The Budget Manager in Calxa allows you to create new, and copy existing, budget versions. Additional budget versions can be used to look at new scenarios or prepare a reforecast for the remainder of the year. This is also where you can 'lock' your budget data to prevent it from being edited.


Contents


Open Budget Manager


To open the Budget Editor screen click on My Workspace -> Budgets & Actuals.


Navigation to Budgets & Actuals screen



  1. Select the organisation you want to work with from the drop-down.

    Select Organisation


  2. To go to the Manage Budgets screen, click on the drop-down next to the budget version and padlocks.

    Navigation to Manage Budgets screen


  3. Select Manage Budgets from the drop-down.

    Manage Budgets selection
    Note you can go directly to creating a new budget version by selecting Create New Budget from the drop-down. This feature is also available in the Budget Manager screen.



Create a new 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.


  1. First, open the Budget Manager.

  2. The Budget Manager screen is shown below. To create a new budget version, click on the + New Budget button.

    Create a new budget version

  3. The new budget version will appear at the bottom of the list and will be named Budget version (or Budget version 1 if you already had a version with this name). It will be a blank version with no data populated.

    You can now enter budget data by manual entry, using the Budget Factory or by importing from a spreadsheet.

    New budget version

  4. To rename a budget version, click into the name section. The orange line underneath the name will go dark orange, indicating that you can edit it. Type in the new budget version name and then click Save Changes.

    Rename budget version 2
     

Copy a Budget Version


When creating a new budget scenario or reforecast, you may prefer to copy an existing budget version with data rather than create a blank budget version.


First, open the Budget Manager


Click on the ellipsis to the right of the budget version you want to copy and select Copy budget. This will make a full copy of the budget version, including all financial years' and all business units' data.


Copy Budget Version



Delete a Budget Version


First, open the Budget Manager.


To delete a budget version, click on the ellipsis to the right of the version you want to delete and select Delete budget


*Note there is no save button or pop-up box asking you to confirm the deletion, your budget will be automatically deleted after you select Delete budget.


Delete a Budget Version


Selecting Delete budget will delete the entire budget version including all financial years' and all business units' data.



Set Main Budget Version


You may choose to change your main budget version before using the Budget Factory to create a reforecast or do scenario planning. The Budget Factory allows you to create an annual reforecast based on YTD actuals + budgets for the remainder of the year. The Budget Factory uses your main budget version for the budget source data.


First, open the Budget Manager


Click on the ellipsis to the right of the budget version you want to make your main budget version and select Set as main budget.


Set Main Budget Version



Note: The budget version that is already set as the main budget will not have the Set as main budget option available in its drop-down.



Lock Budget Data


You can 'lock' your budget data to prevent it from being edited. It is a good idea to lock your budgets because they may be inadvertently edited or deleted when running the Budget Factory or importing budgets from spreadsheets if a user selects incorrect criteria. A new or untrained user could also manually edit the budget via the edit budget screen. 


First, open the Budget Manager.


You can quickly see what years have budget data populated 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.


You can see more years by clicking on the arrow buttons to the left and right of the years displayed.


Scroll bar to display budget years



To lock your budget data, click on the padlock symbol to the right of the budget version name you want to lock. You will need to click the padlock under each year you want to lock.


Padlock to lock budget data


After you click a padlock, you will see it change from the unlocked padlock image to a locked padlock.



To unlock budget data, click on the locked padlocks as needed. The images will be updated to show an unlocked padlock.

Locked budget data



Click the Save Changes button.


Save Changes