Budget Management

Finance teams need to compare planned spending with real accounting results. This module adds budgetary positions that group general accounts, budgets with a state workflow and budget lines tied to analytic accounts. Practical amount is computed from the accounting entries, theoretical amount from the elapsed period, and the achievement percentage compares them. It depends on Invoicing and serves accountants and budget managers.

1. 1

   Create budgetary positions

   Open Budgetary Positions and create a position with a name, the company and the general accounts it covers. Overlapping accounts are checked on create and write. Positions are reused by lines.

   • Fields: Name, Accounts, Company
   • Account overlap check
2. 2

   Create a budget

   Open Budgets and create one with name, responsible user, start and end dates. It starts in Draft and follows chatter. Company defaults from the user.

   • Fields: Budget Name, Responsible, Start/End Date
   • State: Draft
3. 3

   Add budget lines

   In the lines table add an analytic account, budgetary position, period dates and planned amount. Lines can also be created from the analytic account form. The line dates must lie in the budget period.

   • Fields: Analytic Account, Budgetary Position, Planned Amount
   • Analytic account shows its budget lines
4. 4

   Confirm and approve

   Press Confirm to submit and Approve to validate the budget. Approved budgets are those used for follow up. Reset to Draft returns it for edits.

   • Buttons: Confirm, Approve, Reset to Draft
   • States: Draft, Confirmed, Validated
5. 5

   Follow practical vs theoretical

   Lines show Practical Amount from posted entries, Theoretical Amount by elapsed time and Achievement percentage. Group totals are computed in list groupings. Use them to see over or under spending.

   • Practical Amount, Theoretical Amount
   • Achievement percentage
6. 6

   Open the entries

   Press Entries on a budget line to open the analytic entries behind the practical amount. The list allows drill down to the source. Accountants use it to explain variances.

   • Button: Entries...
   • Drill down to analytic lines
7. 7

   Close or cancel

   Press Done when the period ends or Cancel Budget for a confirmed or validated budget that is no longer valid. State is kept on lines as a related field. Multi-company rules limit visibility.

   • Buttons: Done, Cancel Budget
   • Multi-company record rules

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