Adding Income and Expense Lines and Budget Details

You can add income and expense lines to an existing budget. No income and expense lines are created when you create a new budget.

Notes:
  • Depending on your budget template settings, you can only have one income or expense section. However, you can have both the income and expense sections as an administrator. You can add the income and expense lines for the budget amount and time using different budget templates. For more information on budget templates, see Creating a Budget Template.
  • The General Template budget template is the default template provided in the FinancialForce Planning package in the Initial Setup. If you want to use the Employee and Rate budget template or the Rate and Quantity budget template, you must create it from the Budget Template page. For more information, see Creating a Budget Template.

  • The calculation rules depend on the minimum and maximum amounts based on the budget currency specified in the Minimum and Maximum fields. If no amount is entered in these fields, then the amount that exists for the budget in the expense line is automatically set to zero. You must check these fields to ensure that the calculation rules are correctly applied in the expense line and properly displayed. For more information about calculation rules, see Calculation Rules.

To add an income and expense line:

  1. After creating a new budget, navigate to the budget page and click the App tab.
  2. Click Add to add an income or expense line to the Income or Expense section.
  3. [Optional] Edit the budget line title.
  4. Select the type of account for your budget line from the Account field.
  5. [Optional] Select the dimensions from FF1s, FF2s, FF3s, and FF4s fields.
  6. [Optional] Enter a description for the budget line.
  7. Complete the options and fields for Totals, Employee and Rate, and Rate and Quantity. The options and fields available depends on the budget template that you have selected.

    8. In the Base Amount field, enter a base amount to fill in the budget lines. There are different options to enter amounts in the budget income and expense line:

    • Spread: Spread the number set in the base amount field to all periods in the line.
    • Spread by periods: Spread the number set by periods in the base amount field.
    • Multiply by: Multiply the number set in the base amount field by the amount in periods.
    • Divide by: Divide the existing amount into periods by the number set in the base amount field.
    • Increase by: Add the number set in the base amount field to the existing one in periods.
    • Reset: Reset the number set in the base amount field to the existing one in periods.
    Note: The amount calculation in the budget income and expense line is only based on the quantity.
    1. [Optional] Select the rate from the Rate field.
    2. [Optional] Enter a description for the budget line.
    3. In the Base Amount field, enter a base time to fill in the budget lines. There are different options to enter time in the budget income and expense line:
      4. Note:

      The amount to be filled in the budget lines is disabled based on the selection of the budget template.

      • Spread: Spread the number set in the Base Time field to all periods in the line.
      • Spread by periods: Spread the number set by periods in the Base Time field.
      • Multiply by: Multiply the number set in the Base Time field by the time in periods.
      • Divide by: Divide the existing time into periods by the number set in the Base Time field.
      • Increase by: Add the number set in the Base Time field to the existing one in periods.
      • Reset: Reset the number set in the base amount field to the existing one in periods.
    1. [Optional] Select the product from the Product field.
    2. [Optional] Select the price book from the Price book field.
    3. [Optional] Enter a description for the budget line.
    4. In the Base Amount field, enter a base quantity to fill in the budget lines. There are different options to enter the quantity in the budget income and expense line:
      5. Note:

      The amount to be filled in the budget lines is disabled based on the selection of the budget template.

      • Spread: Spread the number set in the Base Quantity field to all periods in the line.
      • Spread by periods: Spread the number set by periods in the Base Quantity field.
      • Multiply by: Multiply the number set in the Base Quantity field by the time in periods.
      • Divide by: Divide the existing time into periods by the number set in the Base Quantity field.
      • Increase by: Add the number set in the Base Quantity field to the existing one in periods.
      • Reset: Reset the number set in the base amount field to the existing one in periods.
    Note: The new line must have at least one value in one of the months (quarters). The composition of analysts in the line depends on the template settings and can differ or be absent.
  8. Click Apply to apply the budget line to the budget.
  9. [Optional] Click Show More to view detailed information for the budget.
  10. [Optional] Click Filter to filter the budget information based on your need. For more information, see Defining and Applying Filters in Budgets.
  11. [Optional] Click View Amount to view the budget template amount. Only applicable for the Employee and Rate and Rate and Quantity budget templates.
  12. [Optional] Click View Quantity to view the budget quantity summary. Only applicable for the Rate and Quantity budget template.
  13. [Optional] Click View Time to view the budget template time. Only applicable for the Employee and Rate budget template.
  14. [Optional] Click View Summary to view the summary of the budget. For more information, see Viewing the Budget Summary.
  15. [Optional] Click Excel Document | Consolidated Budget to download and view the overall summary of all budgets.
  16. [Optional] Click Excel Document | Individual Budget to download budget information individually.
  17. [Optional] Click Budgets to go back to the Budgets detail page.
  18. [Optional] Click Budgets List to go back to the Budgets list page.
  19. Click Save.

To add budget details:

  1. After creating a new budget and adding an income and expense line, click the Details tab.
  2. In the Title field, enter the title for the budget details.
  3. [Optional] From the Owner field, select the owner of the budget.
  4. [Optional] In the Order Number field, enter the order number of the budget.
  5. From the Budget Holder, select the budget owner assigned to the budget and have privileges to access the budget. The Budget Holder field is read-only if you create a budget using the Headcount by Resource budget template.
  6. [Optional] Enter the description.
  7. [Optional] In the Parent (admin only) field, select the parent for the budget. The Parent (admin only) field is visible to an administrator.
  8. In the Template (admin only), select the template to which the budget is mapped. The Template (admin only) field is visible to an administrator.
  9. [Optional] In the Status (admin only), enter the budget status. The following are the budget statuses:
    1. Open
    2. Closed
    3. Active
    4. Inactive
  10. [Optional] select the checkbox to mark the status as final.
  11. In the Companies (admin only) field, enter the company with which the budget is associated. The company type depends on the setting of the Budget Dimension.

To edit or delete the income or expense lines, see Managing Income and Expense Lines.