. This substitution is represented by the following mathematical formula (where F n is the value for a given period): F n = [(LY Actual F n ) x (Amount you enter) / 100] + (LY Actual F n ) In the dialog box that appears, enter the positive or negative percent and click OK. You cannot use Last Year % in GL Period 0, the last-year columns, or the currentyear Actual column. Change $ - Recursively replace the amounts in the active field and subsequent fields in the column with the amount in the field above it plus a percentage of that amount. This substitution is represented by the following mathematical formula (where F n is the balance in a given period): F n = (F n-1 ) + (Amount you enter) In the dialog box that appears, enter the positive or negative amount and click OK. You cannot use Change $ in GL Period 0 or 1, the last-year columns, or the currentyear Actual column. Change % - Recursively replace the amounts in the active field and subsequent fields in the column with the amount in the field above it plus a percentage of that amount. This substitution is represented by the following mathematical formula (where F n is the balance in a given period): Copy Account Balances F n = [(F n-1 ) x (Amount you enter)/100] + (F n-1 ) In the dialog box that appears, enter the positive or negative percent and click OK. You cannot use Change % in GL Period 0 or 1, the last-year columns, or the current-year Actual column. Use the Copy Account Balances function to copy the actual, budget, or forecast balances of a range of accounts to their budget or forecast balances. You can copy within the same year or from one year to another. You can copy from and to any of the multiple budgets and forecasts set up using the Account Budgets and Forecasts function. To Copy Account Balances, follow these steps: 1. Select Copy Account Balances from the Setup and Maintenence menu. -7
2. The Copy Account Balances screen appears. Copy Account Balances Screen 3. Each defined segment is represented by a pair of From/Thru combo boxes at the top of the screen. The labels on the combo boxes correspond to the names you gave the segments in the Account Mask function. You have as many segments as you set up when you created your chart of accounts. 4. Select a starting segment, or leave this field blank to start with the first segment. 5. Select an ending segment, or leave this field blank for the highest numbered segment. 6. The current year (to copy from) and the next year (to copy to) are displayed. These years can be changed to other valid GL years. 7. Select the copy account from. The selection choices will be the actual balance for the year in the From field in the copy account balances section and any budgets and forecasts set up in the account budgets and forecasts function. 8. Select the copy account to. The selection choices will be limited to the budgets and forecasts you set up using the account budgets and forecasts function. 9. Enter a positive or negative percent change to adjust the balances by as they are copied. For example, enter 3 to increase the copied account by 3 percent. Copy Chart of Accounts If several companies have similar charts of accounts and the same account masks, the Copy Chart of Accounts function helps you save time. It enables you to copy all accounts from one company to another. You can also copy the actual, budget, and forecast balances. For each copied account, these fields are copied: general ledger account number account description type of account (debit, credit, or memo) clear-to account number -8
clearing step consolidate-to account number consolidation step If the company you are copying to has a chart of accounts, you can replace accounts with the same numbers or leave the accounts unchanged. If you replace the accounts, the balances for the existing accounts are lost. You can also use this function to add new divisions or departments that are copied from a division or department that already has the accounts set up in it. To save time, set up one department, division, cost center whatever your segments are, with a full range of your main accounts. Then use this full template of all your segments to copy from to build your other departments, divisions, cost centers etc... very quickly. If you copied more accounts than you wanted or if you need to change information in the accounts you copied, use the Chart of Accounts function to change or delete the accounts. To Copy the Chart of Accounts, follow these steps: 1. Select Copy Chart of Accounts from the Setup and Maintenance menu. 2. The Copy Chart of Accounts screen appears. Copy Chart of Accounts Screen 3. The Copy section of the screen contains option buttons for a company and each account segment. The names of the segments are taken from the descriptions you set up in the Account Mask function 4. The From and Thru prompts will be dependent upon the copy selection previously made. 5. The Copy Amounts section will contain check boxes for Current Year Actual, Last Year Actual and any budgets and forecasts set up using the Account Budgets and Forecasts function. Check the boxes for the amounts you want copied to the new accounts created. 6. Check the box to replace existing accounts in the destination; otherwise, clear the box. -9
Note If you replace existing accounts, the balances for those accounts are lost, which might put the destination company s general ledger out of balance. Chart of Accounts Inquiry Use the Chart of Accounts Inquiry function to view a three-year span of actual, budget, and forecast account data. To change account balances, use the Account Balances function. To inquire on the Chart of Accounts, follow these steps: 1. Select Chart of Accounts Inquiry from the Inquiry menu. 2. The Chart of Accounts Inquiry screen appears. Chart of Accounts Inquiry Screen 3. Select the account segment to view. 4. Select the account ID to view. 5. The account description is displayed. 6. The total or ending balances for budget, actual, and forecast are displayed. Use the mouse to resize and move columns: To resize a column, select the column with the mouse and drag the border of the column to resize the column. To move a column, select the column with the mouse and drag it to a new location. -10
Command Buttons Name Preferences List All Description Select the columns to view and the order to view them. View all account segments. Note Single-click on the Account ID field to invoke the Account balance Inquiry screen. Preferences Click on the preferences button to select the columns you want to see on the inquiry screen and the order to display them. Budget/Balances Preference Layout Screen The budget/balances preference layout screen appears when you click on the preferences button. This will determine the order of the columns and which columns you want to view on the inquiry screen. You will always see Account ID, Description, Acct Type and Acct Class. By default you will see Ly Actual, Cy Actual, Ny Actual your default budget. 1. Enter the sequence of the columns you want to display. The columns will display from smallest number to largest from left to right. 2. Select the type of data you want displayed. The list will show Current Year Actual, Last Year Actual, Next Year Actual and any valid budgets and forecasts you have set up using the account budgets and forecasts function. 3. Check the use shared settings box to share these settings with other screens that use the preferences. -11
4. Click OK or Close to save your layout changes and return to the inquiry screen. Account Balance Inquiry Use the Account Balance Inquiry function to view activity account balances. To change these balances, use the Account Balances function. To use the Account Balance Inquiry function, follow these steps: 1. Select Account Balance Inquiry from the Inquiry menu. 2. The Account Balance Inquiry screen appears. Account Balance Inquiry Screen 3. Select the account ID that you want to view. The account description appears. If you use multicurrency, the account s currency appears as well. 4. Select a GL year. The information for the selected year appears, including beginning balances and totals for the GL periods. 5. Use the mouse to resize and move columns: To resize a column, drag the column border. To move a column, select the column and drag it to a new location. 6. Click a period to view the Transaction Inquiry screen for that period. 7. Click the preferences button to set up your column preferences. 8. Close the screen to return to the main menu. Preferences Click on the preferences button to select the columns you want to see on the inquiry screen and the order to display them. -12
Budget/Balances Preference Layout Screen The budget/balances preference layout screen appears when you click on the preferences button. This will determine the order of the columns and which columns you want to view on the inquiry screen. You will always see Period. By default you will see Ly Actual, Cy Actual, Ny Actual and your default budget. 1. Enter the sequence of the columns you want to display. The columns will display from smallest number to largest from left to right. 2. Select the type of data you want displayed. The list will show Current Year Actual, Last Year Actual, Next Year Actual and any valid budgets and forecasts you have set up using the account budgets and forecasts function. 3. Check the use shared settings box to share these settings with other screens that use the preferences. 4. Click OK or Close to save your layout changes and return to the inquiry screen. Budgets & Forecasts with Excel TRAVERSE 10.5 has included an add-in to Excel that will allow users to retrieve budget and forecast values from TRAVERSE and put it into an Excel spreadsheet, where the data can be edited and saved back to TRAVERSE. To use this feature we must first make sure to have a current budget setup within TRAVERSE. 1. In the TRAVERSE client go to General Ledger - Setup and Maintenance - Account Budgets and Forecasts. 2. Select an existing Budget or setup a new one. Check the box for Valid if you want to be able to see the budget in the Excel Budget add-in. Check the Default checkbox if this is the budget information you want to see in Setup and Maintenance - Account Budgets automatically. You can add additional budgets to Setup and Maintenance - Account Budgets by using the Preferences button on that screen. 3. Click on the button to open the Budget Detail. -13
4. Enter the Period/Year information and segment information you want to include in this budget detail. Click on the Refresh button to bring in the accounts that meet the criteria specified. Check or uncheck the specific accounts you want to be included in the budget. Close the screen to save the information. 5. Once the budget detail is setup, you can now go to Excel to configure the add-in. 6. In Excel, go to Tools and click on Add-Ins. If you are using Excel 2007 follow these steps to configure the add-in. Select the Office Button and then click on the Excel Options Button. Select Add-Ins from the left column and you will see the Add-Ins options. Select the Go button and follow the steps below. 7. Click on Browse to locate the add-in. -14
8. Navigate to the local directory where TRAVERSE was installed and go to the Documents folder. 9. Highlight the GLBudgetXAddIn.xla and click OK. The icon displayed below will appear on your spreadsheet. -15
10. This should activate the TRAVERSE Budgets Excel add-in. Click the button to login to your TRAVERSE 10.5 server. 11. Enter the budget information that you want to pull from TRAVERSE into Excel and click on Refresh. You can now use the Hide button to return to Excel. -16
12. You can now edit the information that you want to. When you are ready to write the budget information back to TRAVERSE, click on the TRAVERSE Budgets button. 13. Click on Write to write the budget information back to TRAVERSE. 14. You should now see the updated information in TRAVERSE - GL - Setup and Maintenance - Account Budgets. -17
-18