Budget Tab of the General Ledger Budgeting Form

Use the Budget tab to create and maintain account budgets on an annual and period-by-period basis.

Contents

Field	Description
Budget Name	Enter the name for the general ledger budget. Each budget must have a unique name.
Budget Year	When you create a new budget, the current year displays in this field. You can change the year. The entry in this field is used to select budgets by year for general ledger reporting.
Organization	Specify the organization to associate with this budget. This is useful for reporting purposes. You can enter name in this field or use the lookup to select an organization. You can only access budgets for organizations to which you have the proper security access rights.
Notes	Use this text box to record general notes about the budget. This may include notes about changes to the budget or specific information for the individual reviewing the budget. This information does not print on any General Ledger report.
Available for Reporting	Select this option to make the budget available for reporting. When this option is selected, the respective budget is available when you select the Use Detail Budget Group option on the General tab of the Profit Planning Monitor and Income Statement reports in Reporting > General Ledger.
Automatically distribute annual budgets	Click this option to distribute the amount entered in an account's Annual field evenly across all periods. You must select this option prior to entering the amount. DPS calculates the distribution after you enter a value in the Annual field and then move the cursor off the field.
Period Range	Enter a numeric range of periods to include in the current budget. For example if your periods coincide with calendar months, enter 1 in the first field and 12 in the second field to cover the entire year. By default, DPS includes 12 fields for the period range, 1-12. This range can be changed in Utilities. No matter what you enter for the period range, fields 1-12 remain visible and active. However, for functions such as distributing or compounding the annual budget, DPS uses the values that you enter in the Period Range fields. For example if you enter 1 and 3 in these fields and then select an account from the Budget grid and click Tools > Compound Annual Budget at 10%, DPS calculates the annual budget for three periods, and populates the appropriate values in Fields 1, 2, and 3 only.
State	This read-only field displays the state in the approval workflow (Start, In Progress, Approved, Rejected) of the general ledger budget.
Step	This read-only field displays the step in the approval workflow of the general ledger budget.
Distribute Annual	Click this option to divide the total budget amount (in the Annual field) by the number of periods and enter the result in each of the period fields.
Reset Annual	Click this option to add the total of all amounts in each period field for the selected account and enter the result in the Annual field.
Refresh Names	Click this option to restore the selected account name to the original name specified in Accounting Settings.

Budget Grid

Field	Description
Insert	Click this option to add an account to your budget. A new, blank row opens on the grid.
Delete	Select an account from the grid and click this option to delete the account from the budget.
Account	Enter an account number or select one on the Account lookup. You can also import accounts from the Income Statement, Balance Sheet, or another budget. If you use multiple companies, you can only select accounts to which the budget has access. A budget can access any account set up with the Available to all Companies option on the Accounts form (Settings > Accounting > Chart of Accounts), or any account to which the budget's associated organization and company have access. A budget is associated with an organization from the Organization field on this form, and each organization is associated with a company. Each account can be associated with any number of companies in the Company Access grid on the Accounts form in Settings.
Account Name	This field populates when you enter an account in the Account field. DPS uses the name of the account specified on the Accounts form in Settings. You can change the account name here, but that will not change the name in Settings. The name that you enter here displays on the printed budget.
Annual	Enter the total annual amount of the budget. You can enter this amount manually, or enter period-by-period amounts and click Reset Annual to have DPS calculate the resulting annual budget.
1-12	Enter a budget for each period in the year. You can enter these amounts manually, have them automatically calculated based on the annual amount, or copy them from the Income Statement, Balance Sheet, or another budget.
Reference	Enter an amount in this column if you want to track an amount associated with a budget line; for example, if you want to adjust a budget amount but still keep track of the original amount. The reference column can be used for many purposes, but is for display, only. It does not affect any calculations or distributions.
Notes	Enter notes about the selected account budget. This may include notes about changes to the budget or specific information for the individual reviewing the budget. This information does not print on any General Ledger report.