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Preparing Budgets

This job aid contains instructions related to managing budgets in MYOB Acumatica.

Adding Nodes to a Node

  1. Open the Budget Configuration (GL205000) form.
  2. In the Budget Tree pane, click a node, which can be the root node or any other node.
  3. In the Subarticles pane, for each node to be added to the selected node, do the following:
    1. Click Add Row on the table toolbar.
    2. In the new row, select the check box in the Node column.
    3. In the Description column, type a name for this new node.
    4. If the node should contain leaf articles with similar accounts, in the Account Mask column, enter the account mask and use ? as the wildcard character.
      1. The Preload Articles dialog box will use this mask to determine the accounts that start and end the range of accounts for generating account-subaccount pairs.
      2. If the node should contain leaf articles with similar subaccounts, in the Subaccount Mask column, enter the subaccount mask and use ? as the wildcard character.
      3. The Preload Articles dialog box will use this mask as the default mask for subaccounts to generate account-subaccount pairs.
  4. Click Save on the form toolbar.

In the Budget Tree pane, the new nodes from the list appear as nodes under the selected node.

 

Adding Similar Leaf Articles to a Node

  1. Open the Budget Configuration (GL205000) form.
  2. In the Budget Tree pane, select the node to which you want to add leaf articles.
  3. Click Preload Accounts on the table toolbar of the Subarticles pane. This opens the Preload Accounts dialog box.
  4. In the dialog box, specify the range of accounts by selecting the accounts that start and end the range in the Account From and Account To boxes.
  5. Click OK in the dialog box. The system will generate all pairs by using only the accounts listed on the chart of accounts and all the subaccounts that are combinations of subaccount segment values allowed by the mask.
  6. Review the list of budget articles and remove the account-subaccount pairs you do not need for this node.
  7. Click Save on the form toolbar.

Adding Miscellaneous Leaf Articles to a Node

  1. Open the Budget Configuration (GL205000) form.
  2. In the Budget Tree pane, select the node to which you want to add leaf articles.
  3. In the Subarticles pane, for each leaf budget article to be added to the selected node, do the following:
    1. Click Add Row on the table toolbar.
    2. Clear the Node check box in the new row.
    3. In the Account column, select an account for the budget article.
    4. If required, in the Subaccount column, select a subaccount for the budget article.
    5. In the Description column, type a name for this new article.
  4. Click Save on the form toolbar.

Adding Leaf Articles with Aggregation

  1. Open the Budget Configuration (GL205000) form.
  2. In the Budget Tree pane, select the node to which you want to add an aggregating budget article.
  3. In the Subarticles pane, for each aggregating article to be added to the selected node, do the following:
    1. Click Add Row on the table toolbar.
    2. Clear the Node check box in the new row.
    3. In the Account column, select an account that defines the article.
    4. If required, in the Subaccount column, select a subaccount that (along with the selected account) defines the article.
    5. In the Description column, type a name for this new budget article.
    6. If the article should aggregate the amounts over the articles with similar accounts, in the Account Mask column, enter the account mask, and use ? as the wildcard character.
    7. If you are creating a node that will contain leaf articles with similar subaccounts, enter the subaccount mask in the Subaccount Mask column, and use ? as the wildcard character.
  4. Click Save on the form toolbar.
    This new article does not appear under the selected node in the Budget Tree pane, because it is a leaf article.

Opening the Budgets form

  1. Open the Budgets (GL302010) form.
  2. In the Branch box, select the branch for which you want to prepare this budget.
  3. In the Ledger box, select a ledger for this new budget.
  4. In the Financial Year box, select the budget year.
  5. Select the Tree View check box to also view the Tree pane.
  6. If you want to load the data for the entire budget, in the Budget Tree pane, select the root node. (If you want to load the data for only a particular node, select the node.)
  7. On the form toolbar, click Preload Articles.
  8. On the first page (Step 1) of the Preload Budget Articles Wizard dialog box, in the Branch box, select the branch whose data you want to load.
  9. In the Ledger box, select the ledger from which you want to load the data.
  10. In the Financial Year box, select the year whose data you want to load.
  11. In the Multiplier box, specify whether you want to load the data without changes (100%), with an increase (>100%), or with a decrease (<100%) of the values of the data.
  12. Click Next to open the next page of the wizard (Step 2).
  13. In the Account From box, select the account to start the range of accounts for loading into the selected node.
  14. In the Account To box, select the account that ends the range of accounts to load.
  15. In the Account Mask box, specify the mask to select only specific accounts from the range.
  16. If needed, in the Subaccount Mask box, modify the mask to select only specific subaccounts.
  17. Click Next to open the next page of the wizard (Step 3).
  18. Select one of the following options:
    1. Update Existing Articles Only: To load the data for only the articles available in this node and the nodes within this node.
    2. Update Existing Articles and Load Nonexistent Articles: To load the data for the articles available in this node and to add the articles not available in this node and load the data for them.
    3. Load Nonexistent Articles Only: To add the articles that are not listed in the selected node and load the data for them.
  19. Click Finish to close the wizard.
  20. In the table, review the amounts of the budget articles.
  21. Click Save on the form toolbar.
  22. Distribute the amounts over the financial periods in all budgets by performing the following steps:
    1. In the Budget Tree (left) pane, select the root node.
    2. In the Budget Articles (right) pane, click Distribute on the table toolbar. The Distribute Year Amount by Periods dialog box opens.
    3. In the Distribution Method box, select Evenly to distribute equal amounts to all periods.
    4. Select the Apply to All Articles in This Node check box to perform distribution for all articles in the selected node.
    5. Select the Apply to Subarticles check box to perform distribution within other nodes of the selected node.
    6. Click OK to close the dialog box and to perform the distribution.
    7. If needed, adjust the period amounts manually. Make sure the article's amount is equal to the distributed amount.
  23. Click Save on the form toolbar.

Comparing a Budget to Another Budget

  1. Open the Budgets (GL302010) form.
  2. In the Branch box, select the branch for which the budget you want to compare is prepared.
  3. In the Ledger box, select a ledger for this budget.
  4. In the Financial Year box, select the budget year.
  5. In the Compare to Branch box, select the branch whose data you want to compare with the budget data.
  6. In the Compare to Ledger box, select the ledger whose data you want to compare with the budget data.
  7. In the Compare to Year box, select the financial year whose data you want to compare with the budget data.
  8. On the form toolbar, click Save.
  9. In the form table, compare the budget articles for the selected budgets.

 

Releasing Budgets

  1. Open the Release Budgets (GL505510) form.
  2. Do one of the following:
    1. To release all budget articles, click Release All on the form toolbar.
    2. To release only selected budget articles, select each budget article you want to release by selecting the appropriate unlabeled check box, and on the form toolbar, click Release.

 

Revising a Budget

  1. Open the Budgets (GL302010) form.
  2. In the Branch box, select the branch for which you want to prepare this budget.
  3. In the Ledger box, select a ledger of the Budget type for this new budget.
  4. In the Financial Year box, select the year of the budget you want to revise.
  5. Modify the amounts over the financial periods in each budget as follows:
    1. In the Budget Tree (left) pane, select the node for which you want to change the budget.
    2. In the Amount column of the Budget Articles (right) pane, change the amounts for the articles of the budgets you want to modify.
    3. In the Budget Articles (right) pane, click Distribute on the table toolbar.
    4. In the Distribute Year Amounts by Periods dialog box, select Evenly to distribute equal amounts to all periods.
    5. Select the Apply to All Articles in This Node check box to perform distribution for all articles in the selected node.
    6. Select the Apply to Subarticles check box to perform distribution within other nodes of the selected node.
    7. Click OK to close the dialog box and perform the distribution.
  6. On the form toolbar, click Save.
  7. Open the Release Budgets (GL505510) form to release the modified budget articles.