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Budget Analysis User Manual

1. Start End Main Account Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the first component of the account structure can be entered to further refine the range selection of the records to be used in the calculation of the percent or ratio Basis For example if you want to include in the percent or ratio Basis only the accounts whose first account component is in the range of 10100 to 12000 then enter 10100 and 12000 as the Start and End range respectively These fields may be left blank Start End Sub Account Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the second component of the account structure can be entered to further refine the range selection of the records to be used in the calculation of the percent or ratio Basis For example if you want to include in the percent or ratio Basis only the ac counts whose second account component is in the range of 100 to 300 then enter 100 and 300 as the Start and End range respectively These fields may be left blank Start End Division Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the third component of the account structure can be entered to further Budget Analysis User Manual 19 2 File Maintenance refine the range selection of the records to be used in the calculation of the percent or ratio Basis For example if you w
2. Step 2 In preparation for performing a sort selection process on the Account Balances information this step provides sequencing of data records by Account with no option to change the sequence at run time Step 3 This disposition type is used for all standard processing functions within General Ledger Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for Account Balances Under certain conditions records in the Budget Amounts and Budgets files will be added Updates to certain fields in the Budgets file will occur Option 2 Copy Budgets This function allows you to copy budget amounts by Budget Type and Fiscal Year from one set of budget records to another Budget type and or Fiscal Year The actual budget amounts may be copied or you may initialize all of the budget amounts to zero The following processing steps accomplish this job Step 1 This function allows you to enter the Budget Type and Fiscal Year to copy from and the Budget Type and Fiscal Year to copy to An optional percentage is provided so that you can increase or decrease the budget values for all records within the specified range The subsequent amounts can be rounded or budget values can be initialized The screen shown below allows you to enter parameters needed by the Copy Budgets utility 62 Budget Analysis User Manual U
3. Since the information contained in the APPX User Manual is not repeated in this or other manuals you should read it carefully prior to working with the system For questions about the computer hardware used at your installation please refer to the manuals pro vided by the hardware manufacturer Other Applications Budget Analysis requires General Ledger in order to operate and does not interface or interact with any other application 2 Budget Analysis User Manual General Information 1 Major Functions APPX Budget Analysis is designed to work with the General Ledger system Budget information can be compared with actual account balances to determine your company s financial status Budget infor mation is also available to the General Ledger financial statements processing functions where user defined reports can utilize it Major functions include e File Maintenance e Reports and Inquiry e Utilities e Graphs and Spreadsheets The features described in this manual are included in the APPX Budget Analysis application Any modification to the software or documentation is the responsibility of the consultant who makes the modification Application Features The Budget Analysis application provides you with the capability to create multiple sets of budgets for each account for each fiscal year For example you may have different versions for last year s bud get proposed budget revised budget and approved budget al
4. result are shown below E Do Not Specify Years if Deleting All Years E End Fiscal Year Less Than Start Fiscal Year E Years Must be Specified if Not Deleting All Years Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Step 2 In preparation for performing a sort selection process on the Budgets information this step provides sequencing of data records by Budget Type and Account with no option to change the sequence at run time Selection of data records is provided by Account and Account Component with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard processing functions within General Ledger Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for Budgets and Budget Amounts Records in the Budget Amounts and Budgets file will then be deleted Step 6 This step conditionally allows a job to branch forward or backward to any sequence number in the list of functions in the job 68 Budget Analysis User Manual Utilities Option 4 Generate Variable Budgets This function allows you to generate specific budget records according to their definition in the Vari able Budgets file You must specify what budgets are being generated and for what period or periods of time A list of modif
5. 18 Budget Analysis User Manual File Maintenance 2 Define the starting and ending account of the range that contains the value to which fixed per cent or computed ratio will apply For example suppose you want to establish a variable budget for salesperson 1 s expenses based on the ratio of salesperson 1 s revenue rev enue for all salespersons and you want to apply it to the budget for all salespersons ex penses In this case the Basis would be the budget for all salespersons expenses To set up this example you would enter the starting account in the range of salesperson expense ac counts in this field and enter the ending account of salesperson expense accounts in the End Account field And when the computation is complete you will have Expense Budget for Salesperson 1 Expense Budget for all revenue for 1 revenue for all Since the basis for the ratio is the Expense Budget for all the account range you should enter is the account s for the Expense Budget for all In this example you are allocating expenses to salespeople based on the percentage of revenue they generated Budget Unit Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry If you have selected a Balance Type of D for Budgets or U for Unit Balances then you must also enter a Budget or Unit Type This entry must be on file in the Types file
6. 31042 00 00 31042 00 88863 57821 00 31042 4040002000 Depreciation Expense Canadian 21212 00 00 21212 00 57889 30750 00 27139 4080000000 Salaries Expense 24754 00 00 24754 00 68961 58862 41 10098 4080000000MA Salaries Manufacturing 44135 00 00 44135 00 126481 98429 71 28051 4080000001WH Salaries Wholesale 35059 00 00 35059 00 101250 76633 20 24616 4080100000 Bonuses 00 00 00 00 x 4090000000MA Repairs and Maintenance Mfg 37066 00 00 37066 00 63180 42903 89 20276 4090000001WH Repairs and Maintnc Wholesale 10888 00 00 10888 00 18809 17446 29 1362 4100000001MA Promotion Advertising Mfg 16326 38 00 16326 38 35454 21450 00 14004 4100000001WH Promotion Advertising Wholesl 10773 62 00 10773 62 21846 17400 00 4446 4110000000 Travel and Entertainment 26167 00 00 26167 00 61317 22661 05 38655 4110000001MA Travel amp Entertainment Sales 19047 00 00 19047 00 57141 24530 41 32610 4120000000 Tax Expense Corporate 7777 00 00 7777 00 17820 15300 00 2520 4120000001 Tax Expense Sales Outlets 6077 00 00 6077 00 14101 50456 29 36355 4130000000 Insurance Expense 00 00 1000 00 1000 00 1000 4130002000 Insurance Expense Canadian 2566 00 50 80 2566 2515 20 50 4140000000 Interest Expense 18742 00 00 18742 00 56190 37448 00 18742 4150000000 Utilities Corporate 00 00 00 00 4150000001 Utilities Sales Outlet 11967 00 00 11967 00 32533 16699 66 15833 4160000000 Direct Labor 37307 00 00 37307 00 104281 10
7. Account denominator Budget Unit Type De nominator Start Components and Denominator End Components Budget Analysis User Manual 33 2 File Maintenance A sample output is shown below Expert Computing Inc 11 08 94 16 58 Variable Budgets List Budget Type Account Description Round 171000 FY90 Budget FY90 Operating Budget 4010000000MA Cost of Goods Sold Corp Mfg COGS Budget Corp Mfg Seq No Meth Fixed Fixed Amount Factor 00010 5 00 1 000 Percent Balance Type D Basis Start Account 3010001001MA Created From 89 BAL 5 80 End Account 3010002001WH Budget Unit Type FY90 Budget FY90 Operating Budget Start Main Account End Main Account Start Sub Account End Sub Account Start Division End Division Start Branch End Branch FY90 Budget FY90 Operating Budget 4010000000WH Cost of Goods Sold Corp Whlsl COGS Budget Corp Wholesale Seq No Meth Fixed Fixed Amount Factor 00010 3 00 1 000 Percent Balance Type D Basis Start Account 3010001001MA Created From 89 BAL 5 80 End Account 3010002001WH Budget Unit Type FY90 Budget FY90 Operating Budget Start Main Account End Main Account Start Sub Account End Sub Account Start Division End Division Start Branch End Branch FY90 Budget FY90 Operating Budget 4010000001MA Cost of Goods Sold Sales Mfg COGS Budget Sales Mfg Seq No Meth Fixed Fixed Amount Factor 00010 4 00 1 000 Percent Balance Type D Basis Start Account 3010001001MA Created From 89 BAL 5 80
8. End Account 3010002001WH Budget Unit Type FY90 Budget FY90 Operating Budget Start Main Account End Main Account Start Sub Account End Sub Account Start Division End Division Start Branch End Branch 34 Budget Analysis User Manual Chapter 3 Reports and Inquiry 3 _ Reports and Inquiry This menu allows you to print management reports and to perform on line inquiries on Budget data Figure 13 The Budget Analysis Reports and Inquiry Menu Option 1 Budget Analysis Report This report is provided to present budget performance Budget amounts are compared to actual amounts for each budget type account and fiscal year and are reported in cumulative or net monthly amounts The following processing steps accomplish this job Step 1 You can use this function to specify whether you want net or cumulative amounts to be printed on the Budget Analysis report The screen shown below allows you to enter parameters needed for the Budget Analysis report 36 Budget Analysis User Manual Reports and Inquiry 3 Figure 14 The Budget Analysis Report Screen Data items for the preceding screen are described below Print Net or Cumulative Amounts Enter an upper case alphanumeric field up to 3 characters in length Only letters are accept able Valid entries are NET and CUM This field is required In ADD mode this field will automatically be saved from one record to the next Define the code that identifies the terms in which th
9. List This function prints a list of the Variable Budgets file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Variable Budgets information this step provides you with a default sequencing of data records by Budget Type and Account with the option to change modifiable parameters at run time Selection of data records is provided by Budget Type Account Account Component and Description with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard General Ledger reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Variable Budgets List this step formats the Variable Budgets and Variable Budget Detail information The following data items are shown Budget Type Description Account Round to Whole Round to Thousands Sequence No Variable Budgets Method Variable Budgets Fixed Percent Variable Budgets Fixed Amount Factor File Type for Ration Basis Start Acct for Ratio Basis End Acct for Ratio Basis Type Ratio Basis Basis Start Components Basis End Components Numerator File Type Numerator Start Account Numerator End Account Numerator Budget Unit Type Numerator Start Components Numerator End Components Denominator File Type Denominator Start Account Denominator End
10. Maintenance 2 File Maintenance This menu allows you to edit budget types budget information and variable budget definitions You can also print lists of these files Figure 2 The Budget Analysis File Maintenance Menu Option 1 Types You can use this function to enter or edit unit and budget types For example for Budget Types you may want to differentiate between several sets of budgets such as Proposed Budget Revision 1 and Revision 2 For Unit Types you may need to track unit balances separately for machine hours and man hours When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing The screen shown below presents information about Unit and Budget Types Use this file to maintain Type descriptions These descriptions are used in conjunction with the Bud gets and Units files Each account may have multiple budget or unit versions or types This file identifies and differentiates those types 6 Budget Analysis User Manual File Maintenance 2 Figure 3 The Budget Analysis Unit and Budget Types Screen When the key value for a particular record is requested you can review all the records i
11. The following data items are shown Account Description Budget Amount Six Month Total and Percent Difference As appropriate group headings appear whenever a change occurs in Account Component 40 Budget Analysis User Manual Reports and Inquiry 3 A sample output is shown below Expert Computing Inc 11 08 94 16 59 Budget Review 6 Months Report For Fiscal Year 90 6 Month Prev 6 Mo Account Jul Aug Total Total Change Budget Type FY90 Budget Fiscal Year 90 3010001001MA Sales Manufacturing 428220 441927 366887 376554 444518 307287 2365393 3010001001WH Sales Wholesale 270134 268380 249560 243899 222896 211343 1466212 3010002001MA Sales Canadian Manufacturing 197282 181463 149817 165931 173999 162280 1030772 3010002001WH Sales Canadian Wholesale 84288 90145 97004 85980 94844 77918 530179 3020000000 Service Charge Income 2000 1904 2222 2063 2328 1904 12421 4010000000MA Cost of Goods Sold Corp Mfg 31275 31170 25835 27124 30926 23478 169808 4010000000WH Cost of Goods Sold Corp Whls1 10633 10755 10397 9897 9532 8678 59892 4010000001MA Cost of Goods Sold Sales Mfg 25020 24936 20668 21699 24741 18783 135847 4010000001WH Cost of Goods Sold Sales Whls 10633 10755 10397 9897 9532 8678 59892 4020000001MA Sales Commissions Mfg 43785 43637 36170 37974 43296 32870 237732 4020000001WH Sales Commissions Wholesale 17721 17926 17329 16494 15888 14464 99820 4040001000 Depreciation Expense 28216 29605 310
12. Year Account and Account Component with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard processing functions within General Ledger Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 This step processes the information for Budget Amounts The entire contents of the Budgets to Spread sheet file will be deleted The Budgets to Spreadsheet file will be created Under certain conditions records in the Budgets to Spreadsheet file will be added Generalized routines are performed to move any minus signs from the right side to the left side of the Budget Amounts Option 5 Update Budgets from Spreadsheets This function reads the Budget Amounts file that has been transferred from spreadsheet software and updates the appropriate master Budget Balances records More information is available in Appendix A of this manual Interfacing Budgets to Spreadsheet The following processing steps accomplish this job Step 1 This disposition type is used for all standard processing functions within General Ledger Step 2 This step processes the information for Budgets to Spreadsheet Under certain conditions records in the Budget Amounts file will be added Updates to certain fields in the Budget Amounts file will occur Budget Analysis User Manual 55 4 Graphs and Spreadsheets 56 Budget Analy
13. amounts for the second quarter of fiscal year 1989 enter 04 as the Basis Start Month 06 as the Basis End Month and 89 as the Basis Year The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E End Month Year Must be Greater than Start Month Year E Months of Basis Must be Equal Months to be Generated E Total Months Periods Generated Cannot be Greater than a Year E Total Months Periods for Basis Cannot be Greater than a Year Press EN Step 2 TER to save the information on this screen In preparation for performing a sort selection process on the Variable Budgets information this step provides sequencing of data records by Budget Type and Account with no option to change the se quence at run time Selection of data records is provided by Account Budget Type and Account 70 Budget Analysis User Manual Utilities Component with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard General Ledger reports Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for Variable Budgets and Variable Budget Detail Under certain conditions records in the Budgets Bu
14. for Start of Year or End of Year for all budget types and accounts The following processing steps accomplish this job Step 1 This function allows you to enter the fiscal month and year for which Budget amounts are to be edited and determines whether the values entered or edited are to be in year to date CUM or month to date NET terms Select the Cancel option to return to the menu The screen shown below allows you to enter parameters needed by the Edit Budgets by Month utility Figure 11 The Budget Analysis Edit Budgets by Month Parameters Screen Data items for the preceding screen are described below Fiscal Month Year Enter an upper case alphanumeric field up to 5 characters in length This field is required In ADD mode this field will automatically be saved from one record to the next Define the accounting period to which these parameters apply Valid entries and their mean ings are mm yy 2 digits each for the fiscal month and year for these entries months can be 01 13 the slash must be included EOYyy End of Year followed by 2 digits for the fiscal year SOYyy Start of Year followed by 2 digits for the fiscal year Budget Analysis User Manual 27 2 File Maintenance Net or Cumulative Amounts Enter an upper case alphanumeric field up t 3 characters in length Only letters are accept able Valid entries are NET and CUM This field is required In ADD mode this field will automatically be saved fro
15. for an appropriate entry Identify the single account summary account balance or account number of the budget amount to be graphed The account must be on file in the chart of Accounts Fiscal Year Enter a positive number with up to 2 digits Supply the fiscal year of the account balance or budget amount to be graphed The combina tion of account number and fiscal year must be in the Account Balances file or the combina tion of Budget Type account number and fiscal year must be in the Budget Amounts file The entered data is validated During validation including access to other files conditions may be Budget Analysis User Manual 49 4 Graphs and Spreadsheets found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Budget Type Account Fiscal Year Not on File Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Step 2 This disposition is used for all graphics output functions Step 3 In order to print the Budgets by Month Net graph this step formats the necessary parameters The following data items are shown Account Description Budget Type Fiscal Year Month Descriptor and Budget Amount A sample output is shown below Account 4080000000 Salaries Expense Type FY89 Budget Fisc Year 89 50 Budget Analysis User Manual Graphs and Spreadsheets 4 Option 2 Budgets by Q
16. go to the next Budgets record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Budget Amounts file Option 3 Variable Budgets This function allows you to enter or edit Variable Budget records Variable Budget records contain definitions of how budget amounts are to be determined The budget amounts will vary according to the definitions in this file Variable budget capabilities allow you to determine budget amounts based on a relationship of accounts and or amounts rather than just fixed amounts For example you may want to establish a sales projec tion for the next three months based on a percentage of the actual sales for the last 3 months Or you might want to establish the expense budget for Division 10 as a ratio of last year sales for Division 10 last year sales for all divisions total expense budget These variable budget relationships are all user defined The actual budget records are created according to this variable budget definition only when the Generate Variable Budgets function is selected Initially you can select whether to enter ADD update CHG delete DEL or review INQ When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID
17. if you want to define an expense budget as the sum of all revenues you may want to define a factor 1 0 your revenues are normally represented by a negative number and your expenses are nor Budget Analysis User Manual File Maintenance 2 mally represented by a positive number A sum of revenues might be 1000000 00 To make this a positive number enter a factor of 1 The final result would then be a Variable expense budget of 50000 00 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E A Fixed Cannot Be Entered for Method 2 E A Fixed Cannot Be Entered for Method 3 E A Fixed Must Be Entered for Method 1 E A Fixed Cannot Be Entered for Method 1 E A Fixed Cannot Be Entered for Method 3 E A Fixed Must Be Entered for Method 2 Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Previous Image option to go back to the Variable Budgets screen Select the Next Record option to go to the next Variable Budget Detail record Select the End option to go the next Variable Budgets record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Variable Budget Detail file The screen below presents additional information about Variable Budge
18. iii Table of Contents iv Budget Analysis User Manual Chapter l General Information 1 _General Information Introduction What Is Budget Analysis Budget Analysis is a set of tools to help you manage your budgeting process It includes all of the functionality necessary to define edit process and report on budget information and its related ac count balance information This system works hand in hand with and thus requires the APPX Gen eral Ledger application Purpose This manual provides instructions for using the Live Operations phase of Budget Analysis Use this manual as a guide for performing day to day procedures The features described in this manual are included in the Budget Analysis turnkey system Any modi fication to the software or documentation is the responsibility of the software consultant who makes the modification Contents In addition to an overview explaining the functions of the application this manual includes e Sample screen displays e Data field characteristics e Explanations of valid entries e Default sort sequences e Selection criteria for all outputs e Sample reports lists and inquiries Other Manuals The APPX User Manual provides general information about starting up your system making entries printing and using other features common to all APPX software It also includes overviews of the operational and accounting concepts that characterize the design of all APPX applications
19. letters are acceptable Valid entries are M W and E The initial default value is E In ADD mode this field will automatically be saved from one record to the next Identify the method of budgeting to be used This determines how budgets are calculated from the annual amount that is entered Your options ere M Monthly divide annual amount evenly over number of months either 12 or 13 W Weekly divide annual amount over weeks in a sequence of 4 4 5 week months E Enter each month manually the system will sum the amounts entered into an annual total NOTE The Weekly option is not allowed for those installations using 13 period accounting Budget Analysis User Manual 9 2 File Maintenance The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Invalid Option with 13 period Accounting Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Budgets record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Budgets file The screen shown below presents information about Budget Amounts This file stores monthly budget amounts by budget type account number and fiscal year Figure 5 The Budget Analy
20. may be left blank Start End Division 22 Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the third component of the account structure can be entered to further refine the range selection of the records to be used in the calculation of the ratio numerator For example if you want to include in the ratio numerator only those accounts whose third Budget Analysis User Manual File Maintenance 2 account component is in the range of 10 to 20 then enter 10 and 20 as the Start and End range respectively These fields may be left blank Start End Branch Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the fourth component of the account structure can be entered to fur ther refine the range selection of the records to be used in the calculation of the ratio numera tor For example if you want to include in the ratio numerator only those accounts whose fourth account component is in the range of 50 to 51 then enter 50 and 51 as the Start and End range respectively These fields may be left blank The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E End Account Must Be Greater or Equal to Start Account E End Component Must Be Greater or Equal to Start Comp
21. method is M or W the monthly figures will be calculated by the system If the method is E you can enter the budget figures for each month Budget amounts represent net activity for each month Thirteen months are provided End of Year Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Generally this amount should be zero except when end of year adjustment entries are antici pated Identify the net end of year budget amount for this account If entered the end of year amount is added to the annual amount however no amount is distributed to it when budget figures are calculated by the system The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Budget Analysis User Manual 11 2 File Maintenance E Annual Amount Exceeds Maximum Allowable Value E Annual Amount Exceeds Minimum Allowable Value E Illegal Budget Method not M W or E W A Record for Fiscal Year 00 Containing All Zeros Will Be Added Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Budgets screen Select the Next Record option to go to the next Budget Amounts record Select the End option to
22. number with up to 2 digits Supply the fiscal year of the balance records you want to create budgets from For example if you want to create budgets for fiscal year 1990 from the actual account balances for fiscal year 1989 then enter 89 Start End Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Define the starting and ending account numbers of the range of accounts for which budgets are to be created For example if you want to create budget records for fiscal year 1990 from actual account balances of 1989 for the account range 400000000000 through 999999999999 then enter 4000000000000 for the Start Account and 999999999999 for the End Account Start End Main Account Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the first component of the account structure can be entered to further refine the range selection of the budget records to be copies or created For example if you want to copy or create only accounts whose first account component is in the range 10100 to 12000 then enter 10100 and 12000 as the Start and End range respectively Budget Analysis User Manual 59 5 _Utilities Start End Sub Account Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the second component of the account structure can b
23. on the previous page Other utilities may require an intermediate conver sion step such as first converting to a DIF file Perform the import or translation process to convert the ASCII file to a worksheet file such as WK1 The columns in the newly created worksheet contain the following data with their respective col umn widths Budget Type 13 Account Number 13 Fiscal Yea 3 Account Description 32 Annual Budget Amount 12 13 Monthly Amounts 13 columns of 12 each 3 Now you can work with the amount fields You can do whatever formatting you may like within the spreadsheet program Retrieving Budgets from Spreadsheet Files If the edited budgets are to be rewritten back to the APPX Budgets file follow these steps 1 If you changed the worksheet column widths set them back to the exact widths created during step 1 from the previous procedure 2 Columns 1 through 4 must be the same as the original spreadsheet only the annual budget amount and monthly budget amounts may be changed If you added a decimal figure to the amounts you must format the amounts to whole dollars 3 If you changed the sequence of the columns you must now return them to the original sequence however rows may be moved If a row is deleted the Budgets record for the corresponding ac count will not be updated Budget Analysis User Manual 75 Appendix 4 Delete any blank lines page and column headings
24. save the infor mation on this screen Step 2 This disposition is used for all graphics output functions Step 3 In order to print the Budgets vs Actual graph this step formats the necessary parameters The follow ing data items are shown Account Description Budget Type Fiscal Year Month Descriptor Budget Amount and Monthly Amount A sample output is shown below Account 3010001001MA Sales Manufacturing Type FY89 Budget Fisc Year 89 Budget Actual 333333 404744 333333 417700 333333 346774 333333 355911 333333 420149 333333 290440 333333 294081 333333 412740 333333 273507 333333 362910 333333 377486 333333 370861 54 Budget Analysis User Manual Graphs and Spreadsheets 4 Option 4 Prepare Budgets for Spreadsheet This function creates a Budget Amounts file that can be transferred to spreadsheet software for further work More information is available in Appendix A of this manual Interfacing Budgets to Spread sheet The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Budget Amounts information this step provides you with a default sequencing of data records by Budget Type Fiscal Year and Account giv ing additional sort order choice by Account Component with the option to change modifiable param eters at run time Selection of data records is provided by Budget Type Fiscal
25. those records in the Budget Amounts file Step 3 This step conditionally allows a job to branch forward to backward to any sequence number in the list of functions in the job Option 5 Types List This function lists the types and their descriptions The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Unit and Budget Types information this step provides you with a default sequencing of data records by Type giving additional sort order choice by Description with the option to change modifiable parameters at run time Selection of data records is provided by Type Description and Changed On with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Types List this step formats the Unit and Budget Types information The follow ing data items are shown Type and Description 30 Budget Analysis User Manual File Maintenance 2 A sample output is shown below Expert Computing Inc 11 08 94 16 57 LGG Page Types List FA Budget 90 FY90 Fixed Asset Budget FY89 Budget FY89 Operating Budget GIP 1 Units of Prod 1 in GIP 2 Units of Prod 2 in Process PROD 1 Units of Prod 1 in Inventory PROD 2 Units of Prod 2 in Invento
26. up to 10 characters in length A start and end range of the first component of the account structure can be entered to further refine the range selection of the budget records to be copied or created For example if you want to copy or create only accounts whose first account component is in the range 10100 to 12000 then enter 10100 and 12000 as the Start and End range respectively Start End Sub Account Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the second component of the account structure can be entered to further refine the range selection of the budget records to be copied or created For example if you want to copy or create only accounts whose second account component is in the range of 300 to 320 then enter 300 and 320 as the Start and End range respectively Start End Division Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the third component of the account structure can be entered to further refine the range selection of the budget records to be copied or created For example if you want to copy or create only accounts whose third account component is in the range of 15 to 20 then enter 15 and 20 as the Start and End range respectively Start End Branch Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the fourth component of the account structure can
27. 01001WH FY89 Revenue Method M SOY Balance Net Annual EOY Balance First Quarter 200 000 00 200 000 00 200 000 00 600 000 00 Account 3010002001MA FY89 Revenue Method M SOY Balance Net Annual EOY Balance First Quarter 166 666 67 166 666 67 166 666 67 500 000 01 Sales Manufacturing 0 00 4 000 000 00 4 000 000 00 Second Quarter 333 333 33 333 333 33 333 333 33 999 999 99 Sales Wholesale 0 00 2 400 000 00 2 400 000 00 Second Quarter 200 000 00 200 000 00 200 000 00 600 000 00 Sales Canadian Manufacturing 0 00 2 000 000 00 2 000 000 00 Second Quarter 166 666 67 166 666 67 166 666 67 500 000 01 32 Budget Analysis User Manual Expert Computing Inc Budgets List Third Quarter 333 333 33 333 333 33 333 333 34 1 000 000 00 Third Quarter 200 000 00 200 000 00 200 000 00 600 000 00 Third Quarter 166 666 67 166 666 67 166 666 66 500 000 00 Fourth Quarter 333 333 34 333 333 34 333 333 34 1 000 000 02 Fourth Quarter 200 000 00 200 000 00 200 000 00 600 000 00 Fourth Quarter 166 666 66 166 666 66 166 666 66 499 999 98 EOY amp Total 0 00 0 00 4 000 000 00 EOY amp Total 0 00 0 00 2 400 000 00 EOY amp Total 0 00 0 00 2 000 000 00 File Maintenance 2 Option 7 Variable Budgets
28. 1001MA Sales Manufacturing Fiscal Year 89 0 00 0 00 294 081 333 333 404 744 38 333 333 7 412 740 333 333 417 700 15 333 333 i 273 507 333 333 346 774 40 333 333 3 362 910 333 333 355 911 28 333 333 5 377 486 333 333 420 149 51 333 333 3 370 861 333 333 290 440 333 333 o 0 Account 3010001001WH Sales Wholesale Fiscal Year 89 o 0 00 206 652 200 000 255 325 200 000 7 201 105 200 000 253 667 200 000 X 234 003 200 000 235 878 200 000 5 228 069 200 000 230 528 200 000 238 886 200 000 210 676 200 000 243 884 200 000 199 757 200 000 o 0 Account 3010002001MA Sales Canadian Manufacturing Fiscal Year 89 0 00 0 00 171 171 166 666 186 467 13 166 666 67 A 168 505 166 666 171 514 96 166 666 67 146 402 166 666 141 603 62 166 666 67 172 412 166 666 156 834 44 166 666 67 174 496 166 666 164 460 58 166 666 67 f 193 811 166 666 153 384 166 666 o 0 38 Budget Analysis User Manual Reports and Inquiry 3 Option 2 Budget Review 6 Months This report provides you with budget amounts for the first or last six months in comparison to the previous six months The following processing steps accomplish this job Step 1 Use this function to specify whether net or cumulative amounts are to be used for printing the Budget Review report The screen shown below allows you to enter parameters to define what should be printed on the
29. 4038 87 242 4160000000MA Direct Labor Manufacturing 25019 00 00 25019 00 68503 50464 38 18038 4160000000WH Direct Labor Wholesale 20260 00 00 20260 00 48782 34922 03 13859 4160100000 vacation amp Sick Expense 9594 00 00 9594 00 5 35192 24 35192 4170001000MA Factory Overhead Mfg 12503 00 00 12503 00 32840 15709 49 17130 4170002000MA Factory Overhead Canadian Mfg 131544 00 00 131544 00 337885 333633 01 4251 4180000000 Indirect Labor 10209 00 5 10209 00 22403 16762 14 5640 4180000000MA Indirect Labor Manufacturing 7861 00 00 7861 00 19820 13496 51 6323 4180000000WH Indirect Labor Wholesale 5219 00 00 5219 00 11602 00 8816 71 2785 4190000000MA Freight Out Corp Mfg 2242 00 00 2242 00 5145 00 3854 51 1290 4190000000WH Freight Out Corp Wholesale 4831 00 00 4831 00 11911 00 4080 22 7830 4190000001MA Freight Out Sales Mfg 2357 00 00 2357 00 4993 00 8417 34 3424 4190000001WH Freight Out Sales Wholesale 4471 00 00 4471 00 11580 00 5090 62 6489 Fiscal Year Subtotals gt 166867 32 3515 20 170382 52 928044 13 466919 27 461124 Subtotals gt 166867 32 3515 20 170382 52 928044 13 466919 27 461124 Grand Totals 24717 32 3515 20 28232 52 785894 13 466919 27 318974 44 Budget Analysis User Manual Reports and Inquiry 3 Option 4 Budget vs Actual Inquiry This function displays the monthly budget and balance amounts and calculates the budget variance In order to display the Budget v
30. 42 32541 34088 37769 193261 4040002000 Depreciation Expense Canadian 17839 18838 21212 22246 24036 25095 129266 4080000000 Salaries Expense 20618 23589 24754 23911 22802 12879 128553 4080000000MA Salaries Manufacturing 38954 43392 44135 44749 43767 25942 240939 4080000001WH Salaries Wholesale 31727 34464 35059 34278 32282 22631 190441 4080100000 Bonuses o 0 o o o o o 4090000000MA Repairs and Maintenance Mfg 11647 14467 37066 39235 30543 37094 170052 4090000001WH Repairs and Maintnc Wholesale 3456 4465 10888 10296 9204 11658 49967 4100000001MA Promotion Advertising Mfg 8686 10442 16327 18295 14788 15061 83599 4100000001WH Promotion Advertising Wholesl 5005 6068 10774 11104 7813 9238 50002 4110000000 Travel and Entertainment 16488 18662 26167 20364 17459 19731 118871 4110000001MA Travel amp Entertainment Sales 19047 19047 19047 19047 19047 19047 114282 4120000000 Tax Expense Corporate 4378 5665 7777 8343 9476 8755 44394 4120000001 Tax Expense Sales Outlets 3801 4223 6077 6386 5253 6386 32126 4130000000 Insurance Expense 0 o o o o o 0 4130002000 Insurance Expense Canadian o o 2566 o o 2566 5132 4140000000 Interest Expense 18718 18730 18742 18755 18769 18784 112498 4150000000 Utilities Corporate o o o 0 o o o 4150000001 Utilities Sales Outlet 9828 10738 11967 10319 9303 11170 63325 4160000000 Direct Labor 31840 35134 37307 37544 36524 22151 200500 4160000000MA Direct Labor Manufacturing 20371 23113 25019 24926 23485 13210 130124 4160000000WH
31. Budget Review 6 Months report Figure 15 The Budget Analysis Budget Review 6 Months Screen Data items for the preceding screen are described below Fiscal Year Enter a positive number with up to 2 digits Supply the fiscal year of budget data to be displayed Six Month Period Enter a positive number with 1 digit Enter 1 if you wish to see budget information on the first six months of the fiscal year Enter 2 if you wish to see budget information on the second six months of the specified fiscal year Budget Analysis User Manual 39 3 _ Reports and Inquiry Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Budget Amounts information this step provides you with a default sequencing of data records by Budget Type Account and Fiscal Year giving additional sort order choice by Account Component with the option to change modifiable pa rameters at run time Selection of data records is provided by Budget Type Account Account Com ponent and Annual Amount with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard General Ledger reports Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Budget Review 6 Months report this step formats the Budget Amounts informa tion
32. Budget Analysis User Manual Confidential Information This document contains proprietary and valuable confidential trade secret information of APPX Software Inc Richmond Virginia Notice of Authorship This publication and the computer software it relates to were authored by APPX Software Inc 1995 by APPX Software Inc 1100 Boulders Parkway Richmond Virginia 23225 APPX is a registered copyright of APPX Software Inc All rights reserved No part of this publication may be reproduced or used in any form or by any means electronic or mechanical including photocopy ing and recording or by any information storage and retrieval system without permission in writing from APPX Software Inc Table of Contents Chapter 1 General Information ssssssssssssssssssssssesessssssesssssse 1 Introductio i n nRa ORE nee nent sn nt daca as Teen tue PULP OSE ES nr M ie red tuts etes Ant ler Ant lee An se id inner CONTENTS saines a en eee rest ee i Tse Other Manuals ssh ne ne NE nn Wun N A N aE gt Other Applications MOT FURCTONSE 528 mers mens da ar ET ar de SRE EU Application Feature Sirie eieaa E evades casa en ne nn TA Application Interfaces ss iniii rinan ank Eiaeia meer tire dr enee tite 4 B dg t Analysis set nn nt nt S dase Ml anne AR Ant EE tn RE 4 Chapter 2 File Maintenance cccsssscsssssscssssscccssssccssssssccsssescscssessssssseees 5 Options a
33. Direct Labor Wholesale 12752 15770 20260 20642 21270 12270 102964 4160100000 Vacation amp Sick Expense 2737 6857 9594 17686 16913 34598 1 4170001000MA Factory Overhead Mfg 9776 10561 12503 12271 11088 10535 66734 4170002000MA Factory Overhead Canadian Mfg 85405 120936 131544 162016 155686 134217 789804 4180000000 Indirect Labor 6019 6175 10209 10627 9249 16829 59108 4180000000MA Indirect Labor Manufacturing 5149 6810 7861 6925 6855 o 33600 4180000000WH Indirect Labor Wholesale 3111 3272 5219 7832 7559 4949 31942 4190000000MA Freight Out Corp Mfg 1358 1545 2242 4529 1845 2016 13535 4190000000WH Freight Out Corp Wholesale 3078 4002 4831 5676 5706 4941 28234 4190000001MA Freight Out Sales Mfg 1203 1433 2357 1924 2073 2095 11085 4190000001WH Freight Out Sales Wholesale 3905 3204 4471 4228 3854 3218 22880 0000000000000000000000000000000000000000000 000000000000 00000000000000vv 00v0v0 Fiscal Subtotals gt 417745 343433 166865 114647 203933 178142 1424767 o Subtotals gt 417745 343433 166865 114647 203933 178142 1424767 Grand Totals gt 417745 343433 24715 114647 141633 71858 970317 Budget Analysis User Manual 41 3 _ Reports and Inquiry Option 3 Budget Variances MTD YTD This report provides you with budget to actual comparisons for month to date and year to date totals The following processing steps accomplish this job Step 1 Use this function to specify wh
34. NTER the record will be displayed for editing Data items for the preceding screen are described below Balance Type Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are B D and U This field is required Supply the type of balance to use in determining the ratio denominator amount to be used in calculating the ratio The account range that you enter for the denominator will be used to accumulate this amount and the values will be taken from the file corresponding to this type The options and their meanings are B Account Balances D Budget Amounts U Unit Budgets Start End Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry 24 Budget Analysis User Manual File Maintenance 2 Define the starting and ending account of the range of accounts that contains the values to be used in the calculation of the denominator portion of the ratio For example let s say you want to establish a variable budget for salesperson 1 s expenses based on the ratio sales person 1 s revenue revenue for all salespersons and you want to apply it to the budget for all salespersons expenses To set up this example you would enter the starting account in the range of revenue accounts for all salespersons in this field and the ending account in the range of revenue accounts for sa
35. Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Fiscal Year The system displays a positive number with up to 2 digits Identify the Fiscal Year for this Budget record Budget Type The system displays an alphanumeric field up to 12 characters in length The budget type and description are displayed Account The system displays an upper case alphanumeric field up to 12 characters in length The account number and its description are displayed The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Budget Analysis User Manual 29 2 File Maintenance E Option Not Allowed W Fiscal Year Cannot be Changed Amount Will Be Reset Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Next Record option to go to the next Budget Amounts record At this screen the use of the MODE keys CHG or INQ pertain to
36. T ypesissaaaes ates ESA es LANTA SAR An a an TN 6 Option 2 2 Budgets isi Lie den AMIE LIEN etek en Pat Pek audits din ten 8 Option 3 Variable B dg ts sscis seen mis arret e e akeen iiaeia 12 Option 4 Edit Budgets By Month 27 Option 5 Types Last re en nn ET es feta AE Te ase anions 31 Option 6 Budgets List annee a te M Re A OAE A ATE 32 Option 7 Variable Budgets List 34 Chapter 3 Reports and Inquiry sense 37 Option 1 Budget Analysis Report ss 38 Option 2 Budget Review 6 Months ss 41 Option 3 Budget Variances MTD YTD ss 44 Option 4 Budget vs Actual Inquiry eccceceseesceseceeceeeeeeeseceeceseeeeeseceeeaeeeeeaeeeeeaes 47 Option 5 Budgets by Quarter Inquiry ss 48 Chapter 4 Graphs and Spreadsheets ses 49 Option 1 Budgets by Month Net ss Option 2 B d ets by Q rter nns 58m A entente rennes Option 3 Budgets vs Actual by Month Option 4 Prepare Budgets for Spreadsheet cc eceeeeseseeeseeseeseeseeeceeseeseeseeaseeeeees 58 Option 5 Update Budgets from Spreadsheets 0 ce eeeseeeseeseeeceseeeeeteeeaeeseeseeeeneees 58 Chapter 52 Utilities cc cccsiscccececcsccccsscecccssssccnsscscocsesscseccdensecssssccesssscedssssececsestecens 59 Option 1 Create Budgets from Balances cece eceeeeeesesseeeeseeeceseecsesseeseeseeaeeeseeees 60 Option 2 5 Copy Bud Bets ices asd ices sen Men NRA E A Option 3 Delete Budgets Option 4 Generate Variable Budgets Budget Analysis User Manual
37. a positive number with up to 2 digits Identify the year in the range for which you want variable budgets to be generated For ex ample if you want to generate variable budget records for all of fiscal year 1990 enter 01 as the Start Month 12 as the End Month and 90 as the Year If you want to generate variable budget records for the third quarter of fiscal year 1989 enter 07 as the Start Month 09 as the End Month and 89 as the Year Number of Periods The system displays an alphanumeric field up to 40 characters in length According to the Start Month and Start Year selections the number of periods of budgets to be generated and the number of periods used as the basis for the generation are displayed Start End Fiscal Month Basis Enter a positive number with up to 2 digits Identify the first and last month or period and year in the range for which you want to use as the basis for the computation of variable budgets The number of months or periods in this range must be the same as the number of months or periods in the range of the budgets being generated For example if you want to generate variable budget records for all of fiscal year 1990 based on the amounts for fiscal year 1989 enter 01 as the Basis Start Month 12 as the Basis End Month and 89 as the Basis Year And if you want to generate variable budget records for the third quarter of fiscal year 1989 based on the
38. ant to include in the percent or ratio Basis only the accounts whose third account component is in the range of 10 to 15 then enter 10 and 15 as the Start and End range respectively These fields may be left blank Start End Branch Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the fourth component of the account structure can be entered to fur ther refine the range selection of the records to be used in the calculation of the percent or ratio Basis For example if you want to include in the percent or ratio Basis only the ac counts whose fourth account component is in the range of 50 to 60 then enter 50 and 60 as the Start and End range respectively These fields may be left blank The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E End Account Must Be Greater or Equal to Start Account E End Component Must Be Greater or Equal to Start Component E Type Field is Required for Balances Type D or U Type Field is not Required for Balance Type B Budget Type End Account Not in Budgets File Budget Type Start Account Not in Budgets File End Account Not in Chart of Accounts File Start Account Not in Chart of Accounts File Unit Type End Account Not in Unit Accounts File Unit Ty
39. at fiscal month and year to include on the Budget Variances report The screen shown below allows you to enter a fiscal month and year for the Budget Variances MTD YTD report Figure 16 The Budget Analysis Budget Variances MTD YTD Screen Data items for the preceding screen are described below Fiscal Month Enter a positive number with u to 2 digits Supply the fiscal month of budget data to be displayed Fiscal Year Enter a positive number with up to 2 digits Supply the fiscal year of budget data to be displayed Press ENTER to save the information on this screen 42 Budget Analysis User Manual Reports and Inquiry 3 Step 2 In preparation for performing a sort selection process on the Budget Amounts information this step provides you with a default sequencing of data records by Budget Type Fiscal Year and Account giv ing additional sort order choice by Account Component with the option to change modifiable param eters at run time Selection of data records is provided by Budget Type Account Account Compo nent and Annual Amount with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard General Ledger reports Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Budget Variances MTD YTD report this step formats the Budget Amounts infor ma
40. be entered to fur ther refine the range selection of the budget records to be copied or created For example if you want to copy or create only accounts whose fourth account component is in the range of 50 to 60 then enter 50 and 60 as the Start and End range respectively Budget Type Enter an alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Define the budget type of the budget records you want to copy to For example if you want to copy the budget records from budget type VERSION 1 to a new budget type VERSION 2 then enter VERSION 2 This must be a valid entry on the Types file 64 Budget Analysis User Manual Utilities Fiscal Year To Enter a positive number with up to 2 digits Supply the fiscal year of the budget records you want to copy to For example if you want to copy the budget records from budget type Version 1 for fiscal year 89 to the new fiscal year 90 then enter 90 Increase by Enter a number with up to 3 digits to the left of the decimal and 2 digits to the right of the decimal If you want to increase or decrease the values of the budgets to be copied by a percentage then enter the appropriate percentage For example an entry of 5 5 would increase all budgets in the specified range by 5 5 before they are copied i e current budget value 1 055 An entry of 15 0 would decrease the budg
41. cating expenses to sales people based on the percentage of revenue they generated Budget Unit Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry If you have selected a Balance Type of D for Budgets or U for Unit Balances then you must also enter a Budget or Unit Type This entry must be on file in the Types file Start End Main Account Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the first component of the account structure can be entered to further refine the range selection of the records to be used in the calculation of the ratio numerator For example if you want to include in the ratio numerator only those accounts whose first account component is in the range of 10100 to 12000 then enter 10100 and 12000 as the Start and End range respectively These fields may be left blank Start End Sub Account Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the second component of the account structure can be entered to further refine the range selection of the records to be used in the calculation of the ratio nu merator For example if you want to include in the ratio numerator only those accounts whose second account component is in the range of 100 to 300 then enter 100 and 300 as the Start and End range respectively These fields
42. date and time are printed The screen shown below presents information about Variable Budgets This file stores general information about variable budget definitions 12 Budget Analysis User Manual File Maintenance 2 Figure 6 The Budget Analysis Variable Budgets Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Budget Type Enter an alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply a code from the Types file that identifies the type of budget you are generating Account Enter an alphanumeric field up to 12 characters
43. dget Amounts and Variable Budget Edits files will be added Updates to certain fields in the Budgets Budget Amounts and Variable Budget Edits files will occur Generalized routines are performed to separate the account number in General Ledger Step 6 In order to print the Generate Variable Budgets Modification List this step formats the Variable Bud get Edits information The following data items are shown Budget Type Description Account Fis cal Month Fiscal Year Old Budget Amount and New Budget Amount A sample output is shown below APPX Demonstration Company 11 30 94 13 48 Generate Variable Budgets Modification List Description Account Account Name operating Budget 4010000000MA Cost of Goods Sold Corp Mfg Operating Budget 4010000000WH Cost of Goods Sold Corp Whls1 Operating Budget 4010000001MA Cost of Goods Sold Sales Mfg Operating Budget 4010000001WH Cost of Goods Sold Sales Whls Operating Budget 4020000001MA Sales Commissions Mfg Operating Budget 4020000001WH Sales Commissions Wholesale Operating Budget 4100000001MA Promotion Advertising Mfg Operating Budget 4100000001WH Promotion Advertising Wholes1 Budget Analysis User Manual 71 5 5 _Utilities 72 Budget Analysis User Manual Appendix Appendix Integrating Budget Analysis Account Balances With Spreadsheets The following discussion of spreadsheet integration attempts to identify the generic components of the integration process The specific
44. e acceptable Valid entries are 1 2 and 3 The initial default value is 1 This field is required Indicate the method for determining the variable budget amount The options and their mean ings are 1 Fixed percent of the amount accumulated by the range of account balances budgets or unit balances defined The computation performed is Amount Fixed Percent 100 Basis Amount 2 Fixed amount 3 Ratio where the numerator of the ratio is the amount accumulated within the account range defined for the numerator and the denominator of the ratio is the amount accumulated within Budget Analysis User Manual 15 2 File Maintenance the account range defined for the denominator The computed ratio is multiplied by the amount accumulated within the account range defined for the Basis The computation per formed is Amount Numerator Denominator Basis Amount Fixed Percent Enter a positive number with up to 3 digits to the left of the decimal and 2 digits to the right of the decimal If the method selected was 1 for Fixed Percent supply the percent of the amount accumu lated in the defined account range Basis Amount that is to be added to the variable budget account The calculation performed is Variable Budget Amount Sum of Previous Se quence Numbers Fixed Percent 100 Basis Amount NOTE The Basis Amount will defined on the next screen Example Suppose you want to establi
45. e balances are to be printed NET Month to date net activity CUM Year to date cumulative amounts Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Budget Amounts information this step provides you with a default sequencing of data records by Budget Type Account and Fiscal year giving additional sort order choice by Account Component with the option to change modifiable pa rameters at run time Selection of data records is provided by Budget Type Account Account Com ponent and Fiscal Year with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard General Ledger reports Budget Analysis User Manual 37 3 _ Reports and Inquiry Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Budget Analysis Report this step formats the Budget Amounts information The following data items are shown Fiscal Year SOY Budget Compared to Actual Month Descriptor Monthly Balances Monthly Amounts EOY Monthly Amount and Monthly Net Amount As appro priate group headings appear whenever a change occurs in Account A sample output is shown below Expert Computing Inc 11 08 94 16 59 LGG Page Budget Analysis Report NET MONTHLY TOTALS Budget Type FY89 Budget FY89 Operating Budget Account 301000
46. e entered to further refine the range selection of the budget records to be copies or created For example if you want to copy or create only accounts whose second account component is in the range 300 to 320 then enter 300 and 320 as the Start and End range respectively Start End Division Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the third component of the account structure can be entered to further refine the range selection of the budget records to be copies or created For example if you want to copy or create only accounts whose third account component is in the range 15 to 20 then enter 15 and 20 as the Start and End range respectively Start End Branch Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the fourth component of the account structure can be entered to fur ther refine the range selection of the budget records to be copies or created For example if you want to copy or create only accounts whose fourth account component is in the range 50 to 60 then enter 50 and 60 as the Start and End range respectively Budget Type Enter an alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the budget type of the budget records to be created For example if you want to cre ate budget records with budget type Versi
47. et values in the range by 15 0 before they are copies they are copies i e current budget value 85 Initialize Budget Values Enter Y Yes or N No The initial default value is N This field is required If the budget records to be created are to have initial values of zero for all months then enter Y if the actual account balance values are to be copied into the actual budget months then use the default value of N Rounding Whole Enter Y Yes or N No The initial default value is N This field is required If you want the budget amounts that are created to be rounded to the nearest whole dollar amount enter Y For example if the balance amount was determined to be 1108 32 and you entered Y then the amount would be rounded to 1108 Rounding Thousand Enter Y Yes or N No The initial default value is N This field is required If you want the budget amounts that are created to be rounded to the thousand dollars enter Y For example if the balance amount was determined to be 1108 32 and you entered Y then the amount would be rounded to 1000 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Budget Analysis User Manual 65 5 5 _Utilities E Cannot Rou
48. grated system for effective man agement and control of your business There are many separate applications that can be installed in whatever configuration best suits your requirements Components of each application contribute to the overall effectiveness of the system The particular combination which is most effective for your instal lation as well as the specific way in which the applications interact will be determined by the special ized needs of your company Information contained in the master files of one application may be accessed modified updated or even entered from another application This eliminates the need for duplication in entering and storing information thereby saving valuable computer storage space and increasing accuracy Budget Analysis may be installed along with General Ledger as a stand alone system or as part of a system that includes General Subsidiary Accounts Payable Accounts Receivable Inventory Control Purchase Orders Order Entry Commission Accounting Fixed Assets and Sales Analysis In a multi application system data can be exchanged between applications Budget Analysis interfaces only with General Ledger and it requires the General Ledger application in order to operate Budget Analysis This is the primary Budget Analysis menu It allows you to access specific Budget Analysis submenus Figure 1 The Budget Analysis Application Main Menu 4 Budget Analysis User Manual Chapter 2 File
49. hen position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Budget Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry In ADD mode this field will automatically be saved from one record to the next Identify the budget type Select one from the Types file The system displays the description so that you can verify your entry Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Identify the account number of the general ledger account to which the budget type applies The system displays the description so that you can verify your entry Description Enter an alphanumeric field up to 30 characters in length Describe this budget and account combination Method Enter an upper case alphanumeric field 1 characters in length Only
50. ications is provided to identify which budgets were changed The following processing steps accomplish this job Step 1 This function allows you to enter parameters for generating one or more budgets according to the definitions entered into the Variable Budgets file The necessary parameters include the month s and or year of budgets to be generated and the time period month s and or year that is to be used as a basis for the variable budget computations For example the basis for the 1990 budget might be 1989 or the basis for third quarter fiscal 1990 budget might be the second quarter of fiscal 1990 The screen shown below allows you to enter parameters needed by the Generate Variable Budgets utility Figure 21 The Budget Analysis Generate Variable Budgets Screen Data items for the preceding screen are described below Start End Fiscal Month Enter a positive number with up to 2 digits Identify the first and last month or period and year in the range for which you want variable budgets to be generated For example if you want to generate variable budget records for all of fiscal year 1990 enter 01 as the Start Month 12 as the End Month and 90 as the Year If you want to generate variable budget records for the third quarter of fiscal year 1989 enter 07 as the Start Month 09 as the End Month and 89 as the Year Budget Analysis User Manual 69 5 5 _Utilities Fiscal Year Enter
51. in length This field is required You can use Scan to search for an appropriate entry Identify the general ledger account number to which the budget applies It must be on file in the Chart of Accounts Budget Analysis User Manual 13 2 File Maintenance Description Enter an alphanumeric field up to 30 characters in length Describe the variable budget record This description will be displayed on the Variable Bud gets List Rounding to Whole Enter Y Yes or N No The initial default value is N This field is required If you want the budget amounts that are created for this Budget Type Account record to be rounded to the nearest whole dollar enter Y For example if the variable budget amount was determined to be 1091 65 and you entered Y then the amount would be rounded to 1092 Rounding to Thousand Enter Y Yes or N No The initial default value is N This field is required If you want the budget amounts that are created for this Budget Type Account record to be rounded to the nearest thousand dollar enter Y For example if the variable budget amount was determined to be 1091 65 and you entered Y then the amount would be rounded to 1000 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are sho
52. ina tion of Budget Type account number and fiscal year must be in the Budget Amounts file The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Budget Type Account Fiscal Year Not on File Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Step 2 This disposition is used for all graphics output functions Step 3 In order to print the Budgets by Quarter graph this step formats the necessary parameters The follow ing data items are shown Account Description Budget Type Fiscal Year Fiscal Quarter and Amount A sample output is shown below Account 4110000000 Travel and Entertainment Type FY89 Budget Fisc Year 89 Net 60840 63 57107 06 53011 50 54158 70 52 Budget Analysis User Manual Graphs and Spreadsheets 4 Option 3 Budgets vs Actual by Month This function creates a print file of net budget and account balances for an account fiscal year that is readable by graphics utility software The following processing steps accomplish this job Step 1 This function allows you to enter an account number a fiscal year and a Budget Type as parameters for the Budget vs Actual by Month graph The screen shown below allows you to enter parameters needed for the Budget vs Actua
53. ity 66 Budget Analysis User Manual Utilities Figure 20 The Budget Analysis Application Main Menu Data items for the preceding screen are described below Budget Type Enter an alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the budget type of the budget records to be deleted WARNING If these Budget records are to be modified or renamed into another budget type you must run the Copy Bud gets utility before deleting these records Delete for All Years Enter Y Yes or N No This field is required Indicate whether or not to delete the budget detail records with the specified budget type for all fiscal years currently on file Start End Fiscal Year Enter a positive number with up to 2 digits If you entered N for the Delete for All Years entry then specify the first year of the range of years to be deleted and the last year of the range of years to be deleted For example if you want to delete the budget records for budget type Version 1 for years 1989 and 1990 then 89 would be entered as the Start Year and 90 would be entered as the End Year The entered data is validated During validation including access to other files conditions may be Budget Analysis User Manual 67 5 5 _Utilities found which cause messages to be displayed Errors E Warnings W and Messages M that may
54. l by Month graph Figure 25 The Budget Analysis Budget vs Actual by Month Screen Data items for the preceding screen are described below Budget Type Enter an alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Identify the budget type of the budget record to be graphed The budget type must be on file in the Types file Account Enter an alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Budget Analysis User Manual 53 4 Graphs and Spreadsheets Identify the single account summary account balance or account number of the budget amount to be graphed The account must be on file in the Chart of Accounts Fiscal Year Enter a positive number with up to 2 digits Supply the fiscal year of the account balance or budget amount to be graphed The combina tion of account number and fiscal year must be in the Account Balances file or the combina tion of Budget Type account number and fiscal year must be in the Budget Amounts file The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Budget Type Account Fiscal year Not on File Press ENTER to display system supplied information and then press ENTER again to
55. l on line at the same time Utilities are available to create budgets copy budgets and delete budgets A budget can be defined as a fixed amount or variable amount depending on user defined relationships Reports and inquiry func tions provide the means to list budget information and to compare budget information against actual account balances One set of budgets can also be compared to another set of budgets Variable budget capabilities allow you to determine budget amounts based on a relationship of accounts and or amounts rather than just fixed amounts For example you may want to establish a sales projec tion for the next three months based on a percentage of the actual sales for the last 3 months Or you might want to establish the expense budget for Division 10 as the ratio of last year sales for Division 10 last year sales for all divisions total expense budget These variable budget relationships are all user defined Utilities are available to put budget information into formats that are acceptable to graphics software and spreadsheets In particular you can transfer budgets to spreadsheet software and update your budget information with the output of the modified spreadsheet Budget Analysis User Manual 3 1 _General Information Application Interfaces The combination of General Ledger Budget Analysis and other APPX accounting applications such as Accounts Receivable and Accounts Payable provides a fully inte
56. lespersons in the Denominator End Account field And when the computation is complete you will have Expense Budget for 1 Expense Budget for all revenue for 1 revenue for all Since the denominator for the ratio is revenue for all salespersons the account range you should enter is the accounts for the Revenue for All Salespersons In this example you are allocating expenses to salespeople based on the per centage of revenue they generated Budget Unit Type Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry If you have selected a Balance Type of D for Budgets or U for Unit Balances then you must also enter a Budget or Unit Type This entry must be on file in the Types file Start End Main Account Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the first component of the account structure can be entered to further refine the range selection of the records to be used in the calculation of the ratio denominator For example if you want to include in the ratio denominator only those accounts whose first account component is in the range of 10100 to 12000 then enter 10100 and 12000 as the Start and End range respectively These fields may be left blank Start End Sub Account Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the second c
57. m one record to the next Define the code that identifies the terms in which the budget amounts are to entered NET Month to date net activity CUM Year to date cumulative amounts The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Illegal Month Designation in the Fiscal Month Year E The NET CUM Type Must Be CUM for This Fiscal Month Type E The Parameters File Specifies a 12 Month Fiscal Year E Use the Explain Option for an Explanation of Fiscal Month Year Press ENTER to save the information on this screen Step 2 This function allows you to enter or edit budget amounts by fiscal month for all budget types and ac counts The budget records must already exist Initially you begin in update CHG mode When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed The screen shown below presents information about Budget Amounts This file stores monthly budget amounts by budget type account number and fiscal year 28 Budget Analysis User Manual File Maintenance 2 Figure 12 The Budget Analysis Edit Budgets by Month
58. n the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Type Enter an alphanumeric field up to 12 characters in length This field is required By using Scan you may use this as an access key for selecting records Identify this unit or budget type Examples of a unit type might be Machine Hours or Man Hours examples of a budget type might be Proposed Revision 1 or Revision 2 Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this unit or budget type Budget Analysis User Manual 7 2 File Maintenance Press ENTER to save the information on this screen Select the Next Record option to go to the next Unit and Budget Types rec
59. nd End range respectively These fields may be left blank The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E End Account Must Be Greater or Equal to Start Account E End Component Must Be Greater or Equal to Start Component E Type Field is Required for Balance Type D or U E Type Field is not Required for Balance Type B W Budget Type End Account Not in Budgets File W Budget Type Start Account Not in Budgets File W End Account Not in Chart of Accounts File W Start Account Not in Chart of Accounts File W Unit Type End Account Not in Unit Accounts File W Unit Type Start Account Not in Unit Accounts File Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Variable Budgets screen Select the Next Record option to go to the next Variable Budget Detail record Select the End option to go the next Variable Budget Detail record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Variable Budget Detail file 26 Budget Analysis User Manual File Maintenance 2 Option 4 Edit Budgets By Month This function allows you to edit Budget amounts for a given fiscal month and year or
60. nd to Both Whole Number and Thousands E End Account Must be Greater or Equal to Start Account E End Component Must be Greater or Equal to Start Component E Invalid Combination of Options Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Step 2 In preparation or performing a sort selection process on the Budgets information this step provides sequencing of data records by Budget Type and Account with no option to change the sequence at run time Step 3 This disposition type is used for all standard processing functions within General Ledger Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for Budgets Under certain conditions records in the Budgets and Budget Amounts files will be added Option 3 Delete Budgets This function deletes history records from the Budget files You can select a Budget Type and Fiscal Year If you select all years for a particular budget type then both the Budgets and Budget Balances records will be deleted otherwise only the Budget Balances records that you selected will be deleted The following processing steps accomplish this job Step 1 This function allows you to enter parameters for deleting Budget history records The screen shown below allows you to enter parameters needed by the Delete Budgets util
61. ne or more embedded blanks Column 1 Column 2 Column 3 Column 4 Column 5 Column 6 Column 7 Column 8 Column 9 Column 10 Column 11 Column 12 Column 13 Bytes 1 13 Bytes 14 26 Bytes 27 29 Bytes 30 61 Bytes 62 73 Bytes 74 85 Bytes 86 97 Bytes 98 109 Bytes 110 121 Bytes 122 133 Bytes 134 145 Bytes 146 157 Bytes 158 169 74 Budget Analysis User Manual Budget Type Alpha 12 space Account Number Alpha 12 space Fiscal Year Numeric 2 space Account Description Alpha 31 space Annual Budget Numeric 11 space Month 1 Budget Numeric 11 space Month 2 Budget Numeric 11 space Month 3 Budget Numeric 11 space Month 4 Budget Numeric 11 space Month 5 Budget Numeric 11 space Month 6 Budget Numeric 11 space Month 7 Budget Numeric 11 space Month 8 Budget Numeric 11 space Column 14 Column 15 Column 16 Column 17 Column 18 Bytes 170 181 Month 9 Budget Numeric 11 space Bytes 182 193 Month 10 Budget Numeric 11 space Bytes 194 205 Month 11 Budget Numeric 11 space Bytes 206 217 Month 12 Budget Numeric 11 space Bytes 218 228 Month 13 Budget Numeric 11 Appendix 2 The next step varies depending on the import capabilities of the spreadsheet software Some utilities will directly convert the ASCII file ALPHABGT to the spreadsheet format according to the pre defined record format
62. o The account range that you enter for the numerator will be used to accumulate this amount and the values will be taken from the file corresponding to this type The options and their meanings are B Account Balances D Budget Amounts U Unit Balances Start End Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Define the starting and ending account of the range of accounts that contains the values to be used in the calculation of the numerator portion of the ratio For example suppose you want Budget Analysis User Manual 21 2 File Maintenance to establish a variable budget for salesperson 1 s expenses based on the ratio of salesperson 1 s revenue revenue for all salespersons and you want to apply it to the budget for all salespersons expenses To set up this example you would enter the starting account in the range of revenue account s for salesperson 1 in this field and the ending account in the range of revenue account s for salesperson 1 in the Numerator End Account field They may be the same account And when the computation is complete you will have Expense Budget for 1 Expense Budget for all revenue for 1 revenue for all Since the numerator for the ratio is revenue for 1 the account range you should enter is the account s for the Revenue for 1 In this example you are allo
63. omponent of the account structure can be entered to further refine the range selection of the records to be used in the calculation of the ratio de nominator For example if you want to include in the ratio denominator only those accounts whose second account component is in the range of 100 to 300 then enter 100 and 300 as the Start and End range respectively These fields may be left blank Start End Division Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the third component of the account structure can be entered to further Budget Analysis User Manual 25 2 File Maintenance refine the range selection of the records to be used in the calculation of the ratio denominator For example if you want to include in the ratio denominator only those accounts whose third account component is in the range of 10 to 20 then enter 10 and 20 as the Start and End range respectively These fields may be left blank Start End Branch Enter an upper case alphanumeric field up to 10 characters in length A start and end range on the fourth component of the account structure can be entered to fur ther refine the range selection of the records to be used in the calculation of the ratio denomi nator For example if you want to include in the ratio denominator only those accounts whose fourth account component is in the range of 50 to 51 then enter 50 and 51 as the Start a
64. on 1 for Fiscal 1990 from account balances for fiscal 1989 then enter Version 1 as the budget type This must be a valid entry on the Types file Fiscal Year Enter a positive number with up to 2 digits Supply the fiscal year of the budget records you want to create For example if you want to create budget records for fiscal year 1990 from actual account balances of fiscal year 1989 then enter 90 60 Budget Analysis User Manual Utilities Increase by Enter a number with up to 3 digits to the left of the decimal and 2 digits to the right of the decimal If you want to increase or decrease the values of the budgets to be created by a percentage of the actual account balance they are created from then enter the appropriate percentage For example an entry of 5 5 would increase all budgets in the range of budgets to be created 5 5 of the corresponding account balances i e Budget Amount Account Balance 1 055 An entry of 15 0 would decrease all budgets in the range of budgets to be created by 15 0 of the corresponding account balances i e Budget Amount Account Balance 85 Initialize Budget Values Enter Y Yes or N No The initial default value is N This field is required If the budget records to be created are to have initial values of zero for all months then enter Y if the actual account balance values are to be copied into the actual budget months then u
65. onent E Type Field is Required for Balance Type D or U E Type Field is not Required for Balance Type B W Budget Type End Account Not in Budgets File W Budget Type Start Account Not in Budgets File W End Account Not in Chart of Accounts File W Start Account Not in Chart of Accounts File W Unit Type End Account Not in Unit Accounts File W Unit Type Start Account Not in Unit Accounts File Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Previous Image option to go back to the Variable Budgets screen Select the Next Record option to go to the next Variable Budget Detail record Select the End option to go the next Variable Budgets record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Variable Budget Detail file The screen below presents additional information about Variable Budget Detail It is used if the Ratio method was selected Budget Analysis User Manual 23 2 File Maintenance Figure 10 The Budget Analysis Variable Ratio Denominator Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press E
66. or bus totals NOTE The final format of the spreadsheet must be one row of data per record to be converted in the same sequence and spacing as the original conversion file The update will not succeed if the spreadsheet file is in the wrong format 5 The next step is also dependent on your hardware configuration and the interface utilities available in your spreadsheet product The basic idea is to print your spreadsheet to a print file Each line of the print file should be considered a record with its destination being the APPX ALPHABGT file 6 Return to the APPX Budget Analysis application 7 Select Update Budgets from Spreadsheet from the Graphs and Spreadsheets menu When this function is completed you can review the newly changed Budget records by selecting Budgets from the File Maintenance menu or by printing a report 76 Budget Analysis User Manual Appendix This page intentionally left blank Budget Analysis User Manual 77 appx APPX Software Inc Budget Analysis User Manual Published 5 95
67. ord At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Budget Types file Option 2 Budgets You can use this function to enter monthly budget amounts for each budget type and account number combination This information may be printed on financial statements or on Budget Analysis reports You can enter or edit amounts for fiscal months 1 to 13 plus Start of Year and End of Year Each amount represents the net activity for the month You can also enter an annual amount and let the system allocate the amount evenly by month or week For revenue and expense accounts the Start of Year amount generally should be zero If your system includes the Budget Analysis application before you decide to add a large number of budget records you may wish to use one or more of the utility functions provided on its Utilities menu These utilities allow you to create copy and delete budget records very quickly The created records can then be edited using this Budgets function The screen shown below presents information about Budgets Figure 4 The Budget Analysis Budgets Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al 8 Budget Analysis User Manual File Maintenance 2 lowed to scan the available data until you find the record you want T
68. pe Start Account Not in Unit Accounts File sss Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Previous Image option to go back to the Variable Budgets screen Select the Next Record option to go to the next Variable Budget Detail record Select the End option to go the next Variable Budgets record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Variable Budget Detail file The screen below presents additional information about Variable Budget Detail Itis used if the Ratio method was selected 20 Budget Analysis User Manual File Maintenance 2 Figure 9 The Budget Analysis Variable Ratio Numerator Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Balance Type Enter an upper case alphanumeric field 1 characters in length Only letters are acceptable Valid entries are B D and U This field is required Supply the type of balance to use in determining the numerator amount to be used in calculat ing the rati
69. ry Option 6 Budgets List This function prints a list of the Budgets file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Budget Amounts information this step provides you with a default sequencing of data records by Fiscal Year Budget Type and Account giving additional sort order choice by Account Component and Method with the option to change modifiable parameters at run time Selection of data records is provided by Fiscal Year Budget Type Account Account Component and Method with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Budgets List this step formats the Budget Amounts information The following data items are shown SOY Annual Amount EOY Balance Quarter and Quarterly Totals As appro priate group headings appear whenever a change occurs in Account Budget Analysis User Manual 31 2 File Maintenance A sample output is shown below 11 08 94 16 57 Fiscal Year 89 Budget Type FY89 Budget FY89 Operating Budget Account 3010001001MA FY89 Revenue Method M SOY Balance Net Annual EOY Balance First Quarter 333 333 33 333 333 33 333 333 33 999 999 99 Account 30100
70. s Actual inquiry this step formats the Budget Amounts information The following data items are shown Budget Type Fiscal Year Account Description Month Descrip tor Monthly Net Amount Monthly Amount and Difference A sample output is shown below Expert Computing Inc 11 08 94 17 00 Budget Variances MTD YTD Report For August 89 MTD MTD MTD YTD YTD Account Budget Actual Variance Actual Variance Budget Type FA Budget 90 FY90 Fixed Asset Budget Fiscal Year 90 1130001000 Land 1130002000 Land Canadian 1140001000 Buildings 3 x 1140002000 Buildings Canadian 120000 120000 1150001000MA Equipment 00 s 00 1150002000MA Equipment Canadian 5 a 1160001000 Furniture and Fixtures 00 x 00 00 i S 1160002000 Furniture Fixtures Canadian 22150 00 22150 00 22150 00 22150 Fiscal Year Subtotals gt 142150 00 E 142150 00 142150 00 E 142150 Budget Type Subtotals gt 142150 00 x 142150 00 142150 00 142150 Budget Analysis User Manual 45 3 _ Reports and Inquiry Option 5 Budgets by Quarter Inquiry This function displays quarterly net and cumulative budgets for a specified fiscal year budget type and account In order to display the Budgets by Quarter inquiry this step formats the Budget Amounts information The following data items are shown Budget Type Account Description Fiscal Year Amount and Monthly Amounts A sample output is shown below Budget Type FA B
71. s of this process depend on the integration tools that are provided by the spreadsheet product and the hardware environment There are two possible scenarios The spreadsheet product may be running on a DEC VAX concur rent with APPX Budget Analysis or it may be running on a PC independent of APPX Budget Analy sis The integration process will differ accordingly Knowledge of the spreadsheet product is essen tial The procedures may vary for each spreadsheet product Perform the following steps in the order presented 1 Enter the APPX Budget Analysis application Select Prepare Budgets for Spreadsheet from the Graphs and Spreadsheets menu During the record selection portion of the sort select the range of budget types fiscal years and accounts that you want This function creates an RMS consecu tive ASCII file called ALPHABGT which contains the budget type account number description the fiscal year the annual amount budget type and all 13 monthly amounts All budget amount fields are rounded to the nearest whole dollar The ALPHABGT file is located in directory appx ccc tgl data where ccc corresponds to your database ID You will need to know the location of the ALPHABGT file when performing the integration The format of the ALPHABGT file is described below Each record has a fixed format of 18 columns All numeric values less than zero have a leading negative symbol Each column may contain o
72. se the default value of N Rounding Whole Enter Y Yes or N No The initial default value is N This field is required If you want the budget amounts that are created to be rounded to the nearest whole dollar amount enter Y For example if the balance amount was determined to be 1108 32 and you entered Y then the amount would be rounded to 1108 Rounding Thousand Enter Y Yes or N No The initial default value is N This field is required If you want the budget amounts that are created to be rounded to the thousand dollars enter Y For example if the balance amount was determined to be 1108 32 and you entered Y then the amount would be rounded to 1000 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Cannot Round to Both Whole Number and Thousands E End Account Must be Greater or Equal to Start Account E End Component Must be Greater or Equal to Start Component E Invalid Combination of Options E No Account Balance Records in the Specified Range W Budget Records Already Exist for this Type Year Account Range Budget Analysis User Manual 61 5 5 _Utilities Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen
73. sh a budget for Region 3 s sales expenses as 15 of the last year s revenues for Region 3 In this example the Basis account range would be the account or account range that made up Region 3 s sales revenues and the Fixed Percentage would be 15 0 i e Budget Amount 15 0 100 Sales revenues Fixed Amount Factor 16 Enter a positive number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal If the method selected was 2 for Fixed Amount supply the fixed amount that is to be added to the previously entered variable budget account The calculation performed is Variable Budget Amount Sum of Previous Sequence Numbers Amounts Fixed Amount Example Suppose you want to establish a budget for Region 3 s sales expenses as 50000 15 of the last year s revenues for Region 3 In this example the fixed amount would be entered as 50000 The 15 would be entered as a separate sequence number for a Fixed Percent entry Method 1 Then Budget Amount 50000 15 0 100 Sales rev enues NOTE This example requires two separate Variable Budget Detail entries sequence num bers Enter a number with up to 5 digits to the left of the decimal and 3 digits to the right of the decimal If necessary enter a multiplier a number that will be multiplied by the amount as defined in the result of the fixed percentage fixed amount or ratio amount For example
74. sis Budget Amounts Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below 10 Budget Analysis User Manual File Maintenance 2 Annual Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal If using method E leave this entry blank For methods M and W enter the annual amount for this budget type A change to this amount will be reflected in the monthly bud gets which will be recalculated automatically Fiscal Year Enter a positive number with up to 2 digits Identify the fiscal year Start of Year Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Identify the start of year budget amount This entry is not added to the annual amount nor is any amount distributed to it It is normally set to zero for income expense accounts and to actual or projected figures for asset liability accounts Monthly Amounts Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal If the budget
75. sis User Manual Chapter 5 Utilities 5 _Utilities This menu provides utilities to manipulate the Budget files Budget data can be created copies and deleted Many user specified parameters are provided to create a flexible environment for processing budgets Figure 17 The Budget Analysis Utilities Menu Option 1 Create Budgets from Balances This function creates an entire set of budget records or it can create budget records for just a range of accounts The actual account balances may be used as the default budget values or you may initialize all the budget amounts to zero The following processing steps accomplish this job Step 1 This function allows you to enter an account range and a fiscal year to create Budget Amounts records from General Ledger Account Balances records For example you might want to create fiscal year 1990 budgets from the actual balances of fiscal year 1989 An optional percentage is provided which you can use to increase or decrease the budget values for all records within the specified range An option is also available to allow you to default all budget values to zero The screen shown below allows you to enter parameters needed by the Create Budgets from Balances utility 58 Budget Analysis User Manual Utilities 5 Figure 18 The Budget Analysis Create Budgets from Balances Screen Data items for the preceding screen are described below Account Balances for Fiscal Year Enter a positive
76. t Detail It is used if either the Fixed Percent or Ratio method was selected Budget Analysis User Manual 17 2 File Maintenance Figure 8 The Budget Analysis Variable Budget Percent Ratio Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Balance Type Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are B D and U The initial default value is B This field is required Supply the type of balance to use in determining the ratio Basis Amount that will be multiplied by the fixed percent that was previously entered or by the calculated ratio The account range that you enter for the fixed percent or ratio Basis will be used to accumulate this amount and the values will be taken from the file corresponding to this type The options are their meanings are B Account Balances D Budget Amounts U Unit Balances Start End Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry
77. tilities 5 Figure 19 The Budget Analysis Copy Budgets Screen Data items for the preceding screen are described below Budget Type From Enter an alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Define the budget type of the budget records you want to copy from For example if you want to copy the budget records from budget type VERSION 1 to a new budget type VER SION 2 then enter VERSION 1 Fiscal Year From Enter a positive number with up to 2 digits Supply the fiscal year of the budget records you want to copy from For example if you want to copy the budget records from budget type Version 1 for fiscal year 89 to the new fiscal year 90 then enter 89 Start End Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Define the first account number and the last account number of the range of budgets to be copied For example if you want to copy budgets for the range of accounts 400000000000 through 499999999999 of budget type Version 1 to budget type Version 2 then enter 4000000000000 as the start account The copy function will only include valid accounts within the defined range of accounts Budget Analysis User Manual 63 5 _Utilities Start End Main Account Enter an upper case alphanumeric field
78. tion The following data items are shown Account Description Budget Amount Monthly Amount and Budget Compared to Actual As appropriate group headings appear whenever a change occurs in Account Component Account Budget Analysis User Manual 43 3 _ Reports and Inquiry A sample output is shown below Expert Computing Inc 11 08 94 17 00 Budget Variances MTD YTD Report For August 89 MID MID MID YTD Budget Actual Variance Variance Budget Type FY90 Budget Fiscal Year 90 3010001001MA Sales Manufacturing 366887 00 366887 00 1237034 765561 50 471472 3010001001WH Sales Wholesale 249560 00 249560 00 788074 560855 13 227218 3010002001MA Sales Canadian Manufacturing 149817 00 00 149817 00 528562 351141 89 177420 3010002001WH Sales Canadian Wholesale 97004 00 00 97004 00 271437 248845 81 22591 3020000000 Service Charge Income 2222 00 00 2222 00 6126 4750 00 1376 4010000000MA Cost of Goods Sold Corp Mfg 25835 20 00 25835 20 88279 38709 39 49570 4010000000WH Cost of Goods Sold Corp Whls1l 10396 92 00 10396 92 31785 32601 60 816 4010000001MA Cost of Goods Sold Sales Mfg 20668 16 00 20668 16 70623 27000 93 43622 4010000001WH Cost of Goods Sold Sales Whls 10396 92 00 10396 92 31785 26569 72 5215 4020000001MA Sales Commissions Mfg 36169 28 00 36169 28 123591 74333 73 49257 4020000001WH Sales Commissions Wholesale 17328 20 00 17328 20 52975 38234 51 14741 4040001000 Depreciation Expense
79. uarter This function creates a print file of net quarterly budget balances for an account fiscal year and a budget type that is readable by graphics utility software The following processing steps accomplish this job Step 1 This function allows you to enter an account number a fiscal year and a Budget Type as parameters for the Budgets by Quarter graph The screen shown below allows you to enter parameters needed for the Budgets by Quarter graph Figure 24 The Budget Analysis Budgets by Quarter Screen Data items for the preceding screen are described below Budget Type Enter an alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Identify the budget type of the budget record to be graphed The budget type must be on file in the Types file Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Budget Analysis User Manual 51 4 Graphs and Spreadsheets Identify the single account summary account balance or account number of the budget amount to be graphed The account must be on file in the Chart of Accounts Fiscal Year Enter a positive number with up to 2 digits Supply the fiscal year of the account balance or budget amount to be graphed The combina tion of account number and fiscal year must be in the Account Balances file or the comb
80. udget 90 Account 1130001000 Land Fiscal Year 90 1st Quarter 90 2nd Quarter 90 3rd Quarter 90 4th Quarter 90 46 Budget Analysis User Manual Chapter 4 Graphs and Spreadsheets 4 Graphs and Spreadsheets This menu allows you to generate print files that can be used by graphics utilities or spreadsheet software Figure 22 The Budget Analysis Graphs and Spreadsheets Menu Option 1 Budgets by Month Net This function creates a print file of net monthly budgets for an account fiscal year and Budget Type that is readable by graphics utility software The following processing steps accomplish this job Step 1 This function allows you to enter an account number a fiscal year and a Budget Type as parameters for the Budgets by Month Net graph The screen shown below allows you to enter parameters needed for the Budgets by Month Net graph 48 Budget Analysis User Manual Graphs and Spreadsheets 4 Figure 23 The Budget Analysis Budget By Month Net Screen Data items for the preceding screen are described below Budget Type Enter an alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Identify the budget type of the budget record to be graphed The budget type must be on file in the Types file Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search
81. wn below W Budget Record Not on File But Budget Generation will Create It Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select the Next Record option to go to the next Variable Budgets record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Variable Budgets file The screen shown below presents information about Variable Budget Detail This file defines the detailed composition of variable budgets There may be one or more detail records for every variable budget The amount determined by these definitions will be summed into the actual budget amount 14 Budget Analysis User Manual File Maintenance 2 Figure 7 The Budget Analysis Variable Budget Detail Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Sequence No Enter a positive number with up to 5 digits The system supplies a sequential number to make the current variable budget unique Method Enter an upper case alphanumeric field 1 character in length Only numbers ar

Budget Analysis User Manual

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