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Budgets

This screen allows you to create and maintain Sales or Purchasing Budgets covering Costs or Revenue at various levels such as Company, Site, Region, etc. with option to further drill down to Salesperson/Buyer, product category, etc.

 

 

List Tab

 

The List panel shows a grid of all Budgets currently in Ostendo

 

Display fields

 

Budget Name: This is display only that shows the Budget Names that exist in Ostendo.   This is created using the Budget Create panel - see the 'Add' Button (below).

 

Budget Year: This is display only and shows the Budget Year as maintained in the 'Detail' Tab

 

Budget Class: This is display only and shows the Budget Class as maintained in the 'Detail' Tab.  The available Classes are:

 

Budget Type: This is display only and shows the Budget Type as maintained in the 'Detail' Tab

The available Types are:

 

Total Value: This is display only and shows the Total Value of this Budget.  It is maintained by Ostendo from the entries made in the 'Lines' tab

 

Budget Style 1: This is display only and shows the Budget Style 1 as maintained in the 'Detail' Tab.    The available Styles are:

 

 

Budget Style 2: This is display only and shows the Budget Style 2 as maintained in the 'Detail' Tab.    The available Styles are:

 

Budget Style 3: This is display only and shows the Budget Style 3 as maintained in the 'Detail' Tab.    The available Styles are:

 

 

Data Display Options

 

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

 

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.  To revert back to displaying all records click on the ‘Eraser’ Icon

 

Buttons

 

Close: This will close the Budgets screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up the following "New Budget" panel for creation of a Budget.

 

There are 3 options when creating a new Budget.  They are

 

Select the appropriate Radio Button and enter information as follows:-

 

Create Budget from Scratch

 

Budget Name: Enter a unique Budget Name.  Duplicate Budget Names are not allowed. 

 

If you now click the 'Create' Button you will be taken to the 'Detail' tab for entry of further information

 

Copy Budget from another

 

Budget to be copied: From the drop-down select the existing Budget that is going to be copied

New Budget Name: Enter a unique Budget Name.  Duplicate Budget Names are not allowed. 

Factor % to Use: Enter a percentage factor (plus or minus) which will be used when copying the Budget.

 

If you now click the 'Create' Button you will be taken to the 'Detail' tab where you will see that the details of the 'Budget to be copied' now exist against this new Budget and have been adjusted by the entered %

 

Generate from History

 

Budget Name: Enter a unique Budget Name.  Duplicate Budget Names are not allowed. 

Budget Class: From the drop-down list select the Budget Class.  The options are Sales or Purchasing

Budget Year: From the drop-down list select the year for which the Budget will be created

Budget Type: From the drop-down list select the Type of Budget to be created

Budget Style 1: From the drop-down list select the Budget Style 1 element to be used in the created Budget

Budget Style 2: From the drop-down list select the Budget Style 2 element to be used in the created Budget

Budget Style 1: From the drop-down list select the Budget Style 3 element to be used in the created Budget

 

You should now select the history from where the Budget will be generated.  The options are:

 

Factor to Use: Enter a percentage factor (plus or minus) which will be applied to the extracted history data

 

If you now click the 'Create' Button you will be taken to the 'Detail' tab where you will see that the details of the Budget have been created from the above information

 

 

Save: Not applicable to the List panel

 

Cancel: Not applicable to the List panel

 

Delete: This removes the current Budget record

 

Related: This will bring up a list of functions that are related to the Budget.  You may open and maintain information in those screens whilst still remaining in the Budget screen.

 

Reports: This will bring up a list of Reports that are related to the Budget.  You can immediately run the report whilst still remaining in the Budget screen.

 

 

Detail Tab

 

This tab enables you to maintain the Budget summary information.  The information shown is that currently existing against the Budget.   The details within this Budget are added/maintained in the ‘Line’ tab

 

Entry and Display fields

 

Budget Name: This is display only that shows the Budget Name that was entered in the creation panel (see the 'Add' Button - below)

 

Budget Year: This shows the year to which this Budget applies.  This can be amended by selecting another year from the drop-down list

 

Budget Class: This shows the Class to which this Budget applies.  This can be amended by selecting another Class from the drop-down list.  The available Classes are:

 

Budget Type: This shows the Type to which this Budget applies.  This can be amended by selecting another Type from the drop-down list.  The available Types are:

 

Total Value: This is display only and shows the Total Value of this Budget.  It is maintained from the entries made in the 'Lines' tab

 

Budget Style 1: From the drop-down list select the Budget Style 1 that will apply to this Budget record.    The available Styles are:

 

 

Budget Style 2: From the drop-down list select the Budget Style 2 that will apply to this Budget record.    The available Styles are:

 

Budget Style 3: From the drop-down list select the Budget Style 3 that will apply to this Budget record.    The available Styles are:

 

Billing or Delivery : If Budget Class is "Sales" then this selection will appear to allow you to choose whether this budget is set up for Billing Customer or Delivery Customer.

 

Notes: You can enter unlimited amount of Notes that are related to this Matrix Style.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

 

Buttons

 

Close: This will close the Budgets screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up the following "New Budget" panel for creation of a Budget.

 

There are 3 options when creating a new Budget.  They are

 

Select the appropriate Radio Button and enter information as follows:-

 

Create Budget from Scratch

 

Budget Name: Enter a unique Budget Name.  Duplicate Budget Names are not allowed. 

 

If you now click the 'Create' Button you will be taken to the 'Detail' tab for entry of further information

 

Copy Budget from another

 

Budget to be copied: From the drop-down select the existing Budget that is going to be copied

New Budget Name: Enter a unique Budget Name.  Duplicate Budget Names are not allowed. 

Factor % to Use: Enter a percentage factor (plus or minus) which will be used when copying the Budget.

 

If you now click the 'Create' Button you will be taken to the 'Detail' tab where you will see that the details of the 'Budget to be copied' now exist against this new Budget and have been adjusted by the entered %

 

Generate Budget from History

 

Budget Name: Enter a unique Budget Name.  Duplicate Budget Names are not allowed. 

Budget Class: From the drop-down list select the Budget Class.  The options are Sales or Purchasing

Budget Year: From the drop-down list select the year for which the Budget will be created

Budget Type: From the drop-down list select the Type of Budget to be created

Budget Style 1: From the drop-down list select the Budget Style 1 element to be used in the created Budget

Budget Style 2: From the drop-down list select the Budget Style 2 element to be used in the created Budget

Budget Style 1: From the drop-down list select the Budget Style 3 element to be used in the created Budget

 

You should now select the history from where the Budget will be generated.  The options are:

 

Factor to Use: Enter a percentage factor (plus or minus) which will be applied to the extracted history data

 

If you now click the 'Create' Button you will be taken to the 'Detail' tab where you will see that the details of the Budget have been created from the above information

 

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: This removes the current Budget record

 

Related: This will bring up a list of functions that are related to the Budget.  You may open and maintain information in those screens whilst still remaining in the Budget screen.

 

Reports: This will bring up a list of Reports that are related to the Budget.  You can immediately run the report whilst still remaining in the Budget screen.

 

 

Lines Tab

 

This tab facilitates the entry and maintenance of all the individual variables within the information entered into the 'Detail' tab

 

Entry and Display fields

 

Budget Style 1: Display only field showing the Style that has been applied to the 'Budget Style 1' field in the 'Detail' tab

 

Style Value 1: From the drop down list select the specific value to which this budget line applies. The Values are 'All' plus the unique values held against the Style.  For example if the Style is Labour Code then the drop-down will display the individual Labour Codes with the option to select 'All'

 

Budget Style 2: Display only field showing the Style that has been applied to the 'Budget Style 2' field in the 'Detail' tab

 

Style Value 2: From the drop down list select the specific value to which this budget line applies.

 

Budget Style 3: Display only field showing the Style that has been applied to the 'Budget Style 3' field in the 'Detail' tab

 

Style Value 3: From the drop down list select the specific value to which this budget line applies.

 

Total Value: Display only field showing the sum of the individual monthly budget amounts held against this Line record.

 

Annual Spread Amount: You can enter an Annual Amount associated to a Spread Factor and, upon saving, Ostendo will populate the individual Monthly Amounts fields.  See Example of this at the end of this section

 

Spread Factor: From the drop-down list select the Spread Factor that will be applied to the value entered in 'Annual Amount' field.  Upon saving, Ostendo will populate the individual Monthly Amounts fields.  See Example of this at the end of this section

 

Monthly Amounts: Enter or maintain the individual Monthly Amounts.  You should note that the column Headings are derived from a combination of the Budget Year and the Financial Start Month as entered in System Settings (File>System Configuration>System Settings)

 

 

Buttons

 

Close: This will close the Budgets screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will send the cursor to a new line for entry of a new record against this Budget

 

Save: This will save the current data without exiting the screen.  It will also apply any Annual Amount to the individual Monthly amount fields using the Spread Factor

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: This will delete the current Line record

 

Related: This will bring up a list of functions that are related to the Budget.  You may open and maintain information in those screens whilst still remaining in the Budget screen.

 

Reports: This will bring up a list of Reports that are related to the Budget.  You can immediately run the report whilst still remaining in the Budget screen.

 

 

Example of using Spread Factor

 

Assuming that there is a Spread Factor record containing the following:

 

Spread Factor:         Example of Spread Factor

Month 1 Factor:        0

Month 2 Factor:        3

Month 3 Factor:        2

Month 4 Factor:        10

Month 5 Factor:        0

Month 6 Factor:        6

Month 7 Factor:        1

Month 8 Factor:        0

Month 9 Factor:        0

Month 10 Factor:        4

Month 11 Factor:        2

Month 12 Factor:        2

Total Spread Factor:        30 (System calculated from the sum of the above)

 

If you now create a Budget Line with an Annual Amount of (say) $45,000 then Ostendo will populate the 12 Monthly Amount fields as follows

 

Annual Amount = $45,000

Number of Factors = 30

Amount per Factor = $45,000 / 30 = $1,500

 

Month 1 Factor:        0                Amount = $0

Month 2 Factor:        3                Amount = $4,500

Month 3 Factor:        2                Amount = $3,000

Month 4 Factor:        10                Amount = $15,000

Month 5 Factor:        0                Amount = $0

Month 6 Factor:        6                Amount = $9,000

Month 7 Factor:        1                Amount = $1,500

Month 8 Factor:        0                Amount = $0

Month 9 Factor:        0                Amount = $0

Month 10 Factor:        4                Amount = $6,000

Month 11 Factor:        2                Amount = $3,000

Month 12 Factor:        2                Amount = $3,000

 

                                       Total     = $45,000