Budgeting

Prerequisites

For a User to be able to create and update the budgets and budget templates, or so that they only have access to update budgets from existing templates or create a budget from a previous budget, then they must have the Budget Supervisor V2 User role assigned - see User roles.

Budget Supervisor V2
- This User role will have access to:
  - Create budget templates
  - Create new budgets
  - Create a budget from a template
  - Create a budget from a previous budget
  - Update budget templates

How to view Budgets

Viewing Budgets

View all Budgets
View Individual Budgets

Select Budgeting / Budgeting from the Main section of the pulse menu -

Note

This is an example screen shot of the pulse menu.

Position of the menu items within pulse will vary according to available options and dependant on personal screen resolution.

or from the Main Menu select Budgeting then Budgeting -

or enter Budgeting in the Quick Launch Side Menu.

This will then show the Budgets on the system where normal customisation of Sets can be used.

Selecting Tree will show a breakdown of Budgets along with any associated Forecasts, Duplicates or Revisions.

Tip

To modify the columns displayed, select icon on the top right of the page, then tick/untick the information you want to hide or display. Select the icon to sort these in alphabetical order.

The following Default fields will show.
- Status (Draft, Pending authorisation, Finalised, Closed)
- Name
- Description
- Account structure
- Period
Other fields are available via the icon.
- Approved on
- Archived date
- Attributes
- Code
- Created date
- Currency
- Financial year group
- Last modified
- Last modified by
- Legal entity
- Special periods included
- Version
Any column customisations of settings will remain when logging out and back in again.

How to create a new Budget

Creating Budgets

Select Budgeting from one of the options as shown above in Viewing Budgeting.
Select New.
From the budget wizard, select one of the following options on Create.
Select the Budget from the drop-down list of previous budgets.

Select the Budget template from the drop-down list of available templates.

Select Next.
Enter the Budget details.
- Name: Mandatory free text field (100 characters).
- Code: Mandatory unique free text field (50 characters).
  
  Note
  
  Code must be unique for new budgets throughout iplicit.
  
  If the Code is not unique, then when the Next button is selected the following message appears.
  
  Please enter a unique code
- Currency: Select currency from dropdown options.
- Financial year group: Select group from dropdown options.
- Financial year: Select year from dropdown options.
- Include special periods: Tick box to include special periods - default is unticked.
- Legal entity: Select from dropdown options.
  
  Only Legal entities that the User has access to will be available. Legal Entity access is configured via DAC.
  
  Note
  
  Only Legal entities with the same currency as selected in the currency dropdown and those that are in the Financial year group selected will be shown.
  
  Locked Legal entities will not show.
- Description: Optional free text field (250 characters).
Select Next.

There is also the option to return to the previous screen by using the Back option.
From the dropdown options, select one of the accounting structures that the customer has set up within iplicit.

A read only view of the accounts of the selected structure will show with expand and collapse options to see more details.
Select Next.
The next screen allows the selection of an attribute if required to budget at that level. This step is optional. Select Skip if no attribute is required.

Select the dropdown option to show the attributes that have been set up in iplicit i.e. Cost centre, Department, Project.

Once an attribute has been selected it will show a table with all the relevant values as set up in iplicit. The table will include the structure where Parent/ Grandparent exists.

A search option is available to limit the values returned.

All values will include a check box so that multiple items can be selected -
- Select all - shows a count of values selected
- or select individual values - shows a count of values selected
Select Next - Next button will only be available once a selection has been made.
Select the nominal accounts to budget against, so that reporting can be consistent.

Chart of account codes

These two sections show a list of the chart of account codes, relevant to the account structure that was selected. The top section shows accounts that use the selected attribute within the Chart of Account rule; the bottom section shows those that don't.

It includes any nesting and tree structures relevant to the attribute selected with tick boxes to be ticked if required.

There is also a search option and the normal 'Collapse'/'Expand' chevrons.

Chart of Accounts will include a check box so that multiple items can be selected -
- Select all - shows a count of Chart of Accounts selected
- or select individual Chart of Accounts - shows a count of Chart of Accounts selected
Other chart of account codes

This includes a list of all nominal accounts that are not included in the top section and, by default, will be in a collapsed state. The number of nominals selected will be shown in brackets.
- There is also a search option and the normal 'Collapse'/'Expand' chevrons.
- Accounts are displayed in a tree structure with tick boxes on the left.
- Where a grandparent is selected the parent and children will be marked as selected.
- Children accounts may be deselected; this will not deselect the parent/ grandparent.
- Where a child account is selected, the parent is not selected.
Select Go to review.
Review section shows all requirements entered and allows for any editing before the final creation.

Budget details
- Use side scroll bar to see all data.
Account details

Chart of Accounts
Select Create budget.

or select Create template ...

to create a template which will then be seen via the Budgeting templates finder menu.

How to create a duplicate Budget

Duplicating Budgets

Select Budgeting from one of the options as shown above in Viewing Budgeting.
Select and open the draft Budget to duplicate.
Select Duplicate from the option on Create- Forecast will be greyed out as it is only available on a finalised budget.
Next screen prompts for a unique code, and this has to be entered to be able to progress further.

Enter a Code, a new Description, then select Next.
Move through the Budget wizard and edit Budget details for this new duplicated budget.
Select Create budget and the Duplicated Budget will now show in the finder menu.

Warning

If there is already a finalised budget within the same group, then the following message will show, and you will be returned to the budget input page.

A finalised budget already exists for this Financial year group, period/s and legal entity/ies. Use the revision option to create a new finalised budget

How to edit Budgets

Budget editor

Select Budgeting from one of the options as shown above in Viewing Budgeting.
Select and open the Draft Budget to edit - The same screen will show once Create budget is selected from creating a new Budget.

If data has already been entered, then the Submit option will also show.
- Edit budget: This option opens a screen to allow values to be entered.
  - Enter Budget values manually in the appropriate cells.
    
    To add an amount into the budget which then copies to all adjacent cells, so they do not need to be entered individually, use the option on the Action Bar.
    
    Manual: Default option.
    
    Total spread: - Enter a value in the total column and it is divided equally across the periods.
    
    Spread across periods: Enter a value in a period column and it will be copied to all remaining columns.
  - Subtotals will show for groups if groups are shown.
  - Column titles show the financial year ...
    
    ... with a dropdown which opens a row below, showing the periods as set up in iplicit.
  - Final column shows the total for the financial year, showing the total for each row.
  - Opening up the tree structure, allows value input at grandparent/parent/child level.
  Select Save when value entry is complete.
  
  Note
  
  To discard any changes, there is the Discard option.
- Create: Selecting the option -
  - Duplicate:
  - Forecast: This is only available for Finalised budgets. It will be greyed out if the Budget is not the correct type for Forecast.
- Edit structure: Takes you back into the wizard to edit the budget layout.
  
  Warning
  
  If the create budget had been completed and had values added to the input page but not saved, once the Edit structure option is selected the following warning message will show.
  - Only allows for attributes or chart of account codes to be added or removed from the budget.
  - The description can be updated.
  - The user will not be able to edit currency, financial year group, financial period or legal entity. A new budget will need to be created to update these items as data could be corrupted or lost depending on changes made.
  - Submit: The Budget will be sent for approval as specified in the Authorisation workflows and will show as Pending authorisation.
  Tip
  
  Creating the Authorisation workflow -
  
  Select the Budgeting attribute.
  
  Selecting the Send to button allows the option to select the following -
  
  Authorisation roles
  
  User groups
  
  Individual users
  
  Available rules are -
  
  Attribute
  
  Cost centre
  
  Currency
  
  Department
  
  Financial year
  
  Financial year group
  
  Fund
  
  Last modified
  
  Last modified by
  
  Legal entity
  
  Project
  If an Authorisation workflow is not set up, then the Budget will be marked as Finalised.
- Lock/Unlock/Delete:
  
  Selecting the option enables you to -
  - Lock the Budget.
  - Unlock the Budget, if previously locked - If the Budget is Locked, then only the option will be available.
  - Delete the Budget, only if locked - If the Budget is Locked, then only the option will be available.
    
    A warning message will show to confirm deletion.
    
    Only Supervisor or Admin users will have the option to delete.
Buttons will vary depending on the status of the budget selected.
Shows the following Budget details:
- Budget name
- Financial year/Period range
- Description
- option allows exporting the data to Excel.
- options toggles to expand rows and columns.
- option configures how the budget information is displayed.
  
  Table view
  - By Attribute: The column on the left will be ordered by attribute selected and as per the setup in iplicit.
  - By account: The column on the left will be ordered by nominal account as per the setup in iplicit.
  Show actuals
  - Percentage Variance: include a column which shows the Actual amount and another column which calculates the Variance percentage.
  - Value Variance: include a column which shows the Actual amount and another column which calculates the Variance amount.
    
    Selecting any of these Actual amounts will open up a section below that displays the Invoices making up the value selected.
  Show attributes
  - This will show the selected attribute as a separate column.
  Show all groups
  - If ticked, this will show the groups as set up in iplicit for which ever view has been selected either by attribute or by nominal. If not ticked, then only the nominals will show.

Notes and Attachments on Budgets

Select Budgeting from one of the options as shown above in Viewing Budgeting.
Select and open a Budget.
Select the icon to add or show any Attachments - Bold icon means attachments are already added.

Any Attachments already added will show, or new Attachments can be added using the icon.

Select the icon to add or show any Notes - solid black icon means notes are already added.

Any Notes already added will show, or new Notes can be added using the icon.

Notes can be added to an individual Budget row for each legal entity - this option is not available when the Budget has the Consolidated option selected.

Select the icon to add or show any Notes for the selected line - solid black icon means notes are already added.

Any Notes already added for the selected line will show, or new Notes can be added using the icon.

Note

By default, an option Show notes in View options will be ticked.

Unticking this option will remove the icons relating to notes on the line items.

How view Finalised Budgets

Viewing Finalised Budgets

Select Budgeting from one of the options as shown above in Viewing Budgeting.
Select and open a Finalised Budget.

Action bar
Creating a Revision from an existing Budget, so that changes can be made to a Finalised budget, and when approved will replace the existing Budget.
1. Select Budgeting from one of the options as shown above in Viewing Budgeting.
2. Select and open a Finalised Budget.
3. Select Revision via the option on Create.
4. Enter a unique Code and a Description, then select Next.
5. Progress through the wizard to edit values for Account details, Attributes and Chart of Accounts.
6. Select Go to review, then Create budget if all is correct.
7. This Revision will now show on the Budgeting finder.
8. Select and open this Revision and Edit in the same way as a normal Budget.
Creating a Forecast from an existing Budget, so an estimation can anticipate the financial status for certain scenarios.
1. Select Budgeting from one of the options as shown above in Viewing Budgeting.
2. Select and open a Finalised Budget.
3. Select Forecast via the option on Create.
4. Enter a unique Code and a Description, then select Next.
5. Progress through the wizard to edit values for Account details, Attributes and Chart of Accounts.
6. Select Go to review, then Create budget if all is correct.
7. This Forecast will now show on the Budgeting finder.
8. Select and open this Forecast. Select Edit Forecast option on the Action bar.
9. Make changes to the budget input screen and then select Save on the Action bar.
This Forecast will now show on the Budgeting finder under the Finalised budget used to create this Forecast.
There is an option to mark the Budget as available for Budget checking, so that it is clear which budget is allocated for checking.
- The Budgeting section in Environment defaults needs to be set so that the appropriate methods and levels are used.
  - Budget checking method:
    
    This setting will determine if the budget checking on a Purchase order will use the Total budget or the Budget per period.
  - Budget checking level:
    
    This setting will determine if the budget checking looks at the Chart of account level, or the Attribute level in order to display the warning that a Purchase order is over budget.
This will then show on the Budgeting finder menu as a column named Check budget.

Warning

If another Budget is marked for Budget checking that has the same Legal entity(s) and Period(s) then the following error message is displayed.

Marking the Budget for Budget checking will not be possible.

Archived Budgets

Select Budgeting from one of the options as shown above in Viewing Budgets.
Select and open an Archived Budget.
- To view the Audit log, select View audit log via the option.
  
  For further Audit log details see How to view Audit Logs below.
- To remove the Budget from Archived state and return to Draft state, select Remove from Archive via the option.
- To delete the Budget, select Delete via the option.

How to Import Budgets

Importing Budgets

Select Budgeting from one of the options as shown above in Viewing Budgeting.
Select Import from Excel via the option.
Select Download Template.
- Selecting this option downloads an Excel Template.
- Open this template to add data to import, then save the template.
Enter the name of the Budget where the data will be imported to.
Enter the name of the Excel file holding the data to be imported.

Note

Maximum Excel file size is 20MB
Select Import.

How to view Audit Logs

Viewing Audit Logs

Select Budgeting from one of the options as shown above in Viewing Budgeting.
Select an individual Budget to view the Audit logs.
Select View audit log via the option.

This will then show an Audit log
Any Notes about the Audit log can be added.

Adding a note will be highlighted on the Budget finder menu with the icon.

Note

If the individual Budget is already selected and opened, then viewing the Audit log can also be seen via the option.