Deltek Vantagepoint Help

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Budget Tab of the General Ledger Budget Form

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

Header Fields

Use the header fields above the Actions bar to search for budgets, create new budgets, or enter the name of a new budget.

Field Description
General Budget search Use the search fields to find and select a budget that you want to review or update.

For information about creating and using searches, see the Search Vantagepoint help topics.

x of x Use these arrow icons to scroll through the records and open a different record on the form. The numbers indicate which record you are viewing out of the total number of records in the search results.
+ New Budget Click this option to create a new budget. A blank form opens with the appropriate fields enabled.
Budget Name Enter the name of the budget at the upper left of the form, or click to edit an existing name. Each budget must have a unique name. For example, you cannot have a budget named CORPORATE with a budget year of 2018 and another budget named CORPORATE with a budget year of 2019.

Actions Bar

Click the buttons on the Actions bar to quickly access commonly performed actions.

Field Description
Save Save your entries on the General Ledger Budget form.
Submit Submit the budget for approval.
Unsubmit Retract a submitted budget. This option is available if the budget is not yet approved.
Approval Options Approval options are available when the approval workflow for the budget is enabled, it was submitted, and you have the appropriate approval role. If only a single action is available, it appears on the Actions bar. If more than one action is available to you, use the drop-down menu to choose from the options:
  • Approve: Approve the budget and add a comment.
  • Reject: Reject the budget and add a comment, such as the reason why the budget was rejected.
  • Reassign: Open a dialog box where you can add the approval assignment to an additional user or move it to a new user.
  • Reopen: Reopen a budget that has been previously approved. You can also add a comment, such as the reason for reopening the budget.
  • Restart Approval: Approve a budget that has been revised.

Click the Other Actions option to choose other tasks.

Field Description
Copy Click this option to copy the currently displayed budget. A new form displays with some of the fields populated with the existing budget information. Specify a unique name for the budget and edit the remaining fields with the new budget's information.
Import Accounts Click this option to import accounts from the Balance Sheet, the Income Statement, or another budget.
Copy Amounts Click this option to copy annual and period budget amounts from the Income Statement, Balance Sheet, or another budget to the current budget.
Print Click this option to preview a copy of the G/L Budget report, which you can then print.
Delete Click this option to delete the budget from the database.
Show Approvals Timeline Click this option to show the Approvals Timeline on the Budget tab.

Approvals Timeline

The Approvals Timeline gives you a picture of the approval workflow. Each workflow step is represented by a status indicator icon on the timeline, along with text that shows who completed each action and the date on which they did so. Click each icon to display an info bubble that contains additional details for the workflow status, such as assigned and due dates, assigned approvers, and so on. If the timeline contains more steps than can display on your screen, click and to move back and forth along the timeline.

Possible timeline status indicators are:

Field Description
Awaiting Submit This status indicates the record has been saved but no further approval workflow steps have been taken. When the status is Awaiting Submit, you can modify, delete, or submit the record.

If appears next to on the timeline, this indicates that the record has been either rejected or returned. You can click to scroll the timeline and see the previous action.

Submitted This status indicates that the record was submitted.
Awaiting Approval This status indicates that the record is awaiting approval. When the status is Awaiting Approval, you can unsubmit, reassign, reject, or approve the record if you have the appropriate rights to perform these actions based on the approvals workflow.
Approved This status indicates that the record is approved for a workflow step, but approvals are still needed for additional steps. When a record is approved, it cannot be edited or deleted.
Reviewed This status indicates that the record was returned and you have permission to modify it. The record's status changes to Awaiting Submit.
Rejected This status indicates that the record was rejected. The record's status changes to Awaiting Submit.
Completed This status indicates that the record was final approved and all steps of the approval workflow are complete.

Budget Settings

Field Description
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 the 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.
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, Vantagepoint includes 12 fields for the period range, 1-12. You can change this range in Utilities > Period Setup. 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, Vantagepoint 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 Other Actions > Compound Annual Budget at 10%, Vantagepoint calculates the annual budget for three periods, and populates the appropriate values in Fields 1, 2, and 3 only.

Notes Use this field to record general notes about the budget. To change the text formatting, expand the Notes toolbar and use the Text Editor. This field 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 check box to make the budget available for reporting. When this option is selected, the respective budget is available when you select the Detail Budget option on the Options tab of the Profit Planning Monitor and Income Statement reports in My Stuff > Reporting > General Ledger. When this option is not selected, no reports are available. This is useful when you are creating preliminary draft budgets that do not require reports.
Automatically distribute annual budgets Select this check box 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. Vantagepoint calculates the distribution after you enter a value in the Annual field and then move the cursor off the field.

Budget Grid Toolbar

Field Description
Click this icon to maximize or minimize the Budget grid.
Click this icon to export the grid data to a .CSV file format.

Budget Grid Actions Bar

Field Description
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.
Compound Annual Budget Click this option to create a budget in which period amounts are compounded by either a percentage or a fixed monetary amount.
Adjust Budget Click this option to adjust your annual general ledger budget by increasing or decreasing the budget for each period. You can adjust the period amounts by a percentage or a fixed monetary amount.
Refresh Names Click this option to restore the selected account name to the original name specified on the Accounts form (Settings > General Ledger > Chart of Accounts).
Selection Check Box Select the row before applying actions from the grid toolbar.

Budget Grid Fields

Field Description
Account Enter an account number or select one on the Account Lookup dialog box.

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 > General Ledger > 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. Vantagepoint uses the name of the account specified on the Accounts form in Settings > General Ledger > Chart of Accounts. 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 Vantagepoint 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. To change the text formatting, click and use the Text Editor. This field 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.
Options Click at the right end of a row to select the following options:
  • Copy: Copy the selected row.
  • Delete: Remove the selected account from the budget.
+ New Row Click this option to add an account to your budget. A new, blank row opens on the grid.