Budget - By Salesperson

Budget - By Salesperson Entering a budget is easy. Follow these five steps to get started. Version 2013.12.21.01 1 Create a template. Before you can enter a budget, you first need to create a template. A template provides the framework that will hold the figures in your budget. To add a new template, click the Lists menu, and then select Budgets. At the top of the Budgets list, click the Add a Budget Template button. Complete the template, and then click the Save button. If you budget by Salesperson, choose Office Salesperson Outlet for the hierarchy. The name of the template. This is the name that will display in the Budgets list. A description of the template. The year for which you will be entering budgets. Determines the items that will appear in the template, and their order of appearance. The last item added (Outlet) is the item for which you will be entering a budget. Regardless of the hierarchy chosen, your budget rolls up for easy reporting. 2 Cancel or Send? Upon saving the template, you will be presented with the following message box. If you choose Cancel, the template will be saved and the message box will close. (If necessary, you can send the template to your team members at a later time.) If you choose Send, you will be presented with a list of your team members. Check the box preceding the salespeople that you wish to send the template to, and then click the Send button. Note: Check the Select All checkbox if you wish to select every person in the list. Sending a template to a salesperson enables them to see and use your template in Matrix. If you are not ready to send it to your team members, you should click Cancel. (You can send it to your team members at a later time.) FAQs: Q: Can I add more than one template? A: Yes, you can add as many templates as you need. For example, if you have a national, as well as a local sales team you would most likely create two templates. One to keep track of your national budget. And, one to keep track of your local budget. Both will roll up in reports, as expected. Q: I made a mistake when I created a template. Can I edit it? A: No. Once you save a template, you cannot edit it. For example, if you inadvertently left an item out of the hierarchy, you cannot add it once the template is saved. You would need to delete the template and recreate it with the correct hierarchy. To delete a template, display the Budgets list by clicking the Lists menu, and then selecting Budgets. Move your mouse over the template, click the gear icon. Then select Delete from the menu. Finally, click Delete from the confirmation message box. Be aware: When you delete a template, all data entered by you and your team members on that template will be permanently deleted. Q: How can I send a template to a team member? A. Display the Budgets list (Lists Budgets). Move your mouse over the template, click the gear icon, and then select Send. A list of your team members will appear. Click the checkbox preceding the person that you are sending the template to, and then click the Send button. Note: A salesperson can only use one template per year. If you already sent a salesperson a template the words already sent template will appear after their name. 2013 Matrix Matrix Solutions. Operations All rights Company, reserved. LLC 2011 1 1

3 Access your budget. From the Lists menu, select Budgets. The Budgets list will display. From the list, click the budget that you would like to view and/or edit. 4 What are you budgeting for? Expand the hierarchy. By default, all items in the Budget grid are collapsed. Only the first item chosen in the hierarchy will display. In our example, Office is displayed because it is the first item in the hierarchy. To budget by Outlet you must expand each level in the hierarchy until you reach the lowest level (Outlet), which is where the budget will be entered. Click the [+] sign preceding each item that you wish to expand until you reach the budget level. 5 Enter your Data.and Save! Figures are entered for the item located at the bottom of the hierarchy. The amount then rolls up to the top. In our example below, Outlet was the last item selected in the hierarchy, so a budget will be entered for Outlets. In the example, below 5000 was entered for WAAA-TV. You can see how it carries the figure all the way up to the top of the hierarchy. To enter data in to a field, click in to the field, and type your figure. You can move across the grid by clicking your mouse or by pressing the Tab key (on your keyboard.). Use the scroll bars on the right and bottom of the screen to see and enter a budget for all of your items. When you are finished, click the Save button located at the top of the screen. In the future, if you need to view, edit, or enter a budget (for this template), repeat steps 3, 4, and 5. Note: For more flexibility when entering a budget, update your hierarchy. Note: For your convenience, your budget will automatically save every 5 minutes when Matrix sees that you made a change. Budgets 2013 Matrix Solutions. All rights reserved. 2

FAQs: Q: The hierarchy that I chose works great for my team, but I would like to see my budget a different way. Is there a way that I can my budget a different way that will not affect my team? A. Yes, you can update the hierarchy so that it only affects you. With the budget grid in view, choose a different order for your items by selecting an item from each drop list. Then click the Update Hierarchy button. Be aware of the following: You cannot use an item more than once. (i.e. You cannot choose Outlet twice.) And, you cannot add something to the hierarchy.(i.e. We cannot add account because it was not selected when the template was initially created.) Q: When I am looking at the Budget grid, what am I seeing? For example, I chose Offices as part of the hierarchy. Are both the National and Local offices showing in the Budget grid? If so, what if I only wanted to see my Local office? A. Initially, you will see everything for the items chosen in your hierarchy. If you selected Offices as part of your hierarchy, then you will see all of your offices. You can control what you are seeing by editing your filters. To see just your Local office, click the Edit the budget options button (see image). The Edit Budget Options dialog box will appear. On the left, click Offices. A list of your offices appears on the right. Uncheck the All checkbox. Then, check the Local checkbox. (Unchecking a box removes something from the Budget grid; checking it shows it.) Then, click Save. Q. I need a little more room on the screen. Can I enlarge the Budget grid? A. Yes. You can view the Budget screen in full screen mode by clicking the Full screen button. To exit full screen view, click the button again. Q: I am budgeting by Outlet. I want to budget $5000 for WAAA-TV for the rest of the year. Can I copy this across the grid? A: Yes, you can tell Matrix to copy an amount. In the Budget grid, click the gear icon beside the outlet (that you wish to copy), and then select Copy Budget. In the dialog box that appears, type the amount (for example, 5000), and then select each month that the amount will be copied to. Then, click Apply. Q: I would like to include New Business in my budget. Can I account for this? A. Yes, you can add a New Business line in the Budget grid, as long Office and Outlet are not directly below the item that you are adding it to. Our hierarchy is Office Salesperson Outlet, so you can add a new business line to Office. To add a new business line, click the gear icon next to an item, and then select Add New Business. Note: For more flexibility with adding new business lines, update your hierarchy. Budgets 2013 Matrix Solutions. All rights reserved. 3

Q. John Smith did not have any business last year on the WMMM-TV outlet. But, I know that he will next year, so I would like to budget for it. WMMM-TV does not appear as a budget line. How can I add it? A. You can add a new item to the budget grid, but the item that you are adding must exist in Matrix. For example, if wanted to add WMMM-TV, but it did not exist, then you would not be able to add it. These items are managed in the Maintenance area of Matrix. When you add an item, you add it one level above in the hierarchy. In our example, our hierarchy is Office Salesperson Outlet So, you will add the WMMM-TV outlet at the Salesperson level. In your example, you would click the gear icon beside John Smith, and then select Add Outlet. Note: Please expand an item before adding something to it. A new line will appear. In the blank box, type at least the first two characters of the item that you wish to add. A drop list, listing potential matches will appear. You would select WMMM-TV. Q. I would like to know how a salesperson, John Smith, did last year. Can I see this without exiting the Budget screen? A. Yes, you can view up to 4 years of past revenue for an item. (Four years prior to the budget year. Example. If you are budgeting for the year 2014, you will see revenue for 2013, 2012, 2011, and 2010.) To see past revenue click the gear icon beside the item, and then select View Past Revenue. In your example, you would click the gear icon beside John Smith. Note: You can view historical revenue for your budget total by clicking the gear icon beside Total (located at the top of the budget grid). Q: Can I download and view my budget in Excel? A: Yes, you can download your budget to Excel. Click the Export Budgets button. Internet Explorer Users: Choose Open from the message box. Firefox Users: In the dialog box, choose the Open with radio button, and then click Ok. Chrome Users: (In the lower left corner) Click the drop arrow beside the file name (i.e. Budget.xls), and then click Open. Your budget will download, and display in Excel. Budgets 2013 Matrix Solutions. All rights reserved. 4

Q: One of my salespeople (John Smith) entered a budget of $100,000 for the next ten months for the WAAA-TV outlet. I am not sure that he will meet this. I would like to lower that amount by $10,000 without actually altering what he entered. A: This is called an Adjustment. An adjustment line allows you to add or remove dollars, and can be added in the hierarchy as long as the Outlet and Office have been established. So, in your case, your hierarchy is Office > Salesperson > Outlet. So, an adjustment line can be added at the Outlet level. In your example, to add an adjustment line to WAAA-TV, click the gear icon beside the outlet and then select Add Adjustment. A new line will appear in your Budget grid. If you want to lower the amount by $10,000, then you must type figures in the grid that will equal out to that amount. For example, you could type 1000 in to each box for the next ten months, which will lower his budget by $1000 each month. Because you are lowering the amount a - (minus sign) must precede each adjustment figure. The adjustment line will appear in red text because it is a negative value. Note: For more flexibility with adding adjustment lines, update your hierarchy. Q. I do not anticipate budgeting for WZZZ-TV this year. Can I remove it from my budget grid? A. Yes, you can delete (remove) an item from your budget. Click the gear icon beside the item, and then select Delete. In your example, you would click the gear icon beside WZZZ-TV and then select Delete. A confirmation message box will appear. Click the Delete button. Note: Please use caution when using this function. All items below the deleted item will be removed. For example, if you deleted an office, all of the outlets in that office will be removed from your budget. This is not an undoable action. If you accidentally remove an item, you will have to manually add it. Q. Can I lock the budget so that no one can enter data in to it? A. Yes, you can lock a budget for the templates that you create. When you lock a budget it will prevent everyone who was sent the template from editing their budgets. (You, the creator of template, will be able to edit the budget. You will also be able to unlock it.) Locking, as well as unlocking is performed on the Budget list. To lock a template click the gear icon on the right side of the template. Then, click Lock from the menu. To unlock a template click the gear icon on the right side of the template. Then, click Unlock from the menu. Budgets 2013 Matrix Solutions. All rights reserved. 5

Q: I would like increase my budget by a percentage of a particular year. Is this possible? A: Yes, you can take a historical year s budget dollars and apply a percentage increase to the year for which are you are budgeting. This function allows you to quickly enter your budget. You can apply a percentage to the entire budget, or just an item. To get started, display an item s past revenue. (If you are increasing the entire budget, view the Total s past revenue.) At the bottom of the screen (in the Past Revenue area), click the Increase budget button beside the year that you wish to use as your baseline. In the dialog box that appears, type an amount in to the percentage field (omitting any special characters and decimals). For example, if you wanted to increase it by 10%, you would type 10 in to the field. Note: If you wished to decrease the budget, you would type a minus sign preceding the amount. For example, to decrease the budget by 20 %, you would type -20 in to the field. To apply and save your changes, click the Save button. Matrix will compare the items in the historical billing year to the items in the current budget worksheet. Then, it will apply the percentage increase to matching items. This is an undoable action, which will overwrite existing data that you entered in to your budget, so please be certain that you are applying the correct percentage to the correct year to the correct item. If an item is not found, it will remain blank in the budget grid and you will have to manually budget for it. (In this case, these items will be ignored by Matrix and will not be overwritten when a percentage increase is applied.) For example, if you have a brand new salesperson this year, they would not have any billing in a previous year, so you would have to manually add a budget for that person. Budgets 2013 Matrix Solutions. All rights reserved. 6