Editing budgets can be used to create a new budget or edit an existing budget. This article explains the steps to edit your budgets.
If you are creating a budget from scratch you may want to first consider using the Budget Factory.
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.
- Next, select your organisation budget consolidation setting by clicking on the yellow Consolidation Setting bar.
You will only need to choose 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 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.
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 create reforecasts.
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.
- 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.
- 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.
Note there is no save button because your data is automatically saved as you enter it.
- You can undo and redo your entries using the arrow buttons just above the budget entry grid.
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 desktop app) are still in development and will be added later in the year when completed.