Celenia Enhanced Budget Control for Microsoft Dynamics NAV User's Guide

Transcription

1 Celenia Enhanced Budget Control for Microsoft Dynamics NAV User's Guide Published: October 2007 Copyright 2007 Celenia Software a/s

2 Table of Contents 1 Introduction User s Guide Overview Celenia Enhanced Budget Control for Microsoft Dynamics NAV Overview Terminology List Installation System Requirements Software Requirements Installing EBC Downloading the Distributive from the Partner Website Step-by-Step Instructions Budget Models Budget Model Window Budget Model Setup Setup Overview Date Setup Creating Budget Periods Automatically Budget Customers and Customer Groups Budget Cust. Post. Groups Window Budget Cust. Post. Group Card Window The Budget Customers Window Budget Items and Inventory Groups Budget Inv. Post. Groups Window Budget Inv. Post. Group Card Window The Budget Items Window Budget G/L Accounts Checking Setup Sales Budgets Calculating Sales Budgets Sales Budget Versions Sales Budget Entries Calculation Settings Logs Date Log Customer Log Item Log Financial Budgets Calculating Financial Budgets Financial Budget Versions Financial Budget Entries Calculation Settings Logs Date Log Budget G/L Accounts Log Updating the Standard G/L Budget Excel Integration Exporting Budgets to Excel Exporting a Sales Budget to Excel Exporting a Financial Budget to Excel Importing Budgets from Excel Copyright 2007 Celenia Software a/s Page 2 of 50

3 8 Operations with Budget Models Releasing and Reopening Budget Models Copying Budget Models Copying Budget Model Lines Creating Forecasts EBC Reports Budget Model Summary Sales Budget Reports Budget by Customers Budget Figures/Actuals by Customers Budget by Items Budget Figures/Actuals by Items Appendix A: Shortcut Keys in Celenia Enhanced Budget Control for Microsoft Dynamics NAV Appendix B: Entries Processed by EBC Appendix C: Cash Flow Analysis Copyright 2007 Celenia Software a/s Page 3 of 50

4 1 Introduction 1.1 User s Guide Overview This document is the User s Guide to the Celenia Enhanced Budget Control for Microsoft Dynamics NAV solution. It is intended for employees that are involved in the company s budgeting process. The guide will instruct you on how to perform the necessary budget setup and prepare sales and financial budgets using Celenia Enhanced Budget Control for Microsoft Dynamics NAV. You will also learn how to install the solution. 1.2 Celenia Enhanced Budget Control for Microsoft Dynamics NAV Overview Celenia Enhanced Budget Control for Microsoft Dynamics NAV provides advanced budgeting facilities for financial staff. This solution introduces a flexible yet efficient way of preparing sophisticated budgets in Microsoft Dynamics NAV. Detailed budget calculations are performed automatically on the basis of the setup provided. Budgets can be based either on the actual figures of the previous period or on other budgets. The program also allows the user to define the level of detail for the budget calculation by specifying the dimensions, customer groups, inventory groups, customers, items, and G/L accounts that should be considered in the budget. The financial budget includes the amounts projected for the sales budget and can be easily transferred to the standard budgeting functionality in Microsoft Dynamics NAV. The solution supports Microsoft Office Excel integration. Thus, it is possible to export the budgeted figures to Excel and import them back after modification. Copyright 2007 Celenia Software a/s Page 4 of 50

5 1.3 Terminology List Term EBC Budget Budget Model Sales Budget Financial Budget Forecast Main Budget Definition Enhanced Budget Control for Microsoft Dynamics NAV. The add-on for Microsoft Dynamics NAV that provides advanced budgeting facilities and introduces a flexible yet efficient way of preparing sophisticated budgets. A quantitative plan of activities and programs expressed in terms of assets, liabilities, revenues, and expenses. The budget expresses the organization s goals in terms of specific financial and operating objectives. A basic structure that contains all the budget setup information. The model is defined for a specific period (e.g. fiscal year). All the further calculations (sales budget, etc.) are made based upon the budget model. An operating plan for a period expressed in terms of sales volume and selling prices for each class of product or service. The preparation of a sales budget is the starting point in budgeting since sales volume influences nearly all other items. A periodic fiscal budget for an organization. A financial budget may be a summarized budget of several sub-budgets such as a sales budget or fixed assets budgets etc. A financial budget consists of a budget for an income statement with figures for revenues and expenditures and a budget for a balance sheet with figures for assets, equity, and liabilities. The income statement and balance sheet may be used to produce a cash flow budget as well. Projections about future performance (sales, revenue, earnings, or costs) on the basis of historical and current data. A budget that is chosen as a basis on which to forecast the future performance of the company. Copyright 2007 Celenia Software a/s Page 5 of 50

6 2 Installation The solution does not require any additional equipment other than that for Microsoft Dynamics NAV. It does not require any special hardware, though meeting the software requirements listed below assures the best results while working with EBC. 2.1 System Requirements Software Requirements The list of software components is defined below. Operating system: Windows XP Professional SP2 Windows component: Microsoft Office Excel 2003 or later NAV components: Microsoft Dynamics NAV: W Installing EBC The EBC product is available in the following media format: A downloadable distributive from the Partner website, which is only accessible to registered Microsoft partners Downloading the Distributive from the Partner Website To download a distributive from the Partner website, open your Web browser and enter the following address: You must be a registered Microsoft partner to log in to the member area on the website. When logged in, on the left in the navigation menu under Download, find and click the EBC for Microsoft Dynamics NAV link. On the newly opened page, find and click the Download link for the distributive you wish to install. If you run the installer on Windows XP Pro SP2, you may encounter a few security messages during this process. If you receive the File Download Security Warning message or the Unknown Publisher Security warning, click Run to proceed to the installation. If you choose to save the distributive file, browse to the folder you need and click OK. After the download is complete, navigate in Windows to open the folder in which you saved the distributive. You may need to unzip the distributive Step-by-Step Instructions To install EBC, take the following steps: 1. Install a license file that enables changing EBC objects. The required license includes Granul ID 6,065, Import Microsoft Dynamics NAV objects into Microsoft Dynamics NAV. 3. Install Microsoft Dynamics NAV add-on online Help, if needed. The following sections provide more detailed information on each of these installation steps. Copyright 2007 Celenia Software a/s Page 6 of 50

7 Importing Microsoft Dynamics NAV Objects Before using EBC, it is necessary to import Microsoft Dynamics NAV object files into the Microsoft Dynamics NAV database. To import the EBC objects: 1. Start the Microsoft Dynamics NAV Client. 2. From the File menu, choose Database, Open. 3. In the Open Database dialog box, specify Server Name, Database Name, Authentication, and User ID and Password if needed. Click OK when you have finished entering the information. 4. Press SHIFT+F12 to open the Object Designer window. 5. From the File menu, select Import. 6. In the Import Objects dialog box, browse to the folder in which the EBC object files are stored. 7. Select the EBC.fob file. Click Open. 8. When the program finishes reading the objects, you will see a message informing you of the results of the process and asking you whether to import these objects. Figure 1 Start Import Confirmation message 9. Click Yes to start importing objects. In the window that appears, you will see a bar indicating the progress of the Microsoft Dynamics NAV objects storage. 10. When the objects have been imported, you will see the Import Objects window. This window will give you the results of the process. 11. Click OK to return to the Object Designer window Installing Microsoft Dynamics NAV Add-On Online Help In Microsoft Dynamics NAV, you can press F1 on any field, form or table to invoke context-sensitive Help for these entities. To be able to see the online Help for the imported EBC objects, the user should additionally install the Microsoft Dynamics NAV add-on online Help. To install the Microsoft Dynamics NAV online Help for EBC: 1. Start Windows Explorer and browse to the folder in which the EBC object files are stored. 2. Copy ebc_a.chm and ebc_a.hh to the online Help subfolder in the Microsoft Dynamics NAV program folder. Note Microsoft Dynamics NAV online Help files are located in a folder named after the language code letters. For example, English (U. S.) online Help files are placed in the ENU folder: C:\Program Files\\Microsoft Business Solutions-Navision\Client\ENU After installing of the online Help files, restart Microsoft Dynamics NAV to have the online Help index rebuilt. Copyright 2007 Celenia Software a/s Page 7 of 50

8 3 Budget Models 3.1 Budget Model Window The Budget Model window enables the user to perform the main budgeting operations. Here budget models are created. A budget model is comprised of the settings defined for the budget calculation. Several budgets can be calculated on the basis of the same budget model. To open the Budget Model window, go to the Financial Management menu and click General Ledger, Enhanced Budget Control, Budget Model. Figure 2 The Budget Model window The header of the Budget Model window contains basic information common for the whole budget model. The lines in the window represent separate budgets, which can differ by the assigned setup and combination of dimension values. On the General tab of the Budget Model window, specify the general information about the budget model. The following fields are available: Field Name Code Description G/L Budget Name Status Main Budget Forecast Source Budget Model Code Description Contains the budget model code. Contains the budget model description. Contains the name of the standard G/L budget that the model is linked to. The specified G/L budget will be used in updating the standard Microsoft Dynamics NAV functionality with the EBC financial budget data. Contains the status of the budget model. Two options are available: Open, and Released. Indicates whether this budget model is a main budget and will be used for calculating a forecast. This check box can be selected for several budget models. Indicates whether the budget model is a forecast based on another budget model and actual figures. To learn more about forecasts, refer to the Creating Forecasts section of this guide. Displays the code of the budget model that was used as a source to copy from. On the Dimensions tab of the Budget Model window, define the dimensions used in a budget model. You can assign two global dimensions and up to three budget dimensions. Select the Copyright 2007 Celenia Software a/s Page 8 of 50

9 corresponding check boxes to use one or both global dimensions and fill in the Budget Dimension 1 Code, Budget Dimension 2 Code, and Budget Dimension 3 Code fields, if necessary. Figure 3 The Dimensions tab of the Budget Model window On the Balance Sheet tab of the Budget Model window, specify the information required to calculate the opening balance and update the standard G/L budget with the EBC financial budget data. Figure 4 The Balance Sheet tab of the Budget Model window The following fields must be filled in on the Balance Sheet tab: Field Name Opening Bal. Source Type Opening Bal. Budget Model Code Opening Bal. Date Description Specifies the source of the figures for the opening balance calculation. There are two options available: Actuals, and Budget Model. The field is set to Actuals by default. Specifies the source budget model for calculating the opening balance. The field is editable only if the Opening Bal. Source Type field is set to Budget Model. It is required that the source budget model has already been transferred to the standard G/L budget. Specifies the date to calculate the opening balance at. Copyright 2007 Celenia Software a/s Page 9 of 50

10 Opening Bal. Posting Date Opening Bal. Vend. Pmt. Term Opening Bal. Cust. Pmt. Term VAT Payment Term Cash Account Specifies the date for posting the opening balance. Specifies the due date for posting the balance for the payables account. Specifies the due date for posting the balance for the receivables account. Specifies the due date for posting to the VAT accounts. Specifies the number of the cash account. On the Default Posting Groups tab of the Budget Model window, specify the default values that the program will use to fill in the lines in the Budget G/L Accounts window. For more information about the Budget G/L Accounts window, refer to Budget G/L Accounts. Figure 5 The Default Posting Groups tab of the Budget Model window The following fields must be filled in on the Default Posting Groups tab: Field Name VAT Bus. Posting Gr. VAT Prod. Posting Gr. Payment Terms Code Sales Bal. Acc. No. Purchase Bal. Acc. No. Description Contains the code of the VAT business posting group the program will assign to a line in the Budget G/L Accounts window unless the account specified on this line has the VAT business posting group defined. Contains the code of the VAT product posting group the program will assign to a line in the Budget G/L Accounts window unless the account specified on this line has the VAT product posting group defined. Contains the code of the payment terms that the program will assign to a line in the Budget G/L Accounts window. Contains the number of the sales balancing account that the program will assign to a line in the Budget G/L Accounts window if the account specified on this line is of the Sale general posting type. Contains the number of the purchase balancing account that the program will assign to a line in the Budget G/L Accounts window if the account specified on this line is of the Purchase general posting type. A new line in the Budget Model window denotes a separate budget. In the Description field, enter the description of a budget. The line will have as many dimension value code fields as it is defined on the Dimensions tab. You can specify different dimension values for each line. Note You cannot create two lines with the identical combination of dimension values within the same model. Copyright 2007 Celenia Software a/s Page 10 of 50

11 You can enter the expected growth for the budget in the Line Factor % field. The minimum permitted value is 100. The line factor normally refers to the dimension combination specified on the line. However, the growth is also considered in calculations when no dimensions have been assigned. The Sales Budget field indicates whether the sales budget calculation is enabled for this budget. If you place a check mark in this field, the program will enable you to specify customer groups, customers, inventory groups, and items for the budget. For more information, refer to Budget Customers and Customer Groups and Budget Items and Inventory Groups. Copyright 2007 Celenia Software a/s Page 11 of 50

12 4 Budget Model Setup 4.1 Setup Overview Before calculating a budget, you must provide it with the necessary setup including the following: Date setup Customer groups and customers to be budgeted Items and inventory groups to be budgeted G/L accounts to be included in the calculation of the financial budget The date setup is common for the whole budget model, while the others are relevant for a separate budget and are set up for each line in the Budget Model window: 4.2 Date Setup In the Budget Date Setup window, specify the budget periods for the budget calculation. Define if the source data should be taken from the actual figures of the previous period or from another budget model. Note If you choose to use another budget model as a source, the program refers to the entries created by the last calculations of the respective budgets. To open the Budget Date Setup window, click Model, Date Setup in the Budget Model window. Figure 6 The Budget Date Setup window The following table describes the fields available in the Budget Date Setup window: Field Name Starting Date Ending Date Posting Date Source Type Source Starting Date Source Ending Date Source Budget Model Code Description Contains the starting date of the budget period. Contains the ending date of the budget period. Contains the posting date of the budget entry for this period. Contains the source data for the budget calculation. There are two options available: Actuals, and Budget Model. The field is set to Actuals by default. Contains the starting date of the period from which the source data is considered. Contains the ending date of the period from which the source data is considered. Contains the code of the budget model that is taken as a data source. The field is editable only when the Source Type field is set to Budget Model. Copyright 2007 Celenia Software a/s Page 12 of 50

13 Factor % Locked Contains the growth expected in the budget period. The minimum permitted value is 100. A check mark in this field indicates that the data pertaining to the period cannot be modified. You can manually specify as many budget periods as you want. Important It is necessary to specify at least one line in the Budget Date Setup window to be able to calculate a budget based on this budget model Creating Budget Periods Automatically The program enables you to create several budget periods automatically. To do this, perform the following: 1. Open the Budget Date Setup window. 2. Click Functions, Create Periods. 3. Fill in the request form. Figure 7 Creating budget periods If some periods already exist in the Budget Date Setup window, the program will automatically fill in the Starting Date field with the calculated date which is the next after the ending date of the last period. In the Posting Date Equal To field, select either the Starting Date or Ending Date option to define the posting date used for the periods. Specify the required number of periods to be added and enter a date formula for the period length. 4. Click OK. 4.3 Budget Customers and Customer Groups You can set up your budget for a specific level of detail. In particular, EBC allows specifying customer groups and customers to calculate the budget for. Once the customer posting groups or customers are assigned to a budget, you will be able to review the budget entries calculated per customer group or customer respectively Budget Cust. Post. Groups Window The Budget Cust. Post. Groups window allows you to set up budget calculations for a specific customer posting group. To open the window, select the relevant line in the Budget Model window and click Line, Customer Post. Groups in the Budget Model window. Copyright 2007 Celenia Software a/s Page 13 of 50

14 Figure 8 The Budget Cust. Post. Groups window To add a budget customer group, click the AssistButton next to the Customer Posting Group field and select one from the customer posting groups listed in the Customer Posting Groups window that appears. The program fills in the Customer Posting Group and Receivables Account fields with the relevant values. For the group, enter the expected growth in the Cost Factor % and Sales Factor % fields. When certain fields in the Budget Cust. Post. Groups window are filled in, the program retrieves information from the related setup and automatically fills in the other fields. The following table enumerates the fields that are specified manually and the field values that are then retrieved by the program: Field Values Specified Manually Field Values Retrieved Automatically Customer Posting Group Sales Gen. Bus. Posting Gr. Sales Gen. Prod. Posting Gr. Vendor No. Purch. Gen. Prod. Posting Gr. Receivables Account Sales VAT Bus. Posting Gr. You can modify the retrieved values if necessary. Important Sales VAT Prod. Posting Gr. Purch. Gen. Bus. Posting Gr. Purch. VAT Bus. Posting Gr. Purch. Payment Terms Code Payables Account Purch. VAT Prod. Posting Gr. The combination of the VAT business posting group and VAT product posting group specified for the budget customer group must have the Normal VAT calculation type in the VAT Posting Setup window Budget Cust. Post. Group Card Window You can view and modify the setup of a budget customer posting group in the Budget Cust. Post. Group Card window. To open the card: 1. In the Budget Cust. Post. Groups window, click the line with the required group. 2. Click Posting Gr., Card or press SHIFT+F5. Copyright 2007 Celenia Software a/s Page 14 of 50

15 Figure 9 The Budget Cust. Post. Group Card window The window contains three tabs with general, sales, and purchase information The Budget Customers Window The Budget Customers window allows you to specify the customers within the budget customer posting group that will be considered in the calculation. You can open the Budget Customers window in one of the following ways: In the Budget Cust. Post. Groups window, click the line with the relevant customer group. Click Posting Gr., Budget Customers. Open the Budget Cust. Post. Group Card window for the relevant customer group. Click Posting Gr., Budget Customers. Figure 10 The Budget Customers window To fill in a line, click the AssistButton next to the Customer No. field. The Customer List window will be displayed with the list of customers pertaining to this customer posting group. Select the required customer and click OK. The program will fill in the line in the Budget Customers window with the customer number and name. The Sales Gen. Bus. Posting Gr., Sales VAT Bus. Posting Gr., Sales Payment Terms Code values will be copied from the customer card. The rest of the field values will be retrieved from the budget customer posting group. However, these values can be edited manually. Important The combination of the VAT business posting group and VAT product posting group specified for the customer must have the Normal VAT calculation type in the VAT Posting Setup window. You can automatically fill in the Budget Customers window with several or all of the customers pertaining to the customer posting group. To insert customers: 1. In the Budget Customers window, click Functions, Insert Customers 2. In the Customer List window containing the customers assigned to the current customer posting group, select the customers to be inserted. Copyright 2007 Celenia Software a/s Page 15 of 50

16 3. Click OK. 4.4 Budget Items and Inventory Groups EBC allows for specifying the inventory groups and items to calculate the budget for. If you define inventory posting groups or items for a budget, you will be able to review the budget entries calculated for each inventory group or item Budget Inv. Post. Groups Window The Budget Inv. Post. Groups window allows you to set up budget calculations for a specific inventory posting group. To open the window, select the relevant line in the Budget Model window and click Line, Inventory Post. Groups in the Budget Model window. Figure 11 The Budget Inv. Post. Groups window To add a budget inventory group, click the AssistButton next to the Inventory Posting Group field and select from the inventory posting groups listed in the Inventory Posting Groups window. The program fills in the Inventory Posting Group field with the code of the selected group. For the group, enter the expected growth in the Quantity % Factor, Cost Factor %, and Sales Factor % fields. When certain fields in the Budget Cust. Post. Groups window are filled in, the program retrieves information from the related setup and automatically fills in other fields. The following table enumerates the fields that are specified manually and the field values that are retrieved by the program: Field Values Specified Manually Field Values Retrieved Automatically Sales Gen. Bus. Posting Gr. Sales Gen. Prod. Posting Gr. Vendor No. Purch. Gen. Prod. Posting Gr. Sales VAT Bus. Posting Gr. Sales VAT Prod. Posting Gr. Purch. Gen. Bus. Posting Gr. Purch. VAT Bus. Posting Gr. Purch. Payment Terms Code Payables Account You can modify the retrieved values if required. Important Purch. VAT Prod. Posting Gr. The combination of the VAT business posting group and VAT product posting group specified for the budget inventory group must have the Normal VAT calculation type in the VAT Posting Setup window. Copyright 2007 Celenia Software a/s Page 16 of 50

17 4.4.2 Budget Inv. Post. Group Card Window You can view and modify the setup of a budget inventory posting group in the Budget Inv. Post. Group Card window. To open the card: 1. In the Budget Inv. Post. Groups window, click the line with the required group. 2. Click Posting Gr., Card or press SHIFT+F5. Figure 12 The Budget Inv. Post. Group Card window The window contains three tabs with the general, sales and purchase settings for the budget inventory group The Budget Items Window In the Budget Items window, specify the items within the budget inventory posting group that need to be considered in the calculation. You can open the Budget Items window in one of the following ways: In the Budget Inv. Post. Groups window, click the line with the relevant inventory group. Then click Posting Gr., Budget Items. Open the Budget Inv. Post. Group Card window for the relevant inventory group and then click Posting Gr., Budget Items. Figure 13 The Budget Items window To fill in a line, click the AssistButton next to the Item No. field. The Item List window will be displayed with the list of items pertaining to this inventory posting group. Select the item and click OK. The program will fill in the line in the Budget Items window with the item number and description. The Sales Gen. Prod. Posting Gr. and Sales VAT Prod. Posting Gr. values will be copied from the card. The rest of the values will be retrieved from the budget inventory posting group item setup. However, these values can be edited manually. Copyright 2007 Celenia Software a/s Page 17 of 50

18 Important The combination of the VAT business posting group and VAT product posting group specified for the budget item must have the Normal VAT calculation type in the VAT Posting Setup window. You can automatically fill in the Budget Items window with several or all of the items pertaining to the inventory posting group. To insert items: 1. In the Budget Items window, click Functions, Insert Items 2. In the Item List window containing the items assigned to the current inventory posting group, select the items to be inserted. 3. Click OK. 4.5 Budget G/L Accounts The Budget G/L Accounts window is used to define the G/L accounts included in the financial budget calculation. When you create a line in the Budget Model window, the program automatically creates corresponding lines in the Budget G/L Accounts window for all of the income statement G/L accounts that exist in the Chart of Accounts window. Note If you decide to enable the sales budget calculation for the line and fill in the Sales Budget field, the program will delete all sales and COGS accounts from the Budget G/L Accounts window. Moreover, the program will not allow you to insert these G/L accounts manually. For each account in the Budget G/L Accounts window, the program fills in the fields according to the conditions outlined in the following table: Field Field Value Condition Source Gen. Posting Type VAT Bus. Posting Gr. VAT Prod. Posting Gr. Payment Terms Code Bal. Acc. No. Sale Purchase The VAT business posting group code assigned to the account. The VAT business posting group code specified on the Default Posting Groups tab of the Budget Model window. The VAT product posting group code assigned to the account. The VAT product posting group code specified on the Default Posting Groups tab of the Budget Model window. The payment terms code specified on the Default Posting Groups tab of the Budget Model window. The account number from the Sales Bal. Acc. No. field on the Default Posting Groups tab of the Budget Model window. The account number from the Purchase Bal. Acc. No. field on the Default Posting Groups tab of the Budget Model window. The Gen. Posting Type field in the Chart of Accounts window is set to Sale. The Gen. Posting Type field in the Chart of Accounts window is set to Purchase or is blank. The VAT Bus. Posting Group field in the Chart of Accounts window is filled in. The VAT Bus. Posting Group field in the Chart of Accounts window is blank. The VAT Prod. Posting Group field in the Chart of Accounts window is filled in. The VAT Prod. Posting Group field in the Chart of Accounts window is blank. Always The Gen. Posting Type field in the Budget G/L Accounts window is set to Sale. The Gen. Posting Type field in the Budget G/L Accounts window is set to Purchase. Chart of Accounts Chart of Accounts Chart of Accounts Budget Model Chart of Accounts Budget Model Budget Model Budget Model Budget Model Copyright 2007 Celenia Software a/s Page 18 of 50

19 To open the Budget G/L Accounts window: 1. Click the relevant line in the Budget Model window. 2. Click Line, Budget G/L Accounts. Figure 14 The Budget G/L Accounts window You can delete the G/L account lines inserted automatically, as well as create new lines manually in the Budget G/L Accounts window. To insert a new line, click the AssistButton next to the G/L Account No. field in the window and select the account number from the G/L account list. The program inserts the selected account and fills in the fields on the line as defined in the table earlier in this section. You can modify the field values, if needed. The program allows for specifying both income statement and balance sheet accounts in the Budget G/L Accounts window. However, you cannot define any values for balance sheet accounts. The budget entry calculated for these accounts will be created with zero values. Note It is possible to export the budget entries for balance sheet accounts to Excel and modify this information there. For more information, refer to Exporting Budgets to Excel and Importing Budgets from Excel. There are some restrictions on the accounts that can be manually set up in the Budget G/L Accounts window. You cannot add the following accounts: Sales and COGS accounts defined in the General Posting Setup window if the Sales Budget field contains a check mark for the current budget line. Payables accounts defined in the Vendor Posting Groups window. Receivables accounts defined in the Customer Posting Groups window. Sales VAT and Purchase VAT accounts defined in the VAT Posting Setup window. The program enables you to fill in the Budget G/L Accounts window with several accounts at once. To insert the accounts: 1. In the Budget G/L Accounts window, click Functions, Insert Accounts. 2. In the G/L Account List window that opens, select the accounts to be copied. Copyright 2007 Celenia Software a/s Page 19 of 50

20 3. Click OK. Note Figure 15 Inserting several accounts For your convenience, the accounts that can be added to the Budget G/L Accounts window are marked with a dot in the G/L Account List window. The program will not add the accounts, which are not marked even if they happen to be selected. For a specified income statement account, enter the expected growth in the Factor % field. Important Ensure that the specified combination of the VAT business posting group and VAT product posting group has the Normal VAT calculation type in the VAT Posting Setup window. 4.6 Checking Setup EBC ensures that you have provided a correct setup for the budget calculation. A budget cannot be calculated if there are any errors in the setup. Thus, the program automatically performs a check prior to calculating a sales or financial budget, or updating the standard Microsoft Dynamics NAV budgeting functionality with the calculated budget amounts. However, you can manually initiate the checking from the Budget Model window when required. To do this, click Functions, Check Setup in the Budget Model window. After the check is completed, you will see a confirmation message informing you of the results. If any errors or warnings have been found, you will be suggested to review them in the Budget Setup Error Log window. To open the window, click Model, Setup Error Log in the Budget Model window. Copyright 2007 Celenia Software a/s Page 20 of 50

21 Figure 16 The Budget Setup Error Log window The following table describes the fields available in the Budget Setup Error Log window: Field Name Description Type Source Description Specifies if the conflict is an error or a warning. Specifies the setup which contains the conflict. Describes the reason for the conflict. The Budget Setup Error Log window is cleared and filled in with new records each time the checking of the budget model setup is performed. You can print out the list of revealed conflicts by clicking Print, Setup Error Log in the Budget Setup Error Log window. Figure 17 Printing budget setup errors On the request form, you can define what is included in the report by setting filters. Copyright 2007 Celenia Software a/s Page 21 of 50

22 5 Sales Budgets 5.1 Calculating Sales Budgets To be able to calculate a sales budget, you have to ensure that the budget periods and source data are defined in the Budget Date Setup window. It is also necessary to set up one or several of the following: Budget customer posting groups Budget customers Budget inventory posting groups Budget items You calculate the sales budget per budget model line in the Budget Model window. You can calculate the sales budget only for the lines with the Sales Budget field filled in. To calculate the budget: 1. Click the line or select several lines in the Budget Model window. 2. Click Functions, Calculate Sales Budget. Figure 18 Calculating sales budget As a result of the calculation, the sales budget versions and sales budget entries are created. To learn more about the entries that are included into the Sales Budget calculation depending on the budget model setup, refer to Appendix B: Entries Processed by EBC. 5.2 Sales Budget Versions Each time you calculate a sales budget for a budget model line, the program creates several versions of the budget. These versions represent the steps of handling the source figures against the provided setup. The versions are displayed in the order that certain factors are applied to the data: 1. Base Version. The original figures of the source data. 2. Amounts increased with the item/inventory group factors. The source data is multiplied by the factors. The factors specified for individual items have a higher priority than the factor set up for the group. 3. Amounts increased with the customer/customer group factors. The figures are multiplied by the factors. The factors specified for the individual customers have a higher priority than the factor set up for the group. 4. Amounts increased with the date factors. The figures are multiplied by the factors specified for the defined budget periods. Copyright 2007 Celenia Software a/s Page 22 of 50

23 5. Amounts increased with the line factor. The figures are multiplied by the factor specified for the budget model line. To view the versions of the calculated sales budget: 1. In the Budget Model window, click the line that you have calculated the sales budget for. 2. Click Line, Sales Budget Versions. The program opens the Sales Budget Line Versions window displaying the versions of the calculated sales budget. Figure 19 The Sales Budget Line Versions window The following table describes the fields available in the Sales Budget Line Versions window: Field Name Description Creation Date Creation Time Description User ID Specifies the date when the version was created. Specifies the time when the version was created. Provides an editable description of the version. Specifies the user who performed the budget calculation. From the Sales Budget Line Versions window, you can view the budget entries created for the version and the logs of the settings that were used in the budget calculation. 5.3 Sales Budget Entries The Sales Budget Entries window allows you to view the budget entries created by the calculation of a budget model line. To open the Sales Budget Entries window, do the following: 1. In the Budget Model window, click the calculated line. Click Line, Sales Budget Versions. 2. In the Sales Budget Line Versions window, click the required version. 3. Click Version, Budget Entries or press SHIFT+F5. Copyright 2007 Celenia Software a/s Page 23 of 50

24 Figure 20 The Sales Budget Entries window The Sales Budget Entries window contains the budget entries created per each combination of budget customers and customer groups versus budget items and inventory groups. The entry type specifies the level of detail at which the entry was calculated. The following table describes the correlation of the setup and the type of the created entry: Considered Settings Customer Posting Group Customer No. Inventory Posting Group Item No. Customer Posting Group Inventory Posting Group Customer Posting Group Item No. Customer No. Inventory Posting Group Resulting Entry Type Customer Posting Group Customer No. Inventory Posting Group Item No. Inventory Posting Group Item No. Inventory Posting Group Customer No. Item No. Item No. To view the entry dimensions, select the line in the Sales Budget Entries window and click Entry, Dimensions or press SHIFT+CTRL+D. 5.4 Calculation Settings Logs Date Log EBC allows you to quickly review the date and source settings that were considered during the creation of a version. To see the logged information about budget periods: 1. In the Sales Budget Line Versions window, click the required line. 2. Click Version, Date Log. The program displays the Budget Date Setup Log window providing the logged information about the budget periods. Copyright 2007 Celenia Software a/s Page 24 of 50

25 5.4.2 Customer Log Figure 21 The Budget Date Setup Log window You can review the customer groups and customers that were considered during the creation of a version. To see the logged information about the budget customer groups: 1. In the Sales Budget Line Versions window, click the required line. 2. Click Version, Customer Log, Customer Groups. The Budget Cust. Post. Groups Log window is opened. Figure 22 The Budget Cust. Post. Groups Log window To see the logged information about the customers: 1. In the Sales Budget Line Versions window, click the required line. 2. Click Version, Customer Log, Customers. The Budget Customers Log window is opened. Figure 23 The Budget Customers Log window Copyright 2007 Celenia Software a/s Page 25 of 50

26 5.4.3 Item Log You can review the inventory groups and items that were considered during the creation of a version. To see the logged information about the budget inventory groups: 1. In the Sales Budget Line Versions window, click the required line. 2. Click Version, Item Log, Inventory Groups. The program opens the Budget Inv. Post. Groups Log window containing the relevant information. To see the logged information about the items: Figure 24 The Budget Inv. Post. Groups Log window 1. In the Sales Budget Line Versions window, click the required line. 2. Click Version, Item Log, Items. The Budget Items Log window is opened. Figure 25 The Budget Items Log window Copyright 2007 Celenia Software a/s Page 26 of 50

27 6 Financial Budgets 6.1 Calculating Financial Budgets Financial budget calculation primarily considers G/L accounts you have specified in the Budget G/L Accounts window. However, if the sales budget was calculated before the financial budget, the budget entries pertaining to the latest version of the sales budget are also analyzed. The program retrieves the sales and COGS accounts from the General Posting Setup window by choosing only those that are assigned to the combinations of general business and product posting groups defined in the sales budget entries. Important If the sales budget has been calculated before the financial budget and there are no accounts specified in the Budget G/L Accounts window, the program will consider only the sales and COGS accounts retrieved for the financial budget calculation. To calculate the financial budget: 1. In the Budget Model window, click the required line or select several lines. 2. Click Functions, Calculate Financial Budget. Figure 26 Calculating financial budget 3. In the window that appears, select the appropriate option. The following options are available: Calculate and Calculate and Update G/L Budget. Figure 27 Calculating financial budget If the sales budget was calculated before the financial budget, the program supplements the records in the Budget G/L Accounts window with the sales and COGS accounts when calculating the financial budget. The program automatically fills in the Name, Income/Balance, and Gen. Posting Copyright 2007 Celenia Software a/s Page 27 of 50

28 Type fields and sets the Factor % field to zero. Other fields remain blank. These lines are noneditable. Figure 28 Automatically added sales and COGS accounts As a result of the financial budget calculation, the program creates the financial budget versions and financial budget entries. To learn more about the entries that are included into the Financial Budget calculation depending on the budget model setup, refer to Appendix B: Entries Processed by EBC. 6.2 Financial Budget Versions Each time a financial budget for a budget model line is calculated, the program creates several versions of the budget. The following versions reflect the order that certain factors are applied to the setup data: 1. Base Version. The original figures of the source data. 2. Amounts increased with the G/L account factors. The source data is multiplied by the factors set up for the G/L accounts in the Budget G/L Accounts window. 3. Amounts increased with the date factors. The figures are multiplied by the factors specified for the budget periods in the Budget Date Setup window. 4. Amounts increased with the line factor. The figures are multiplied by the factor specified for the budget model line. Important The line factor has a lower priority than the G/L account factor. Thus, the line factor is applicable only in calculations that consider the accounts which have no G/L account factor specified. If the sales budget has already been calculated, the Sales budget transferred version will be available. The figures calculated for the accounts specified in the Budget G/L Accounts window are updated with the sales budget figures for these G/L accounts. To view the versions of the calculated financial budget: 1. In the Budget Model window, click the line that has the financial budget calculated. 2. Click Line, Financial Budget Versions. The program opens the Financial Budget Line Versions window displaying the versions of the calculated financial budget. Copyright 2007 Celenia Software a/s Page 28 of 50

29 Figure 29 The Financial Budget Line Versions window The fields available in the Financial Budget Line Versions window are the same as in the Sales Budget Line Versions window. To learn more about these fields, see the Sales Budget Versions section of this guide. From the Financial Budget Line Versions window, you can view the budget entries created for the version and the logs of the settings that were used in the budget calculation. 6.3 Financial Budget Entries The Financial Budget Entries window allows you to view the budget entries created by the calculation of a budget model line. To open the Financial Budget Entries window, do the following: 1. In the Budget Model window, click the calculated line. Click Line, Financial Budget Versions. 2. In the Financial Budget Line Versions window that opens, click the required version. 3. Click Version, Budget Entries or press SHIFT+F5. Figure 30 The Financial Budget Entries window To view the entry dimensions, select the line and click Entry, Dimensions or press SHIFT+CTRL+D. 6.4 Calculation Settings Logs Date Log EBC allows you to quickly review the date and source settings that were considered during the creation of a version. To see the information that has been logged about budget periods: 1. In the Financial Budget Line Versions window, click the required line. 2. Click Version, Date Log. The program displays the Budget Date Setup Log window providing the logged information about the budget periods. Copyright 2007 Celenia Software a/s Page 29 of 50

30 6.4.2 Budget G/L Accounts Log Figure 31 The Budget Date Setup Log window You can quickly review the G/L accounts and their settings that were considered during the creation of a financial budget version: 1. In the Financial Budget Line Versions window, click the required line. 2. Click Version, Budget G/L Accounts Log. The Budget G/L Accounts Log window is opened. Figure 32 The Budget G/L Accounts Log window 6.5 Updating the Standard G/L Budget EBC allows the user to transfer the results of the financial budget calculation to the standard G/L budget in Microsoft Dynamics NAV. When the standard G/L budget is updated with the financial budget calculated in EBC, the budget entries for the following accounts are created: Income statement accounts specified in the Budget G/L Accounts window. Balance sheet accounts specified in the Budget G/L Accounts window only if the budget entry values for these accounts have been manually inserted in Excel. Payables, Receivables, Sales VAT, and Purchase VAT accounts that correspond to the accounts specified in the Budget G/L Accounts window, if any. These accounts are balance sheet accounts. Updating the standard functionality with the EBC figures consists of two phases: 1. Calculation of the opening balance for the Receivables, Payables, VAT Sales, and VAT Purchase accounts. 2. Transfer of the financial budget figures to the standard G/L budget. Copyright 2007 Celenia Software a/s Page 30 of 50

31 To learn more about the entries that are included in the updating of the standard G/L budget depending on the budget model setup, refer to Appendix B: Entries Processed by EBC. To enable the update to standard G/L budget, ensure that the following conditions are met: The G/L Budget Name field is not blank on the General tab of the Budget Model window. All fields are filled in on the Balance Sheet tab of the Budget Model window. The VAT Bus. Posting Gr., VAT Prod. Posting Gr., Payment Terms Code, and Bal. Acc. No. fields are filled in the Budget G/L Accounts window for all accounts. The program suggests updating the standard G/L budget each time you calculate the financial budget. To manually run the update function: 1. In the Budget Model window, click the line for which the financial budget was calculated. 2. Click Functions, Update Standard G/L Budget. Figure 33 Updating standard G/L budget You can update the standard G/L budget with the amounts related to several budget model lines. To do this: 1. Select the required lines in the Budget Model window. 2. Click Functions, Update Standard G/L Budget. The program also suggests updating the standard G/L budget when you import the financial budget from Excel. To learn more about exporting budgets to and importing from Excel, see Chapter 7 Excel Integration of this guide. Copyright 2007 Celenia Software a/s Page 31 of 50

32 7 Excel Integration 7.1 Exporting Budgets to Excel The EBC functionality allows for exporting any version of the calculated budget to an Excel worksheet, where it can be reviewed and edited Exporting a Sales Budget to Excel To export a sales budget version: 1. Open the Sales Budget Line Versions window for the required budget model line. 2. Click the version you want to export. 3. Click Functions, Export to Excel. Figure 34 Exporting sales budget to Excel An Excel workbook displaying the exported data will be opened. In the worksheet created, the information is broken down into two blocks. The header contains the general information such as the description of the exported version, the dimensions assigned, budget model code, line and version numbers. Important Only the Description section of the header is editable. When the version is imported back, this description is displayed in the Description field of the Sales Budget Line Versions window. Below the header, you can see the records that correspond to the budget version entries. The listing can be filtered by the values in the Entry Type, Code, Customer Posting Group, and Customer No. columns. Next to the columns, the budget figures are grouped per budget periods. You can change the Sales Price and Cost Price amounts. The Quantity cells are editable only for the records with the Item No. entry type. When the Sales Price, Cost Price or Quantity figures are altered, the amounts in the Sales Amount and Cost Amount columns are recalculated correspondingly. Note The program does not allow for editing the following: Amounts for a budget period that has been marked as locked in the Budget Date Setup window. Amounts for accounts that are defined as sales or COGS in the General Posting Setup window if the Sales Budget field is filled in. After finishing your work with the budget in the Excel worksheet, you should save the file on the disk. Copyright 2007 Celenia Software a/s Page 32 of 50

33 7.1.2 Exporting a Financial Budget to Excel To export a financial budget version: 1. Open the Financial Budget Line Versions window for the required budget model line. 2. Click the version you want to export. 3. Click Functions, Export to Excel. Figure 35 Exporting financial budget to Excel An Excel workbook will be opened displaying the exported data. In the created worksheet, the header contains general information such as the description of the exported version, the dimensions assigned, budget model code, line and version numbers. Important Only the Description section of the header is editable. When the version is imported back, this description is displayed in the Description field of the Financial Budget Line Versions window. Below the header are the records that correspond to the budget version entries. Next to the G/L Account No. and Description columns, the budget figures are grouped by budget periods. You can modify the budgeted amounts for any G/L account that has been manually specified in the Budget G/L Accounts window. The amounts of the automatically added accounts are also editable if the sales budget was not calculated prior to the financial budget. Otherwise, these amounts are not editable. Note You are not allowed to edit the amounts for a budget period that has been marked as locked in the Budget Date Setup window. After finishing your work with the budget in the Excel worksheet, you should save the file on the disk. 7.2 Importing Budgets from Excel After the exported budget has been modified in Excel, it can be imported back into Microsoft Dynamics NAV. To import a sales budget: 1. Open the Sales Budget Line Versions window for the required budget model line. 2. Click Functions, Import from Excel. Copyright 2007 Celenia Software a/s Page 33 of 50

34 Figure 36 Importing sales budget from Excel 3. On the request form, fill in the Workbook File Name and Worksheet Name fields. 4. Click OK. Figure 37 The Import Sales Budget from Excel request form The program will add a new line to the Sales Budget Line Versions window containing the description you have specified in the Excel worksheet. Figure 38 Imported sales budget version A financial budget can be imported into Microsoft Dynamics NAV in a similar manner to that of a sales budget. Copyright 2007 Celenia Software a/s Page 34 of 50

35 8 Operations with Budget Models 8.1 Releasing and Reopening Budget Models When a budget model is set up, it is possible to release it so that no further changes can be made. The released model is non-editable. That is, it is impossible to change any of the provided setup or create new budget model lines. However, users still can use this budget model for calculating budgets and working with budget versions. To release a budget model, browse to the required model in the Budget Model window, and then click Functions, Release or press CTRL+F11. Figure 39 Releasing a budget model When the model is released, the program changes the status of the budget model to Released. It is possible to reopen a released budget model in case it is necessary to make some changes to the budget model setup. To reopen a released budget model, click Functions, Reopen. Figure 40 Reopening a budget model You can restrict the number of users who can release and reopen budget models by setting the respective permissions for executing Codeunit , which performs the releasing and reopening of budget models. For more information about roles and permissions in Microsoft Dynamics NAV, see the Installation and System Management manual for either Microsoft Business Solutions Navision Database Server or the Microsoft Business Solutions Navision SQL Server Option. Copyright 2007 Celenia Software a/s Page 35 of 50

36 8.2 Copying Budget Models You can make a copy of the existing budget model. To copy the budget model: 1. In the Budget Model window, press F3 to create a new model. 2. Fill in the Code field. 3. Click Functions, Copy Budget Model. Figure 41 Copying a budget model 4. On the Copy Budget Model request form, select the budget model to copy from. Specify which of the budget model setups you want to copy by selecting the respective check boxes. 5. Click OK. Note Figure 42 The Copy Budget Model request form If you are copying to a model, which has some setup assigned and budget calculations made, the existing information will be lost. The program copies the setup and lines of the source budget model. You are able to edit the copied setup information in the respective windows as well as modify the budget model lines. 8.3 Copying Budget Model Lines You can copy the setup on the existing budget model line to a new one within the same budget model. Copyright 2007 Celenia Software a/s Page 36 of 50

37 To copy a budget model line: 1. In the Budget Model window, click a new line. 2. Fill in the Description field. 3. Click Line, Copy Budget Model Line. Figure 43 Copying a budget model line 4. On the Copy Budget Model Line request form, select the budget model line to copy setup from. Specify which of the budget setups you want to copy by selecting the respective check boxes. 5. Click OK. Note Figure 44 The Copy Budget Model request form If you are copying to a budget model line that has some setup already assigned, the existing setup information for this line will be lost. The program copies the setup of the source budget model line. You can edit the copied setup information in the respective windows, if necessary. Copyright 2007 Celenia Software a/s Page 37 of 50