Modify Budget Information

Modify Budget Information allows you to set up budgets for your accounts.

Filters

1. Use your level filters as desired. You can also use Account Range to select a group.
2. Select a Budget Revision period from the drop-down list if you want to alter the budget for that period.
3. Leave the Show Inactive Accounts check box unchecked (the default) to display only active accounts on the grid. This check box also affects the Budget export feature: if unchecked, only active accounts are exported.
4. Click the Search button to display the grid, the Reset link to undo all changes since the page was last updated, or the Cancel link to return to the main General Ledger page.

Note: Making changes using the Budget Revisions function does not change your original budget. Budget Revisions create a separate, secondary set of budgets that you choose to use in lieu of (or in addition to) your original budgets by selecting that option on the report. When entering a budget revision, you select the Adjustment % and whether to use the Original Budget or Revised Budget for the calculation, then click Apply to adjust the budget. Use Next and Previous to move between accounts, Done to save, Reset to undo changes, or the Cancel link to return to the main Budget Information page. Budget Revisions are available on the Budgeted Financial Report, Financial Spreadsheet, and Preliminary Budget Report.

Important: You must make a selection for each level before clicking the Search button. These filters cannot be blank.

Budget Grid

Use the Account History Column Options link to add historical budget columns to the Account History window. Access the Account History window by clicking the History icon in the History column. Hovering over the Chart icon by each account shows graphical representations of budget information. You can also check accounts you want to see, then select View Selected to view only those accounts in the grid.

The grid contains the following columns:

1. Account #
2. Name
3. Account Type
4. Distribution Type
5. Current Budget: If the Distribution Type is Annual, you can click the amount in this column and edit the Annual Budget. Click Update to change the budget, or the Cancel link to return without changing it. If the Distribution Type is not Annual, click the amount in this column to Edit (More Information).
6. Original Budget: This column appears only if you have selected a Budget Revision in the Filters area other than Original.
7. History: Click the History icon to display the Account History window.
8. VB: Place a check if this account has a variable budget.
9. Note: Hover over the Note icon to preview the note.

Note: Variable Budget accounts allow you to print any percentage of the budget when printing the Budgeted Financial Statement report. For example, when printing the report and changing the Adjust Variable Budgets field to 75% (meaning you have received 75% of expected revenue), accounts marked as variable budget recalculate to print only 75% of the original budget amount. The same applies if you receive more than expected (for example, 110%). The adjusted amount prints on the report only and does not change the actual budget amount on file.

1. Double-click an account in the grid or click the Edit icon to edit (More Information).

Import/Export Budget

1. Click the Import/Export Budget button to access a page where you can specify the levels from your account structure to export.
2. Optionally select Export to a single worksheet. When left unchecked, the export works in the traditional way (one worksheet per department).
3. Click the Export button to be prompted to download the BudgetExport.xlsx file, or the Cancel link to return to the Budget Information page. To edit budget information, open the downloaded file and make your changes.

Note: Three common mistakes when importing a budget are importing it to the wrong year, not entering income accounts as credits using the minus key in Excel, and adding accounts to the Excel budget that have not been added to your Chart of Accounts.

Enter the Periodic (monthly) amounts in each field corresponding to the period name. All budget figures import as "by Period" unless the amounts are evenly distributed across the periods, in which case they import as an "Annual" distribution type. Any rounding should be added to the first period. For example, if you enter $34.33 in each period and $34.47 in the first period, this account imports as an Annual budget of $412.

Note: Do not enter calculations in the Period fields, only numbers. If a value is given for any period, the distribution type will be "By Period" when no prior distribution type exists; this will not override an existing distribution type, and when the type is "By Period," the "Annual Budget" column is ignored. If no values are given for any period, the Annual Budget is evenly distributed across periods, with any remaining amount rounded to the first period.

Important: Budgets are entered for credit-balance accounts (Income accounts) in the program with positive amounts. In the spreadsheet, enter negative amounts for credit-balance accounts (Income accounts) so they import properly into the program.

1. Click the Choose File button when ready to import your edited BudgetExport.xlsx file.
2. Select the file, then click the Import button to begin the import process, or the Cancel link to return to the Budget Information page without importing.

Note: The Distribute Budget setting for imported budgets works as follows: if each period has the same budget amount, the system imports as Annual; if each period has the same amount except the first (and the first differs by five cents or less), it imports as Annual to account for rounding; if the first differs by more than five cents, it imports as By Period; if each period has different amounts, it imports as By Period; and budgets exported as By Defined % retain this setting when imported back into the system.

Update

The Budget Information - Update page allows you to edit the budget of the selected account. There are three tabs: Details, Attachments, and Notes.

Details Tab

1. Click the Column and Graph Options link to add historical information to the grid and/or graph. 
2. Hover over the Graph icon to view graphical representations of budget information for the selected account.
3. Select how you want to distribute the budget. 
4. Enter that information into the Annual Amount field or the grid, depending on the distribution method:
   • Annual: General Ledger divides the amount entered in Annual Amount evenly by the number of periods your company uses.
   • By Period: Enter the amount for each period, and the General Ledger calculates the annual budget.
   • By Prior Year %: Enter the Annual Amount, and General Ledger distributes amounts in the same percentages by period as last year's actual totals. Available only if prior year information exists.
   • By Prior Budget %: Enter the Annual Amount, and General Ledger distributes amounts according to the percentages from the prior budget. Available only if a prior budget existed.
   • By Defined %: Enter the Annual Amount, then enter the budget percent for each period.

Note: Both Income and Expense budget amounts are normally entered as positive numbers. Since Income accounts are Credit Balance accounts, their budgets are automatically stored as negative amounts so that reports calculate correctly. All amounts entered as positive display as positive for ease of viewing, and amounts can be entered as negative if needed. You may budget different accounts using any of the distribution methods.

Attachments Tab

The Attachments tab allows you to attach files from your device or scan images using the Scanner.Client.exe program. See the Attachments Help Page for detailed information.

Note Tab

1. Enter a note in the field provided if you wish.
2. Click the Next button to go to the next account or the Previous button to go to the previous account.
3. Click the Done button to save your budget changes, the Reset link to undo all changes since the page was last updated, or the Cancel link to return to the main Budget Information page.

Updated June 04, 2026 21:19