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.
To open the Budget Editor screen click on My Workspace -> Budgets & Actuals.
Then, select the organisation you would like to enter budgets on from the drop-down.
Select a Budget Version
Calxa allows you to create multiple budgets. You might create additional budgets for scenario planning or to facilitate an approved budget that shouldn't change and current forecast that you update throughout the year. See the Manage Budgets help note for for more details but for now you need to choose which budget you would like to edit.
- Select the budget version you want to edit from the drop-down.
- The padlock state and colour indicate what years are locked from editing and what years contain data.
- Closed (2018): financial year is locked by an admin to prevent editing.
- Open (2019 & 2020): financial year is editable.
- Green (2018 & 2019): indicates what financial years have budget data.
- Grey (2020): indicates what years do not contain any budget data.
Select a Date Range
A single budget can span any date range. So now you need to choose what period you would like to edit. Choose from options A, B or C below.
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.
Select a Business Unit
In Calxa you may choose to budget at the overall organisation level or by business unit. Business Units are the cost centres that make up your organisation and are setup in your accounting system. For example MYOB Jobs, Xero Tracking categories or QuickBooks Classes are examples of Business Units.
- To budget at the Organisation Level (this is the default view) select the building icon on the left sidebar navigation.
- To budget by Business Unit click on the hamburger menu on the left sidebar navigation. If you budget by Business Unit you may wish to consider how your overall Organisation budget is calculated. See - Organisation Budget (Consolidation Setting) 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 without opening the full sidebar navigation. This will list business units nearest to the one you currently have selected. See arrow icons shown below.
Select View Options
View options is where you can choose simple display options like hiding empty rows or your account numbers.
- Click Options to display the options dropdown menu.
- The following view option are available.
- Show account numbers: shows or hides account numbers in the view.
- Show empty rows: shows or hides rows that are all zeros.
- Display numbers as: if you're working with large budget values this option allows you to display numbers as thousands or millions rounded to 1 decimal place.
Edit Budget Data
A spreadsheet view is now displayed based on the filtered and parameters chosen for the view.
You can now enter values directly in the cells provided.
Note: You can 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.
Changes are automatically saved but you can Undo if a mistake is made. These buttons are used for Undo and Redo or you can use the standard keyboard shortcuts (Ctrl + Z & Ctrl + Y).