G/L accounts Periods. Global dimensions Budget dimensions

Transcription

1 MODULE 4: BUDGETS Mdule Overview Tw main cmpnents f the General Ledger applicatin area are Chart f Accunts and G/L Budgets. The Chart f Accunts prvides quick access t G/L accunts and balances, and the Budgets feature prvides a cmparisn between actual amunts and budgeted amunts, by using a cmbinatin f the fllwing: G/L accunts Perids Objectives Glbal dimensins Budget dimensins The bjectives are: Explain the Budgets feature in Micrsft Dynamics NAV Explain the G/L Budgets page elements. Shw hw t set up budgets manually. Explain hw t delete budget entries. Explain hw t create budgets by using the Cpy Budget functin. Explain hw t create budgets by using the Exprt Budget and Imprt Budget functins. 4-1

2 Finance Advanced in Micrsft Dynamics NAV 2013 General Ledger Budgets A budget is an verview f planned expenses and revenues. It is an imprtant tl fr cmpanies, used in business intelligence t measure the actual financial peratin f the business against the frecast. In Micrsft Dynamics NAV 2013, the Budget feature lets yu d the fllwing: Create multiple budgets fr identical time perids. Create simple r cmplex budgets by selecting a cmbinatin f G/L accunt, perid, the tw glbal dimensins, and fur budget dimensins. Cpy budgets frm previus perids and revise actual figures r budget figures by using an adjustment factr. Exprt budgets t and imprt budgets frm Micrsft Excel. Setting Up G/L Budget Names When yu want t start entering a budget, the first step is t create a budget name. Yu can set up multiple budgets fr identical time perids by creating budgets with separate names in the G/L Budget page. When yu create a new budget name, yu have t determine whether yu want t use dimensins. Glbal dimensins are available n all budgets, but yu can specify fur additinal budget dimensins n each budget. This means that yu can use n mre than six budget dimensins. Budget dimensins can be used t set filters n a budget and add dimensin infrmatin t budget entries. Budget dimensins let yu use dimensins in budgets in the same manner as yu use them when yu pst sales and purchases. Fr example, yu can cmpare the actual sales by regin with the budgeted sales by regin. T set up a G/L budget name, fllw these steps: 1. In the Search bx, type "G/L Budgets", and select the related link. 2. In the Hme tab n the ribbn, click New. 3. In the Name field, type a unique identifier fr this budget. 4. In the Descriptin field, type a shrt descriptin. 5. In the Budget Dimensin 1 Cde field, click the drp-dwn list and select the relevant dimensin, as needed. 4-2

3 Budget Page Mdule 4: Budgets 6. In the Budget Dimensin 2 Cde field, click the drp-dwn list and select the relevant dimensin, as needed. 7. In the Budget Dimensin 3 Cde field, click the drp-dwn list and select the relevant dimensin, as needed. 8. In the Budget Dimensin 4 Cde field, click the drp-dwn list and select the relevant dimensin, as needed. 9. Click OK. Yu can edit the budget by duble-clicking the line, r in the ribbn click Edit Budget. Yu use the G/L Budget page t set up budgets. With the General FastTab and Filters FastTab, yu can specify the budget perid and filter G/L accunts and dimensins. The Budget Matrix page displays budgeted amunts in varius views. This includes the fllwing: G/L accunts in different time perids Dimensins in different time perids Dimensins and G/L accunts Dimensins and Dimensins Budget Page T access the Budget page, type "G/L Budgets" in the Search bx, and click the related link. In the G/L Budget Names page, n the ribbn in the Hme tab, click Edit Budget. 4-3

4 Finance Advanced in Micrsft Dynamics NAV 2013 The Budget page cntains the fllwing three FastTabs: General Budget Matrix Filters FIGURE 4.1: G/L BUDGET PAGE General FastTab On the General FastTab, yu specify the layut f the Budget Matrix page and determine the time intervals fr which yu want t view budget figures On the General FastTab, the fllwing fields appear: Budget Name select the name f the budget n which yu want t wrk. Shw as Lines - select the dimensin that yu want t shw as lines in the Budget Matrix FastTab. The ptins are as fllws: Glbal Dimensin 1 and 2. G/L Accunt. Perid. Budget dimensins, if they are specified fr the selected budget. 4-4

5 Mdule 4: Budgets Shw as Clumns - select the dimensin that yu want t shw as clumns in the Budget Matrix FastTab. The ptins are the same as in the Shw as Lines field. View By - select the time intervals fr which yu want t view budget figures. Runding Factr - select a runding factr that the prgram will use t rund the amunts in the clumns. Fr example, if yu select 1000, then all amunts are shwn in thusands. Shw Clumn Name - select this field if yu want clumn headings t shw the descriptive names that yu have given dimensin values and G/L accunts instead f the crrespnding cdes. Budget Matrix FastTab In the Budget Matrix FastTab, yu enter and view the budgeted amunts. The budget matrix is determined by the Shw as Lines and Shw as Clumns fields n the General FastTab. When yu first pen a budget, G/L accunts are displayed as lines, and perids are displayed as clumns. Hwever, yu can als shw ne f the glbal r budget dimensins as lines r clumns. This enables yu, fr example, t efficiently enter and view a budget by regin. The Budget Matrix FastTab cntains fllwing buttns: Balance shw the G/L Accunt Balance/Budget windw. Find search in the Budget Matrix windw. Filter specify filters fr the Budget Matrix windw. Clear Filter remve all the filters n the Budget Matrix windw. Filters FastTab The Filters FastTab cntains fields used t determine hw the infrmatin in the Budget windw appears. This includes the fllwing: Date Filter - specifies the date interval by which values are filtered. If this field cntains starting and ending dates fr a time perid, the values in the fllwing fields will behave as described: Net Change and Budgeted Amunt fields display the net change n an accunt during that perid. Balance at Date and Budget at Date fields shw the balance frm the start t the end dates f the filter. 4-5

6 Finance Advanced in Micrsft Dynamics NAV 2013 G/L Accunt Filter - specifies a filter fr G/L accunts s the values in the fllwing fields are based nly n the G/L accunts included in the filter: Balance Budget at Date Budgeted Amunt Department Filters and Prject Filters display fields based n the glbal dimensins setup in the general ledger setup. Yu can use these fields t specify a filter fr the tw glbal dimensins s that the values in the fllwing fields are based nly n the dimensin values included in the filter: Net Change Balance at Date Balance Budget at Date Budgeted Amunt Fur ther Budget Dimensin Filters - specifies a filter fr a budget dimensin s that the amunts in the budget fields are based nly n entries with the dimensin values included in the filter. Nte: The mre filters used in the G/L Budget, the mre detail is included in management reprting. We recmmend that yu enter and filter budget infrmatin in the same manner as when yu are recrding G/L entries. Budget Page Ribbn The Budget page ribbn prvides several functins and verviews related t budgets. On the Hme tab, yu can scrll t different perids and clumns, and use the fllwing functins: Cpy Budget - cpies an existing budget t a new ne. Delete Budget deletes entries f the selected budget. Exprt t Excel / Imprt frm Excel - exprts a budget frm Micrsft Dynamics NAV t an Excel wrkbk. Yu can imprt the budget back int Micrsft Dynamics NAV by using the Imprt frm Excel functin. Reverse Lines and Clumns switches the lines t clumns and the ther way arund. G/L Balance/Budget brwse t the G/L Balance/Budget windw. 4-6

7 Creating Budgets Manually Mdule 4: Budgets In Micrsft Dynamics NAV 2013, yu can create budgets in many ways. This includes the fllwing: Manually. Cpying frm an existing budget. Imprting an exprted budget as an Excel spreadsheet. This lessn includes a demnstratin that shws hw t create a budget manually and als prvides additinal budget setup infrmatin, such as the fllwing: Changing r Adding Dimensins Budgeting with Begin-Ttals and End-Ttals Deleting Budget Entries Demnstratin: Create a Budget Manually Scenari: Sara, the CFO at CRONUS Internatinal Ltd., must set up a sales budget fr January Because she analyzes actual sales by business grup and custmer grup, she wants t create the sales budget in the same manner. The budget must be set up as fllws: Lines: G/L Accunt Clumns: Custmer Grup Date filter: January 2011 Department (Glbal Dimensin 1) filter: Sales Clumn Names are displayed Mnthly view The entries in the fllwing table must be made fr January G/L Accunt Intercmpany Large Business Medium Business Private Small Business Nte: Sales are entered negative because they represent credit amunts. 4-7

8 Finance Advanced in Micrsft Dynamics NAV 2013 Demnstratin Steps 1. Create a new budget name. a. In the Search bx, type "G/L Budgets", and select the related link. b. In the Hme tab n the ribbn, click New. c. In the Name field, type "2015-SALES". d. In the Descriptin field, type "2015 Sales budget". e. In the Budget Dimensin 1 Cde field, click the drp-dwn list and select Business Grup. f. In the Budget Dimensin 2 Cde field, click the drp-dwn list and select Custmer Grup. g. Click OK. Nte: In additin t the tw budget dimensins selected in the steps abve, yu can als use the tw glbal dimensins in this budget. Befre yu start t enter budget amunts, first apply several filters t the Budget windw. The purpse is that nly the infrmatin, necessary t enter the budget, is displayed. This makes the entry f the budget mre efficient. Fr example, in this demnstratin the sales budget is entered n sales G/L accunts. This means that yu can hide all the ther G/L accunts by applying a G/L accunt filter. 2. Enter the budget header. a. Select the 2015 Sales Budget and duble-click t pen the Budget page b. On the General FastTab, in the Shw as Lines field, make sure that G/L Accunt is selected. c. On the General FastTab, in the Shw as Clumns field, click the drp-dwn list and select Custmer Grup. d. On the General FastTab, select the Shw Clumn Name check bx. e. On the General FastTab, in the View by field, click the drpdwn list and select mnth. f. On the Filters FastTab, in the Date Filter field, enter g. On the Filters FastTab, in the G/L Accunt Filter field, enter h. On the Filters FastTab, in the Department Filter field, click the drp-dwn list and select Sales. i. Click OK. 4-8

9 Mdule 4: Budgets FIGURE 4.2: BUDGET WINDOW 3. Enter the budget lines. a. In the Budget Matrix sectin, lcate and select G/L Accunt b. Click in the field Budgeted Amunt t see the G/L Budget Entries fr c. On the ribbn, click New t pen the G/L Budget Entries windw. The fllwing infrmatin will autmatically be in each line: a. Budget name: 2015-SALES b. Date c. G/L accunt 6110 d. Department cde: SALES. Enter the fllwing infrmatin fr accunt 6110: a. In the Custmergrup field, select Intercmpany Custmers, and in the Amunt field type "-20000". 4-9

10 Finance Advanced in Micrsft Dynamics NAV 2013 b. In the Custmergrup field select Large Business, and in the Amunt field type "-15000". c. In the Custmergrup field select Medium Business, and in the Amunt field type "-10000". d. In the Custmergrup field select Private, and in the Amunt field type "-5000". e. In the Custmergrup field select Small Business, and in the Amunt field type "-1000". f. Click OK g. Lcate and select G/L Accunt 6120 in the budget matrix. h. Click in the field Budgeted Amunt t see the G/L Budget Entries fr i. On the ribbn, click New. Enter the fllwing infrmatin fr accunt 6120: a. In the Custmergrup field, select Intercmpany Custmers, and in the Amunt field type "-15000:. b. In the Custmergrup field, select Large Business, and in the Amunt field, type "-10000". c. In the Custmergrup field, select Medium Business, and in the Amunt field, type "-8000". d. In the Custmergrup field, select Private, and in the Amunt field, type "-1000". e. Click OK. f. Lcate and select G/L Accunt 6130 in the budget matrix. g. Click in the Budgeted Amunt field t see the G/L Budget Entries fr h. Click New. Enter the fllwing infrmatin fr accunt 6130: a. In the Custmergrup field, select Intercmpany Custmer, and in the Amunt field, type "-10000". b. In the Custmergrup field, select Large Business, and in the Amunt field, type "-5000". c. In the Custmergrup field, select Medium Business, and in the Amunt field, type "-3000". d. Click OK. The budget amunts fr each custmer grup are nw entered. Nte: Yu can als enter amunts directly in the Budget windw. 4-10

11 Mdule 4: Budgets FIGURE 4.3: BUDGET WINDOW Change r Add Dimensins t Budget Entries Unlike G/L entries, G/L budget entries can be changed any time. After budget entries are created, yu can change existing dimensins and add dimensins nt included in the G/L Budget page. T use all fur dimensins when yu set up a budget, yu can enter budget entries with amunts fr each budget rw and clumn, with each dimensin cmbinatin. Yu can set up a budget with all fur dimensins by using either f the fllwing methds: Change the filter every time fr each cmbinatin. Manually enter all the budget entries with different dimensin cmbinatins. Nte: When yu create a large multidimensinal budget fr the first time, exprt the budget structure t Excel t cmplete the data entry. Yu can then imprt the budget int Micrsft Dynamics NAV 2013 by using the Imprt t Excel functin. 4-11

12 Finance Advanced in Micrsft Dynamics NAV 2013 Budget with Begin Ttals and End Ttals Yu can use Begin Ttal accunts fr entering budget amunts fr an accunt grup. Fr example, if yu use the Sales f Retail accunts that include Begin Ttal accunt 6105, Accunts , and End Ttal accunt 6195, the system behaves as fllws: If an amunt is entered fr Accunt N. 6105, this value is used as a budget fr the accunt grup fr 6110 t If amunts are entered fr the Begin Ttal accunt and fr anther accunt f this grup, fr example 6120, bth amunts are added in the End Ttal accunt n FIGURE 4.4: BUDGET WINDOW The ttal amunt entered in each instance is nt split int partial amunts t the existing G/L accunts f this grup. T cmpare budget entries with the G/L entries by individual accunt (and nt by an accunt grup), budget infrmatin must be entered accunt by accunt. 4-12

13 Delete Budget Entries Mdule 4: Budgets If yu delete a value in a clumn field in the Budget page, a negative budget entry is created in the G/L Budget Entry page t maintain the traceability f the budget changes. FIGURE 4.5: G/L BUDGET ENTRIES T delete a single budget entry in the G/L Budget page, fllw these steps: 1. In the Search bx, type "G/L Budgets", and select the related link. 2. Duble-click the budget name f the budget fr which yu want t delete an entry. 3. In the budget matrix, lcate the clumn line with the budget amunt that yu want t delete, press the Delete key, and then press Enter. 4. Clse the G/L Budget Entries page. If yu want t delete multiple entries f a budget, fllw these steps: 1. In the Search bx, type "G/L Budgets", and select the related link. 2. Duble-click the name f the budget fr which yu want t delete an entry. 3. In the budget matrix, apply filters s that all the entries that yu want t delete are visible. 4. In the Hme tab n the ribbn, click Delete Budget. 5. A warning message appears. Click Yes. 6. Clse the G/L Budget Entries page. 4-13

14 Finance Advanced in Micrsft Dynamics NAV 2013 Lab 4.1: Create a Budget Scenari Sara the CFO at CRONUS Internatinal Ltd. has asked yu t set up a new January 2015 G/L accunt budget by areas fr medium-sized industrial custmers sales. Name the budget: Regin15 - Sales by Regin 2015 and use Budget Dimensins Business Grup, Custmer Grup, and Area. The budgeted revenues are as shwn in the fllwing table. Area G/L Accunt Budgeted Amunt Eurpe Nrth (EU) , Eurpe Nrth (EU) , Eurpe Nrth (Nn EU) , Eurpe Suth , America Nrth , America Suth , Exercise 1: Create a Budget Task 1: Set up the budget name by using the criteria described in the scenari. High Level Steps 1. Set up the budget name by using the criteria stated in the scenari. Detailed Steps 1. Set up the budget name by using the criteria stated in the scenari. a. In the Search bx, type "G/L Budgets", and select the related link. b. In the G/L Budget page, click New. c. In the Name field, type "Regin15". d. In the Descriptin field, type "Sales by Regin 2015". e. In the Budget Dimensin 1 Cde field, click the drp-dwn list and select Business Grup. f. In the Budget Dimensin 2 Cde field, click the drp-dwn list and select Custmer Grup. g. In the Budget Dimensin 3 Cde field, click the drp-dwn list and select Area. h. Click OK. 4-14

15 Mdule 4: Budgets Task 2: Set up the budget by using the criteria described in the scenari. High Level Steps 1. Set the dimensin filters, based n the infrmatin stated in the scenari. 2. In the budget matrix, enter the amunts as stated in the scenari. Detailed Steps 1. Set the dimensin filters, based n the infrmatin stated in the scenari. a. Select the Regin15 budget and duble-click. b. On the General FastTab, make sure that the Shw as Lines field shws G/L Accunt. c. In the Shw as Clumns field, select Area. d. In the View by field, click Mnth. e. Make sure that there is n runding set, and then select the Shw Clumn Name check bx. f. Expand the Filters FastTab. g. In the Date Filter field, enter h. In the Department Filter field, select SALES and then click OK. i. In the Businessgrup Filter field, select INDUSTRIAL and then click OK. j. In the Custmergrup Filter field, select MEDIUM and then click OK. 2. In the budget matrix, enter the amunts as stated in the scenari. a. In the lines f the budget matrix, lcate G/L Accunt b. Click the area Eurpe Nrth (EU) field. c. Click New, in the Amunt field type " ", and then click OK. d. Lcate accunt 6120, and then click the Eurpe Nrth (EU) field. e. Click New, in the Amunt field type " ", and then click OK. f. Lcate accunt 6120 and click the Eurpe Suth field. g. Click New, in the Amunt field type " ", and then click OK. h. Lcate accunt 6130 and click the Eurpe Nrth (EU) field. i. Click New, in the Amunt field type "-80000", and then click OK. 4-15

16 Finance Advanced in Micrsft Dynamics NAV 2013 Cpying Budgets j. Lcate accunt 6130 and click the America Nrth field. k. Click New, in the Amunt field type "-90000", and then click OK. l. Lcate accunt 6130, and click the America Suth field. m. Click New, in the Amunt field type "-50000", and then click OK. n. In the budget - REGION15 windw, click OK. Entering budgets manually can be very time cnsuming. T avid manually entering a new budget, yu can use the Cpy Budget functin t cpy frm existing G/L budget entries r frm G/L entries. Because yu can use ptins like date change frmulas and adjustment factrs, the Cpy Budget functin can save yu time when yu create budgets fr different perids. Cpy Budget Batch Jb T access the Cpy Budget functin, fllw these steps: 1. In the Search bx, type "G/L Budgets" and select the related link. 2. Duble-click a budget name t pen the Budget page. 3. On the Hme tab n the ribbn, click Cpy Budget. FIGURE 4.6: COPY G/L BUDGET 4-16

17 Mdule 4: Budgets Nte: The Cpy Budget functin is als available frm the G/L Accunt Balance/Budget and G/L Balance/Budget pages. Yu use the Cpy frm area t determine where the cpied budget entries cme frm. The fields within this area are specified based n the selectin in the Surce field: G/L Entry - the budget is based n actual G/L entries fr a specified perid. When yu select G/L Entry, specify the fllwing: An accunt range and a date range in the G/L Accunt N. and Date fields t determine the infrmatin t be cpied. Whether t include Clsing Entries. G/L Budget Entry - the budget is based n G/L Budget entries f an existing budget. When yu select G/L Budget Entry, specify the fllwing: Existing Budget Name t cpy frm. Accunt range and a date range in the G/L Accunt N. and Date fields t filter the infrmatin cpied. Fr bth Surce ptins, chse the Dimensins field and fllw these steps: Click t select the Selected check bx fr each dimensin t be cpied t the new budget entries. Set additinal filters fr the cpying prcess by defining Dimensin Value Filters. Yu use the Cpy t area t specify where the cpied budget infrmatin is t be sent. The fllwing fields are included: Budget Name - enter the name f the new budget r click the field t select an existing budget name. G/L Accunt N. - enter the G/L accunt number if ne r mre ledger entries must be cpied t ne G/L accunt. The Apply area includes several calculatin ptins that yu can use when yu cpy budgets. This includes the fllwing: Adjustment Factr - enter an adjustment factr that the surce entries are multiplied by during the cpy prcess. Fr example, an adjustment f 1.1 increases the amunts by 10 percent and an adjustment f.89 decreases the amunts by 11 percent. 4-17

18 Finance Advanced in Micrsft Dynamics NAV 2013 Runding Methd - specify hw the new budget entries are runded. Date Change Frmula - enter a frmula that calculates the date fr the new entries based n the entries being cpied. Fr example, enter 1M fr the next mnth. Date Cmpressin - cmpress the entries cpied by a selected perid t reduce the number f new entries created. Demnstratin: Cpy Budget Entries Scenari: Phyllis, the accunting manager at CRONUS Internatinal Ltd., is asked t prepare an expense budget fr December Because she expects that the cmpany will make the same expenses as in the same perid in 2013, Phyllis decides t create the budget based n actual G/L entries. T reduce the data entry time, Phyllis decides t use the Cpy Budget functin with the fllwing criteria: Increase the December 2013 amunts by 4 percent. Rund the budget amunts t tenths. Create budget entries by department. Demnstratin Steps 1. Create a new budget named 2014-EXP. a. In the Search bx, type "G/L Budgets" and then click the related link. b. In Hme tab n the ribbn, click New. c. In the Name field, type "2014-EXP". d. In the Descriptin field, type "2014 Expense budget". e. Click OK. 2. Fill in the Cpy Budget windw. a. In the G/L Budget Names windw, select the 2014-EXP line, and then in the Hme tab n the ribbn click Edit Budget. b. In the Hme tab n the ribbn, click Cpy Budget. c. In the Surce field, click the drp-dwn list and select G/L Entry. d. In the G/L Accunt N. field, enter e. In the Date field, enter f. In the Clsing Entries field, click the drp-dwn list, and select Exclude. g. In the Dimensins field, click the Department dimensin. h. Click OK. 4-18

19 Mdule 4: Budgets i. Under Cpy t, in the Budget Name field, click the drp-dwn list and select 2014-EXP budget. j. In the Adjustment Factr field, type "1.04". k. In the Runding Methd field, click the drp-dwn list and select TEN. l. In the Date Change Frmula field, type "+1Y". m. Click OK. n. Click Yes t start the cpy prcess.. Click OK. p. In the Filters FastTab f the Budget windw, enter the fllwing filters: Date Filter: G/L Accunt Filter: Yu can nw review the entries fr December Ntice that the amunts are runded t tenths. Cmpared with the G/L accunt balance f December 2013, the cpied budget is fur percent higher. 4-19

20 Finance Advanced in Micrsft Dynamics NAV 2013 Lab 4.2: Cpy a Budget Scenari Sme weeks have passed since yu created the January 2015 sales budget. Yu are nw asked t create new sales budget entries fr February February sales are budgeted t be 10 percent greater than thse in January. Yu decide t use the Cpy Budget functin instead f manually entering the budget. Review the February entries after yu run the cpy functin. Exercise 1: Cpy a Budget Task 1: Access the Cpy G/L Budget Batch Jb High Level Steps 1. Open the G/L Budget, and pen the Cpy Budget functin. Detailed Steps 1. Open the G/L Budget, and pen the Cpy Budget functin. a. In the Search bx, type "G/L Budgets", and select the related link. b. Select the REGION15 budget, and then n the ribbn click Edit Budget. c. In the Hme tab n the ribbn, click Cpy Budget. Task 2: Use the January 2015 Sales Budget t Cpy Frm and T High Level Steps 1. Using budget entries, cpy frm the January 2011 sales budget. Detailed Steps 1. Using budget entries, cpy frm the January 2011 sales budget. a. In the Surce field, select G/L Budget Entry. b. In the Budget Name field, select REGION15. c. In the Date field, enter and press Enter. d. Under Cpy t, in the Budget Name field, select REGION15. e. In the Adjustment Factr field, type "1.1" and press Enter. f. In the Date Change Frmula field, type "1M" and press Enter. g. Click OK. h. Click Yes t start the cpy prcess. i. Click OK. 4-20

21 Task 3: Open the February Budget and Review the Entries High Level Steps 1. Access and review the February entries. Detailed Steps 1. Access and review the February entries. a. In the Date field, enter b. Set the View by field t shw Mnth. Mdule 4: Budgets c. Review the entries, nticing that the filters are set and amunts are increased by 10 percent. 4-21

22 Finance Advanced in Micrsft Dynamics NAV 2013 Exprting and Imprting Budgets Micrsft Dynamics NAV 2013 prvides the ptin f creating budgets by using exprt and imprt functins. Yu can exprt budgets t Excel by using the Exprt Budget t Excel batch jb. As sn as budgets are exprted, yu can d the fllwing: Use Excel t mdify and add t the budget. Create new budgets based n the exprted budget figures. Yu can imprt budgets frm Excel by using the Imprt Budget frm Excel batch jb. When yu imprt budgets frm Excel, yu have the fllwing pssibilities: Imprt previus exprted budgets frm Micrsft Dynamics NAV. Create new budgets entries. Add budget entries t an existing budget. Nte: Befre yu create a budget in Excel, we recmmend that yu exprt a budget frm Micrsft Dynamics NAV 2013 t btain the crrect frmat. Exprt Budget t Excel Batch Jb Yu can access the Exprt Budget t Excel batch jb frm the Budget page by clicking Exprt t Excel in the Hme tab n the ribbn. This batch jb cntains tw sectins: Optins G/L Budget Entry The G/L Budget Entry FastTab is autmatically ppulated with the Budget Name, Glbal Dimensin, and Budget Dimensin filters specified n the Filter FastTab. These filters determine the entries exprted t Excel and can be changed. Hwever, nly the budget dimensins cntained n the selected budget can be used. Nte: If filters are set fr dimensins n the G/L Budget Entry FastTab, the same dimensins must be specified n the Optins tab in the Clumn Dimensins field. If the same dimensins are nt used, dimensin infrmatin is lst when the budget is exprted t Excel. 4-22

23 Mdule 4: Budgets FIGURE 4.7: EXPORT BUDGET TO EXCEL The Optins FastTab cntains the fllwing fields: Start Date - identifies the first date t be included in the exprted budget. N. f Perids - identifies the number f accunting perids t be included in the exprted budget. The ttal time fr the budget is determined by the cmbinatin f this field and the Perid Length field. Perid Length - uses a frmula t determine the length f the accunting perids t be included in the exprted budget. Fr example, 1M fr ne mnth. Clumn Dimensins - determines which dimensins are displayed as clumns in the exprted budget. These must include the dimensins set as filters n the G/L Budget Entry tab. 4-23

24 Finance Advanced in Micrsft Dynamics NAV 2013 Include Ttaling Frmulas - If selected, creates sum frmulas in Excel based n the Ttaling fields used in the Chart f Accunts windw. Using this functin means that if yu alter budget figures in Excel, the Excel cells used as ttaling fields are at the same time updated. Yu must specify the Start Date, N. f Perids, and Perid Lengths fields t run the exprt batch jb. Nte: The settings in the Shw as Lines and Shw as Clumns fields d nt affect the budget exprt. The exprted budget always displays the lines as G/L accunts and the clumns (displayed as dimensins and perids) are determined in the Exprt t Excel batch jb. Exprted Budgets When yu have exprted the budget, the Excel spreadsheet has the fllwing base structure: The Budget Name and Dimensin filters appear in the upper-left. The G/L accunts appear in the rws. The dimensins, if they are specified, and perids appear in the clumns. T imprt budgets int Micrsft Dynamics NAV 2013, the base structure f the exprted budget must nt change. Therefre, we recmmend that yu create the budget structure in Micrsft Dynamics NAV 2013 and then run the exprt prcess. Yu can add mre dimensin clumns and dimensin value filters after the exprt - but befre imprting the cmpleted budget amunts - as lng as these changes are made t bth the excel spreadsheet and budget dimensins in Micrsft Dynamics NAV When yu have made all changes, save the Excel spreadsheet. Imprt Budget frm Excel Batch Jb Yu can access the Imprt Budget frm Excel batch jb frm the Budget page by clicking Imprt frm Excel in the Hme tab n the ribbn. This batch jb cntains tw ptins: Imprt frm Imprt t 4-24

25 Mdule 4: Budgets FIGURE 4.8: IMPORT BUDGET FROM EXCEL The fields n the Optins FastTab include the fllwing: Wrkbk File Name - specifies the path f the saved Excel budget. Wrksheet Name - identifies the wrksheet frm the Excel wrkbk t be imprted. Budget Name - specifies the budget in Micrsft Dynamics NAV 2013 t which entries will be imprted. Optin - identifies the methd that is used t imprt budget entries. The ptins are as fllws: Replace Entries: Imprted entries replace existing entries with the same dimensin, date, and G/L accunt cmbinatin. Add Entries: Imprted entries are added t existing entries with the same dimensin, date, and G/L accunt cmbinatin. Use this ptin t create a single cnslidated budget frm several ther individual budgets created in separate Excel wrksheets. Descriptin - specifies a descriptin that is assigned t the imprted budget entries t help differentiate between ther budget entries. Nte: Befre imprting the budget, clse Excel. 4-25

26 Finance Advanced in Micrsft Dynamics NAV 2013 Mdule Review Mdule Review and Takeaways The budget sectins explained the G/L Budget page and setting up budgets. The varius prcesses available when yu wrk with budget entries were als explained. This includes the fllwing: Changing and adding dimensins. Deleting and cpying budget entries. Exprting and imprting budgets. Althugh budgeting is nt a required cmpnent f the prgram, this feature prvides better insight int a cmpany's financial status. Test Yur Knwledge Test yur knwledge with the fllwing questins. 1. When yu imprt budgets frm Excel, what ptin is best suited t create a single cnslidated budget frm several ther individual budgets created in separate Excel wrksheets? ( ) Append Entries ( ) Add Entries ( ) Replace Entries ( ) Cmbine Entries 2. What is the maximum number f dimensins that yu can use in a budget? ( ) 2 ( ) 4 ( ) 6 ( )

27 Mdule 4: Budgets 3. In the Cpy Budget functin, what adjustment factr is used t increase the budgeted amunts by 15 percent? ( ).15 ( ) 1.5 ( ) 1.15 ( ) What is nt true abut the Cpy Budget functin? ( ) Yu can select dimensins t be cpied t the new budget entries. ( ) Yu can use dimensin value filters in the cpy prcess. ( ) Yu can use G/L entries as the surce fr the new budget entries. ( ) Yu can chse t add r replace entries. 5. Which f the fllwing is nt an ptin in the Shw as Lines and Shw as Clumns fields? ( ) Business Unit ( ) Dimensin Value ( ) G/L Accunt ( ) Perid 4-27

28 Finance Advanced in Micrsft Dynamics NAV 2013 Test Yur Knwledge Slutins Mdule Review and Takeaways 1. When yu imprt budgets frm Excel, what ptin is best suited t create a single cnslidated budget frm several ther individual budgets created in separate Excel wrksheets? ( ) Append Entries ( ) Add Entries ( ) Replace Entries ( ) Cmbine Entries 2. What is the maximum number f dimensins that yu can use in a budget? ( ) 2 ( ) 4 ( ) 6 ( ) 8 3. In the Cpy Budget functin, what adjustment factr is used t increase the budgeted amunts by 15 percent? ( ).15 ( ) 1.5 ( ) 1.15 ( ) What is nt true abut the Cpy Budget functin? ( ) Yu can select dimensins t be cpied t the new budget entries. ( ) Yu can use dimensin value filters in the cpy prcess. ( ) Yu can use G/L entries as the surce fr the new budget entries. ( ) Yu can chse t add r replace entries. 4-28

29 Mdule 4: Budgets 5. Which f the fllwing is nt an ptin in the Shw as Lines and Shw as Clumns fields? ( ) Business Unit ( ) Dimensin Value ( ) G/L Accunt ( ) Perid 4-29

30 Finance Advanced in Micrsft Dynamics NAV