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Main Menu > General Ledger > Maintenance > Budget/Forecast Entry Maintenance |
G/L Budget/Forecast Entry/Maintenance allows users to enter, import or automatically calculate budgets or forecasts for cost centres and general ledger accounts.
G/L Budgets are usually calculated and set at the beginning of a financial year and are not altered throughout the financial year. G/L Forecasts are usually calculated and set at the beginning of a financial year and are updated throughout the financial years as trading conditions change.
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G/L Year - The Accounting Year the budgets or forecasts are being entered/maintained for. Clicking the drop down allows users to select a different accounting ledger year. |
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Budget Type - The Budget Type, either Budget or Forecast, that are being entered/maintained. |
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Auto Calculate (F5) - Opens the Budget/Forecast - Auto Calculate screen allowing users to automatically calculate a budget/forecast. The Auto Calculate option will calculate budgets or forecasts for either a single G/L Account and Cost Centre, for all G/L Accounts for a single Cost Centre, for all Cost Centres for a single G/L Account, or for all G/L Accounts and Cost Centres depending on what is filled out in the Account and Cost Centre fields. Please refer to Auto Calculate G/L Budgets and Forecasts for more information. |
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Edit in Excel - Allows users to edit the budgets or forecasts in a spreadsheet and reimport any changes. All entries for the selected G/L Year and Budget Type are exported regardless of what is entered into the Account and Cost Centre fields. |
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Account - The general ledger account the budgets/forecasts are being entered/maintained for. Leave blank when using the Auto Calculate option to calculate budgets for all G/L accounts. Cost Centre - The general ledger cost centre the budgets/forecasts are being entered/maintained for. Leave blank when using the Auto Calculate option to calculate budgets for all G/L cost centres. |
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Period/Trading Days - Displays the names of the accounting periods within the selected G/L Year and the number of trading days in brackets for each period as set up in Non-Trading Day Entry/Maintenance. |
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Budget Amount - The budget/forecast figures for the selected G/L Year, Budget Type, Account and Cost Centre for each period in the selected G/L Year.
NOTE - When entering budgets for Equity, Liability and Revenue Accounts, budget/forecast figures can be entered as positive values (instead of negatives as would be expected for these types of accounts) as the signs are automatically reversed when recorded. Where this occurs, a notation on the screen is displayed to alert users.
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Actual (T/Yr) - The actual balances/figures for the selected Account and Cost Centre in the selected G/L Year. Actual (L/Yr) - The actual balances/figures for the selected Account and Cost Centre in the year prior to selected G/L Year. |
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Total for Year - Displays a total for the budget/forecast figures, and the Actual this/last year figures. |
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Save - Saves the entered budgets/forecasts Cancel - Clears the screen of the budgets/forecasts for the selected Account and Cost Centre Delete - Deletes the budgets/forecasts for the selected Account and Cost Centre Listing - Provides a list of the current budgets/forecasts for the selected G/L Year and Budget Type |
Auto Calculate G/L Budgets and Forecasts
Budget/Forecast Auto Calculate screen allows users to automatically calculate budgets or forecasts. There are four scopes that budgets/forecasts can be automatically calculated for. 1.If the Auto Calculate (F5) option is used when no Account or Cost Centre has been entered, the budgets/forecasts will be calculated for ALL accounts and cost centres and the below message will be displayed. 2.If the Auto Calculate (F5) option is used when an Account has been entered but a Cost Centre has not been entered, the budgets/forecasts will be calculated for the single account specified for ALL cost centres and the below (or similar) message will be displayed. 3.If the Auto Calculate (F5) option is used when an Account has not been entered but a Cost Centre has been entered, the budgets/forecasts will be calculated for the ALL accounts for the specified cost centre and the below (or similar) message will be displayed. 4.If the Auto Calculate (F5) option is used when both an Account has been entered and a Cost Centre has been entered, the budgets/forecasts will be calculated for the single account and cost centre and no message will be displayed.
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