Budget Planning

For a specific period of time of the Treasury Budget, you may also replace Budget Forecasts by Actuals, i.e. by Cash Flows from Cash, using Import Actuals function. You can then display a budget called "mixed budget".

Within the budget sheet, every cell displays an (editable or not) amount resulting from one or more budget transactions which are grouped by budget codes and time periods (depending on the periodic division selected in the sheet filter, usually months).

Some of these cells are editable, others are automatically filled by calculation. The editable cells are displayed in black and the non-editable cells are displayed in red by default. To change font colors, see topic Display Preferences.

• The editable cells are not managed by macros. You can directly enter amounts in these cells.

• The non-editable cells display category subtotals, totals or other types of amounts managed by macros, or created from Cash Flows of Cash.

Some standard cells (category subtotals, totals, VAT) do not authorize any action.

For an amount which is partially entered, you cannot enter amounts with the keyboard as long as a calculation formula is active on a cell, however other actions are possible such as the ones described below:

• You can add a transaction using the Cell Detail Form.
  For more information on the detail form, see topic Details of a Transaction Amount.
• You can add a transaction using the Cell Detail Form.
  For more information on the detail form, see topic Details of a Transaction Amount.

• Keyboard Entry

To enter manually an amount in an editable cell, click it and enter your amount using your keyboard. Validate your entry by clicking the Enter key.

• Using Calculator

You can also use the calculator. To display it, click an editable cell and then the button .

• Copy and Paste

You can copy and paste the contents of one cell or several cells within a single budget exercise or in two different exercises.

You can also perform this action between your budget and a spreadsheet in Microsoft® Excel®.

1. Right-click the cell or the selection of cells to copy, then from the contextual menu, select the Copy option.
2. Right-click the cell where you want to paste the amount, then from the contextual menu, select the Paste option.

The amount is pasted as a unique transaction: if the copied cell contains several transactions, only the total amount is copied in the unique transaction.

When an amount is pasted in a cell:

• Existing transactions in this cell with entered amounts are overwritten.
• Existing transactions in this cell with calculated amounts are not overwritten, but are disabled.

You can re-enable these transactions by selecting the Enabled options in the transactions table displayed in the Cell Detail Form.

For more information on the detail form, see topic Details of a Transaction Amount.

• Deleting Amounts entered in cells

You delete from a cell all the transactions whose amounts were entered manually. Only the calculated amounts are kept.

Right-click the cell, then from the contextual menu, select the Delete BT option.

If calculated amounts do exist for this cell, then you must display the Cell Detail Form to enter an amount. For more information on the detail form, see topic Details of a Transaction Amount.

You can apply a formula or a macro to calculate the amount.

You should use a macro if the calculation can be used for another cell or in the budget sheet designer. Otherwise, you should use a calculation formula.

For more information on creating a Macro applied to a cell, see topic Macros.

To create a calculation formula in a cell:

1. Right-click in the editable cell.

A contextual menu is applied.

2. In the contextual menu, select one of the two options below: These functions are described in topic Calculation Functions.

• Periodic Distribution
• Analytic Distribution
• 12-month Distribution
• Render Sum

The option Show Cell Detail Form enables you to add a formula to the cell. For more information on this feature, see topic Details of a Transaction Amount.

The macros defined for the budget codes enable the automatic calculation of certain amounts according to other amounts. If a calculation macro cannot be applied to a budget code, you can disable the transactions with formulas for a cell, and then enter an amount.

• To disable the transactions with formulas in a cell, right-click the cell, then select the Force option.

The cell amount is automatically updated and takes into account the transactions for which amounts have been entered manually.

• To disable the transactions with formulas in a cell, right-click the cell, then select the Unforce option.

The cell amount is automatically updated and takes into account the transactions for which amounts have been calculated.

If you want to check whether the transactions with formulas are enabled or disabled in a cell or if you want to enter an amount in a cell, display the Cell Detail form: right-click the cell, then click the Show Cell Detail Form button.

The page shows the enabled and disabled transactions.

For more information on this feature, see topic Details of a Transaction Amount.

This function must be used in the following cases:

• You completed a cell with a calculation involving a new transaction for the following exercise.

For example, you created a transaction in December for the VAT is to be calculated in January or for which a macro specifies a one-month deferment in the treasury budget for amounts posted in the operational budget.

• You rolled non-actual forecasts to the next period of the current exercise. For example, you rolled the non-actual forecasts of December to next January.

For more information on the deferment of non-actual forecasts, see topic Rolling Non-actual Forecasts.

In both cases, you must run the update function from the previous period in the budget sheet of the following exercise, for the corresponding transactions to be created.

1. After entering the amounts in the budget, click the Save button in the action bar, then select the Save option to save the entered amounts.
2. In the left pane of the budget entry page, double-click the next exercise to select it.

3. When the selected budget sheet of the exercise is displayed, click the Process button, then select the Update From Previous Period option.
4. In the dialog box, click OK to confirm.

The page Update From Previous Period opens up.

5. Enable the option:

• Update Balances to update balances from the previous period,
• Update Entries to update transactions from the previous period,

The Refresh button allows you to update the page display.

6. Click OK to validate the update or Cancel to cancel the action.

The Budget Sheet is updated from the amounts entered in the previous exercise.

This function enables you to import Cash Flows into the Treasury Budget and to view a mixed budget, i.e. a budget including both transactions from the Operational Budget and transactions created from Cash Flows.

Before importing, you must define the following criteria for Cash Flows:

• the period of time for the value dates of the flows to import,
• the flow statuses (Confirmed and/or Actual).

After import, the Treasury Budget is mixed.

• On the one hand, Actuals, i.e. Cash Flows imported from Cash, replace the original budget forecasts for the whole import period.

• On the other hand, it also includes Budget Forecasts calculated from the Operational Budget for the post-import period.

Before import, make sure that one of the following conditions is met for each cash flow, for it to be properly integrated.

• The cash flow must be associated with a budget code.

To perform a check, refer to the cash ledger report from the Cash module, as described in topic Viewing Details in Cash.

• The flow type associated with the cash flow must also be associated with a breakdown rule in the corresponding budget exercise.

To check this, see the tabs Posting Parameters and Breakdown Rules in the setup page for the corresponding budget exercise. For more information on these tabs, refer to topic Budget Exercises.

1. Open in Budget Planning mode the last version of the exercise into which you want to import cash flows.

Click here for more information on this step.

2. When the version of the selected exercise is displayed in the budget sheet, click the Process button, then select the Import Actuals option.
3. In the dialog box, click OK to confirm.

The setup page for Cash Flows Import Options is displayed.

4. To import the flows with "Actual" status:

1. Enable the Import Actuals option.
2. In the From and To fields, define the start and end dates of the period into which the value dates of cash flows to be imported, must be included.

5. To import the flows with "Confirmed Forecast" status:

1. Enable the Import Forecasts option.
2. In the From and To fields, define the start and end dates of the period into which the value dates of cash flows to be imported, must be included.

6. Click OK to validate the cash Flow Import or Cancel to cancel it.

The cash flows matching your criteria are imported into the Treasury Budget.

All the budget transactions from the period selected for cash flows, are deactivated.

To visualize a distinction for the mixed budget period, set up the following options in the display preferences: Column with Budget Data, Column with Mixed Data, Column with Treasury Data, System Row Color.

For more information on setting up display preferences, see topic Display Preferences.

The following snapshots present the the way a mixed budget is displayed with the following colors:

• The columns with only treasury data are displayed in pink. These columns correspond to the period of cash flow import. In the Treasury Budget, amounts of these columns only take into account the transactions created during the cash flow import.
• The columns with mixed data (cash flows and forecasts) are displayed in purple. The end date for the period of cash flow import is located in this column. As previously said, amounts of these columns only take into account the transactions created during the cash flow import.
• The columns with only forecasts (Treasury Budget Transactions) are displayed in blue. In the Treasury Budget, amounts of these columns are calculated based on the transactions existing in the Operational Budget.

This function enables you to recalculate the amounts of the current budget sheet version, when one of the following modifications was performed since the last entry:

• modification of a macro,
• modification of the macro selection in the associated budget sheet designer,
• modification of the VAT calculation in the setup of a budget code.

You can save a version of the current exercise before recalculating amounts.

For example, if you modify the VAT rate applied to a budget code, you need to use this function to update the amounts including taxes in the Treasury Budget.

1. Open the exercise for which you want to recalculate amounts and make sure that you are in Budget Planning mode.

Click here for more information on this step.

2. When the selected budget sheet of the exercise is displayed, click the Process button, then select the Recalculate Revision option.

Amounts are updated in the Budget Sheet.

This function enables you to definitively delete all transactions from a budget exercise version (including the transactions created based on cash flows using Import Actuals function).

1. Open in Budget Planning mode the last version of the exercise into which you want to import cash flows.

Click here for more information on this step.

2. When the version of the selected exercise is displayed in the budget sheet, click the Process button, then select the Reset Revision option.

All budget transactions are deleted and amounts reset to zero in the budget sheet except for the opening balances.

During the budget data entry, you can save or cancel the changes since you last saved your budget.

In the action bar of the budget entry page, click the Save button, then, select in the contextual menu the Save or Reject changes options.

• If you cannot enter an amount in a cell, this means that formulas may be still active in this cell. See topics Details of a Transaction Amount and Enabling/disabling transactions with formulas for more information.
• If you cannot enter amounts in any cell, this means that the analysis mode may be enabled or that new changes of the setup require recalculation. See topics Recalculating Revisions and Enabling Budget Planning mode for more information.