Editing budgets can be used to create a new budget version or edit an existing budget. This article explains the steps to edit your budgets. You can manually enter budgets via the budget grid, copy budget figures from Excel, and copy columns/rows to other columns/rows.
If you are creating a budget from scratch you may want to first consider using the Budget Factory to quickly populate a base budget for editing. You may also want to import a budget from Excel if you already have created one there, have complex formulas best modelled in Excel, or have a large number of of business unit budgets to populate.
- Organisation Budget consolidation setting
- Select a budget version
- Date range selection
- View or Edit a Business Unit budget
- Add Budget Comments
- Copy Budgets from Excel into Calxa
- Copy & Paste Rows, Columns or Cells
- Copy & Paste a range of Rows, Columns or Cells
- Print your Budget
To open the Budget Editor screen click on My Workspace -> Budgets & Actuals.
- First, select the organisation you would like to enter budgets on from the drop-down.
Organisation Budget Consolidation Setting
Next, select your organisation budget consolidation setting by clicking on the yellow Consolidation Setting bar.
You will only need to apply this setting if you have business units in your accounting file (ie. jobs, tracking categories, cost centres, projects, departments).
- Select the business unit category you want to consolidate for budgeting and reporting purposes. In this example we've chosen Consolidate All Projects. If you prefer not to consolidate choose Don't Consolidate. Click Change Setting when done.
Many people budget at the cost centre/job/project/program level and then want to roll these budgets up to the organisation or overall budget. The Organisation Budget Consolidation Setting lets you configure how your organisation or overall budget will be calculated throughout the Calxa reports and dashboards.
So, if you budget by project you can set your Organisation Budget to always be the sum or consolidation of your all your Project budgets. Please see the Organisation Budget (Consolidation Setting) help note for further explanation of this feature.
Select a Budget Version
- Select the budget version you want to edit from the drop-down.
- Note the Auto-Budget (Last Year Actuals) version is a read-only budget version created for you by Calxa. It cannot be edited.
Please refer to the Manage Budgets help note for details about how to create, copy and delete a budget version as well as lock budget data and set your main budget version. These features are all available by selecting Manage Budgets from the drop-down list.
- NOTE: You should not create a new budget version for each year's annual budget. All years of an annual budget should sit within the same budget version. This will allow you to run reports and cashflow forecasts spanning across financial years. Additional budget versions are meant to be used for scenario planning or to reforecast.
- You can quickly see whether you have budget data populated in the previous year, current year or next year by looking at the padlocks to the right of the budget version name. When a padlock is green, there is budget data populated in that year in that version. When it is light grey there is no budget data.
When the padlocks are unlocked you can edit your budgets. If they are locked they are read-only and cannot be edited. You can unlock your budget via the Budget Manager screen. You can also see a padlocks view of all available years in the Budget Manager.
Date Range Selection
A - You can select any date range you'd like to display in the budget grid from the date drop-downs. It does not need to be a 12 month period.
B - Or you can select a common date range by clicking the calendar button shown in the image above.
C - The forward and back buttons will move you forward and backward by whatever time range you are looking at.
View or Edit a Business Unit Budget
- Click on the hamburger menu at the left to choose the business unit you'd like to edit (eg. jobs, tracking categories, cost centres, projects).
This step is not necessary when you are budgeting at the organisation level, as the organisation budget is displayed on the screen already.
Note: You can change the terminology/labels used for business units in Calxa and call them what you like. See the General Settings help note for details.
- Select the business unit you'd like to edit and its budget will open on the right.
- Note there is also a quick navigation option on the Budgets & Actuals screen which allows you to easily switch between business units.
You will see a short list of the nearest business units to the one you're currently viewing shown below the hamburger menu, with each business unit denoted by an arrow symbol >. Hover your mouse over the > symbol to see the business unit number and name. Click on the > to select to edit that business unit.
Click into an account line in the budget editor to begin entering your budget figures into the months.
You can also enter numbers into the Total column, if preferred. Calxa will distribute the total proportionately across all months in your selected date range based on the values that were already populated in the budget. This can help you retain seasonal fluctuations in monthly budgets. Entering 0 in the total column will clear all monthly amounts in your selected date range.
Add Budget Comments
Calxa allows comments to be added on detail accounts for each budget period, allowing you to make notations about your assumptions or to collaborate during your budget building process. Please refer to the Budget Comments help note to learn how to add comments.
Copy Budget figures from Excel into Calxa
If you have budget data in Excel (or other tabular/spreadsheet data), you can copy and paste it from there into the budget grid in Calxa. You can also copy data from Calxa back to Excel. This is feature is intended for smaller amounts of data.
Note: It will be much more efficient to import your entire budget spreadsheet to Calxa using the Import Budget feature if you have multiple business units to populate.
- To copy budget data from Excel to Calxa, highlight the range you want to copy. Note you can select a range of rows but cannot select and copy entire columns.
Note: The cell formatting on the range you copy should be set to either Number or General. Currency and Custom Formats will not work. Further to that, please ensure you do not include commas (1000 separator), as this will prevent the paste from working.
- Click Ctrl-C to copy, which will put a dotted line around the range.
- Go over to Calxa, then select the first cell where you want to paste the data (as described in the Copy a Range section below). Click Ctrl-V to paste.
Copy & Paste Rows, Columns or Cells
You can copy and paste a row or column into another row/column using the standard keyboard shortcuts (Ctrl+C to copy, Ctrl+V to paste). You can also cut a row/column and paste it into another row/column (Ctrl+X to cut, Ctrl+V to paste). Note: Buttons to cut, copy and paste will be added in a future release.
- To copy from one monthly cell to another, press Ctrl+C in the source cell to copy, then click into the destination cell and press Ctrl+V to paste.
- To copy and paste one column to another, click on the column header of the column you want to copy. The account rows below in that month's column will be outlined with an orange box to indicate they have been selected.
Scrolling to the very bottom of the column will reveal a 3 dots menu just below the column at right. There are actions available there to Copy and Cut the column. Paste will follow in a future release.
Actions available in the 3 dots menu:
Now press Ctrl+C to copy the column, or click the 3 dots menu and select Copy as shown just above, then click into the header of the column you want to copy into to select that column. An orange box will outline that column. You will see a dotted orange box around the column you are copying.
Press Ctrl+V to copy the column. When finished, you will see the values copied into the 2nd column.
The steps to copy a row are identical to a column, except with rows you click on the left of the account row to select it.
To cut a row/column, first select it as described above, then press Ctrl+X to cut. A dotted line will appear around the row/column you've cut.
Next click on the account name/column header you want to paste into and press Ctrl+V. When done, the row/column it was cut from will be empty, with the values appearing in the destination row/column.
Copy & Paste a Range of Rows, Columns or Cells
In addition to single rows/columns/cells, Calxa also allows you to copy a range of rows, columns or cells, using the same method as described in the steps above.
- For example, to copy a range of rows, click your mouse at the left on the first account name in the range, then drag your mouse down the account name column to the last account you want to include. The entire row for each account in the range will be highlighted with an orange box, as shown below.
- Now press Ctrl+C to copy, then move your mouse to the first account in the range where you want to copy. A orange box will outline only the top line of that range.
- Press Ctrl+V to paste. The entire range you copied will be pasted to the new range.
Use the same sort of steps as noted above to copy a column range. You can cut & paste a range using the same process as well (with Ctrl+X to cut).
Please note budget data is automatically saved as you enter it, so there is no Save button.
- You can undo and redo your entries using the arrow buttons just above the budget entry grid.
Ctrl+Z and Ctrl+Y will also allow you to undo/redo.
Please see the Budget Factory help note for information about how to create a budget or forecast using the Budget Factory tool.
Budget calculations (previously known shortcuts in the legacy desktop app) will be added later this year.
Print your Budget
To print your P&L budget, use the P&L with Projected Total (12 months) report template. This report can be used to report on business units as well as the total organisation. For full instructions please see this help note.