GL Budget What-If Analysis window

GeneralLedgerCS > General Ledger > Chart of Accounts menu > GL Budget What-If Analysis window

Use this window to analyze different budget scenarios and save existing or new budget codes. To access this window, you must have rights to Budget Management. To save a budget, you must have rights to Manage Budgets/Expense Controls.

Budget Code

Use the Lookup to choose an existing budget or enter a new Code if you want to create a new budget. You can open an existing budget, make changes, and then save it as a new Budget Code.

Description

If you chose an existing budget, this field will fill with the description. If you are creating a new budget, enter the description.

Year

Change the year to update the values in the grid to match the budget values from that year. If the year you choose does not have a budget, the grid will show zeros.

(Fund product only) If the fiscal calendar or the calendar for any fund in the budget crosses years, this label will show the year range.

Increase/Decrease Selected Amounts By

Enter a percentage (-100 to 1000) to adjust the amounts in the grid up or down. When you select one or more editable cells in the grid and click Apply, the amounts in the cells you selected will adjust based on the percentage. You can only apply this percentage adjustment to the annual Anticipated and Period Anticipated fields.

Apply

Click this button to adjust the budget values based on the Increase/Decrease Selected Amounts By percentage.

Create new budget / Update current budget

Choose if you want to create a new budget or update a current budget. You can only update a current budget if the following is true:

• You have an existing budget open in the grid

• The year is not before the start of the organization’s fiscal calendar

• The year is not before the start of the budget

• The year is not more than one year past the end of the budget

If you switch from Create to Update, you might lose the changes you made in the budget grid.

Clear

Click this button to clear all the data in the grid.

Budget Grid

The grid shows all the accounts in your budget. You can add new accounts by clicking the blank row at the bottom of the grid and choosing a valid revenue or expense account.

To delete a row, right-click on the row you want to delete and choose Delete Row. If you’re updating an existing budget, this only removes the account from view, it does not actually delete it out of your budget.

If you save a new budget, the budget will include only the accounts you see in the grid.

Account Number

This column shows the GL account number for the row. You cannot edit this column, but you can add new account numbers by using the Lookup on the blank row at the bottom of the grid.

Description

If the GL account has a description, it appears here.

Fund Start (Fund product only)

This is the month the fund’s fiscal calender starts. Hover over the grid cell to see a tooltip showing the date range of the fund calendar.

Annual

If you are updating a budget, this check box is disabled unless you’re adding a new row.

If you are creating a new budget, choose if you want each row to show an annual or periodic budget. The annual amount for the row equals the sum of the periods. When you save the new budget, only the annual amount will be saved on rows with this check box selected.

Anticipated

This is your budget amount and is always editable. If you change any of the period amounts, this value will adjust accordingly.

Actual

If there is account history, this column shows the Net Amount for the year. You cannot edit this field.

Encumbered (Fund product only)

If there is account history, this column shows the encumbered amount for the year. You cannot edit this field.

Remaining

For Business product users, this amount is calculated by Anticipated - Actual. For Fund product users, this amount is calculated by Anticipated - (Actual + Encumbered). You can edit this field and the Anticipated amount will adjust accordingly.

Percent of Anticipated

For Business product users, this amount is calculated by Actual / Anticipated. For Fund product users, this amount is calculated by Actual + Encumbered) / Anticipated.

If the Actual amount is a positive number, you can edit this field, and the Anticipated amount will adjust accordingly.

Period 1 -13 Anticipated

This column shows the current budget amounts for each period. If you change these amounts, the Anticipated amount will adjust accordingly. If you select the Annual check box for this row, these values will not be saved when you save the budget. You can only change amounts for current or future periods.

Hover over the grid cell to see a tooltip showing the date range of the period. (Fund product only) If you have different calendars for different funds, these will show the dates for each fund row.

Total Revenue

This is the total anticipated amount for the revenue rows in the budget grid.

(Fund product only) If you have funds with different start dates, this total will not appear.

Total Expenses

This is the total anticipated amount for the expense rows in the budget grid.

(Fund product only) If you have funds with different start dates, this total will not appear.

Net Profit

This field shows the Total Revenue - Total Expenses.

(Fund product only) If you have funds with different start dates, this total will not appear.

Profit Percent

This field shows Net Profit / Total Revenue as a percentage.

(Fund product only) If you have funds with different start dates, this total will not appear.

Click this button to print a copy of your What-If budget.

Save to Budget

You must have security rights to manage budgets to access this button. If you are updating an existing budget, click this button to save changes to the budget. If you are creating a new budget, click this button to open the Save to Budget window where you can enter a new Budget Code to save.