Advanced Budgeting - Overview

Use the Advanced Budgeting routine to take your GL accounts and make them into a working budget.  Using this routine, you can break down the budget by department, you can enter new budget amounts, view detailed account history and add notes pertaining to line items or accounts.

In addition, you can export the budget information to Microsoft® Excel for department heads to work on.  When the department heads have maintained the budgeting information in the spreadsheet, you can transfer the budget information from the spreadsheet back to Advanced Budgeting and automatically update the budget with the changes.

There are two reports - the Budget Report and the Activity Report that provide you with a variety of information that can be used in the budgeting process.

Directions:

To see directions for...

• Opening Advanced Budgeting, click More.

  1.  Click Advanced Budgeting on the Toolbar.  

  2.  Or, click File Maintenance from the Menu Bar.  Then, click Budgets and click Advanced Budgeting.

  3.  Or, use the keyboard shortcut:  [ALT] [m] [b].
  
  Note:  You may also be able to access the General Ledger menu while in another INVISION module.  To activate the General Ledger menu in another module, the G/L Application Control must be set up for the module during installation.

   

  Advanced Budgeting Window Example:

  

   

• Managing Account Views, click More.

• Budgeting Process, click More.

  Budgeting Process Overview

  Use Advanced Budgeting to enter, edit and export budget information to an Excel spreadsheet so that the department heads can review and update the amounts.  You can add new accounts or remove unused accounts from the budget.  You can add notes to line items and print the budget at any time.  You can continue this process and when the edits are finished and the budget information is approved, you can import the updated budget amounts back to the Advanced Budgeting module.

  • Create a Working Budget
    (Add accounts, manage views, modify the column layout)

  • Run the Budget Activity Report to see the detail that makes up a GL account budget

  • Export the budget information to an Excel spreadsheet that can be given to department heads, if applicable

  • Edit the GL Account budget information and add notes to budget items

  • Import the updated budget amounts

  • Continue making edits to budget amounts if needed

  • Remove unused GL accounts from the budget

  • Save your work

  • Run the Budget Report to compare this budget with previous budgets

  • During the year, run the Management Reports to view and analyze how the organization is doing compared to what you budgeted for

   

• Creating a new Budget, click More.

  To create a new budget that is not currently in the General Ledger, click New Budget and the following window displays:

   

  

   

  Budgeting – New Budget Prompts
  New Budget Name	Enter the name of the new budget.
  New Budget Description	Enter the description for the new budget.
  Create Budget From Choices:
  Create From Chart of Accounts	To create a budget from the Chart of Accounts, click to select Create From Chart of Accounts.
  Create From History Chart of Accounts	To create a budget from a historical chart of accounts, click Create From History Chart of Accounts.
  History Year	To specify the historical year to create a budget from, click a choice in the drop-down list. Note:  This field is only active if you select Create From History Chart of Accounts.
  Create From Existing Budget	To create a new budget from an existing budget, click to select create From Existing Budget.  Note:  The following prompts pertain to creating a budget from an existing budget.
  Budget Name	To specify the budget to copy from, click to select a choice from the drop-down list.
  Copy From Existing Budget Copy Choices
  Copy As Is	To copy as is and keep the monthly budget amounts, click to select Copy as is - Keep Monthly Budgets.
  Copy As is	To copy all accounts with updated amounts, click to select Roll monthly budgets into annual budgets.
  Enter the Percentage increase/Decrease	Enter the percentage to increase each budget line item or enter a negative percentage to decrease each line item. (2.2 numeric) Note:  This field only pertains to Roll Monthly Budgets into Annual Budgets option.
  Copy with Zero Amounts	To copy all accounts and update with zero amounts, click to select Copy with Zero Amounts.
  	To create the new budget, click Create Budget. Keyboard shortcut:  [Ctrl + c]
  	To close the window without creating a new budget, click Close.

   

• Working with the budget, click More.

• Printing the Budget Information, click More.

• Reporting an Advanced Budget Report, click More.

• Deleting an existing Budget, click More.

  To delete a budget:

  1.  Click Delete located at the top of the Advanced Budgeting window and the following will display:

  

  2.  Click Yes  to delete.
  If you do not want to delete the budget, click Cancel .

  4.  After clicking Delete Budget, the following message displays to alert you that the budget has been deleted:

  

  5.  Click OK to return to the Working Budget window.  

   

• Report Sample(s), click More.

   

  To see an example of the report, click Budget Report Sample.

  To see an example of the report, click Activity Report Sample.

   

• Understanding the field values for the following areas, click the section name in the table below: