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Maintaining Individual Accounts
Maintaining Individual Accounts
Maintenance of budget amounts for individual accounts is performed on Financial Budget Amount and Statistical Budget Amount screens shown below. When these screens are initially displayed, the current period budget values for the currently loaded budgets are displayed in the quarter, year-end, and working budget fields. These fields contain zeros if budget maintenance is not previously performed on the account. The current year actual amounts for fiscal periods posted to date are listed in the current actual/budget fields, along with the current budget values for non-posted periods. Actual amounts are identified by an A and budget amounts are identified by a B in the field next to the amount. Individual period amounts can be entered in the working budget fields if these values are previously calculated. If a budget amount is displayed in a working budget field, the user simply keys the new value for the period over the displayed value to change the budget amount for the period.
When individual period budget amounts are not calculated, the maintenance processing initiated through the maintenance code field can be used to prepare period amounts based on other factors.
WILLIAMS GENERAL LEDGER GL800S02
DSP01 BUDGET MASTER FILE MAINTENANCE FIN DETAIL
Company/Location 001 WEN Budget Year/Sequence 95 01 BUDGET VERSION 1
Account 1EQUIP EQUIPMENT
Center
Transaction Code C Sequence Code A ACCOUNT
Budget Maint Code Budget Year/Sequence Budget Amt
Weighting Index Bdgt Percent .00
1st Quarter 2nd Quarter 3rd Quarter 4th Quarter
204,954 1,000 1,000 1,000
Total Year 51,988
Pd Working Budget Current Act/Bdgt Pd Working Budget Current Act/Bdgt
1 612,863 A 611,863 7 1,000 B 1,000
2 1,000 B 1,000 8 1,000 B 1,000
3 1,000 B 1,000 9 1,000 B 1,000
4 1,000 B 1,000 10 1,000 B 1,000
5 1,000 B 1,000 11 1,000 B 1,000
6 1,000 B 1,000 12 1,000 B 1,000
13
F4=Prompt F13=Cancel Tran F20=End Browse F22=End Tran
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WILLIAMS GENERAL LEDGER GL800S03
DSP01 BUDGET MASTER FILE MAINTENANCE STAT BUDGET
Company/Location 001 WEN Budget Year/Sequence 95 01 BUDGET VERSION 1
Account 1EQUIP EQUIPMENT
Center
Unit Of Measure EA EACH
Transaction Code A Sequence Code ACCOUNT
Budget Maint Code Budget Year/Sequence Budget Amt 0
Weighting Index Bdgt Percent .00
1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Total Year
0 0 0 0 0
Pd Working Budget Current Act/Bdgt Pd Working Budget Current Act/Bdgt
1 0 A 0 7 0 B 0
2 0 B 0 8 0 B 0
3 0 B 0 9 0 B 0
4 0 B 0 10 0 B 0
5 0 B 0 11 0 B 0
6 0 B 0 12 0 B 0
13 0 0
F4=Prompt F13=Cancel Tran F20=End Browse F22=End Tran
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Budget Master File Maintenance
Financial Budget Amount and Statistical Budget Amount screens
Maintenance code processing allows the user to base the budget amounts for an account on the current year actual amounts, budget amounts from other budget years or sequences, or user-defined amounts. Amounts can be spread evenly over all periods, increased by a percent or an amount each period, or distributed based on seasonal percentages. The available budget maintenance codes and their effects on income statement and balance sheet accounts are described below.
AE -Distribute amount evenly. For income statement accounts, the value in the budget maintenance amount field is divided by 12 or 13 (based on whether monthly or period processing was specified for the location) and the resulting amount is duplicated in each period field.
For balance sheet accounts, the value in the budget maintenance amount field is duplicated in each period field.
AM -Process amount. For both income statement and balance sheet accounts, the budget maintenance amount is duplicated in each period field.
AP -Amount plus a percent. The value in the budget maintenance amount field is inserted in the period 1 field. The value for each subsequent field equals the amount from the field for the previous period plus an incremental amount that is based on the specified budget maintenance percent. The incremental value equals the budget amount from the previous period multiplied by the budget maintenance percent. For example, the period 2 budget amount is derived by taking the period 1 budget amount, multiplying it by the budget maintenance percent, and adding the result to the period 1 budget amount.
AR -Amount distributed relative to actual performance. For income statement accounts, the actual amounts for each period are divided by the actual year-end total amount (calculated by taking the year-to-date actual amount and adding the remaining year budget amounts) to get the percentage of each period amount as the year-end total. The budget maintenance amount is multiplied by the resulting percent to get the new budget amount for each period.
For balance sheet accounts, the percent deviation of each actual period amount from the prior year-end balance is calculated. The budget maintenance amount is multiplied by the resulting percent to get the variance amount which is added to the budget maintenance amount to get the budget amount for each period. For example, if the period 1 actual amount is 100, the year-end balance is 200, and the budget maintenance amount is 400, the variance percent is a negative 50%. The budget maintenance amount is multiplied by the variance percent to get the variance amount of negative 200. The variance amount is added to the budget maintenance amount to get the period 1 budget amount of 200.BA
BA -Budget plus an amount. The new budget amount for each period equals the budget amount from the corresponding period in the based-on budget plus the budget maintenance amount.
BD -Transfer from existing budget. The new budget amount for each period is generated by taking the budget amount from the corresponding period in the based-on budget and moving it into the new budget field.
BP -Budget plus a percent. The new budget amount for each period is calculated by taking the budget amount from the corresponding period in the based-on budget, multiplying it by the budget maintenance percent, and adding the result to the based-on budget amount.
CA -Current actual plus an amount. The new budget amount for each period equals the actual amount for the period (or the loaded budget amount if actual amounts were not posted for the period), plus the budget maintenance amount.
CP -Current actual plus a percent. The new budget amount for each period is calculated by taking the actual amount for the period (or the loaded budget amount if actual amounts were not posted for the period), multiplying it by the budget maintenance percent and adding the result to the current actual amount.
CR -Transfer current year actuals. The new budget amount for each period is generated by taking the actual amount for the period (or the loaded budget amount if actual amounts were not posted for the period) and moving it to the new budget field.
QA -Distribute quarterly amounts. For income statement accounts the amounts specified in the quarterly fields are distributed evenly over each period that falls in the quarter. For example, if 300 is entered in the first quarter field, the budget amount for periods 1, 2, and 3 is 100.
For balance sheet accounts, the amounts specified in the four quarterly fields are duplicated in each period that falls in the quarter. For example, if 100 is entered in the first quarter field, the budget amount for periods 1, 2, and 3 is 100.
SA -Screen amounts plus an amount. The new budget amount for each period equals the displayed budget amount for the period plus the budget maintenance amount.
SP -Screen amounts plus a percent. The new budget amount for each period is calculated by taking the displayed budget amount for the period, multiplying it by the budget maintenance percent, and adding the result to the displayed budget amount.
WI -Base budget on a weighting index. The new budget amount for each period equals the budget maintenance amount multiplied by the percent entered for the period on the specified weighting average record.
The following table identifies the maintenance fields required for each budget maintenance code.
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AE
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X
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AM
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X
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AP
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X
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X
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AR
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X
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BA
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X
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X
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BD
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X
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BP
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X
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X
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CA
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X
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CP
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X
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CR
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QA
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X
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SA
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X
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SP
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X
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WI
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X
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X
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Maintenance Field/Maintenance Code Requirements