We refer to the columns that are displayed on your budgets as the Positions or Budget Positions.
A number of positions already exist. When you upgrade to FInance V2.0 these are created automatically for you.
Looking at the screenshot above you can see that a budget above is displaying 3 positions - Our Valuation, Opponent Valuation and Payments. For reporting purposes we typically want a consistent view of, for example, "Our Position" across many different budgets we define these up front as positions and then re-use these across different budget structures.
Configure Budget Positions
Within the main budgets feature you will find a configuration setting for Budget Positions
If you have lots of different Budgets defined you may find it easier to collapse the budgets in order to get to this setting.
Click this to show the Positions available.
Think of Positions as being the columns on your budget table. You can create new positions or edit the display properties of existing ones.
Add Budget Positions as display settings on your budget
With you Budget Positions defined (or migrated as part of an upgrade) you can start adding these positions as columns onto your budget structures.
Navigate to your budget structures and choose the Display Settings nav bar. This opens a form to control the display of your budget structure.
This form has 2 logical areas
- Aspect Zones - there are Aspect zones at the top and bottom of the budget structure form to enable you to customise the data capture for your budget.
- Columns - within the columns area you can specify the different positions that are displayed on your budget.
Configure columns
You can either add a new column or configure an existing column.
When you place your mouse on the column it reveals its setting and display dialogs
Clicking the "Eye" to configure display rules. For example, you can specify that a column should only be displayed for a specific work type.
Click the cog to launch the main configuration dialog for the column
Through this dialog you can configure
| Setting | Description |
|---|---|
| Name | This is the friendly name that is displayed as a column on your budget structure to users. Names can be unique for a given budget structure and hence you can use a consistent position across multiple budget structures but name them differently for your end users. |
| Information message |
The information message is displayed as a tool top upon rollover of the information icon on your budget column
And is designed to provide extra guidance to your users on what information should be added into this column. |
| Editable | This setting enables you to specify whether a given column is read only or not. |
Configure calculated positions
Commonly you will want to configure your budgets to show actuals against your budgetary figures.
For example, you may want your users to enter a budgetary figure for disbursements and alongside this show the actual amount of disbursements that have been entered.
When adding a new column to a budget Structure you see a list of Positions.
These positions include both the Positions you have created together with a number of system provided calculated positions.
The following calculated positions are available.
| Calculated Field | Description |
|---|---|
| Actual Account Adjustments |
Displays the total account adjustment transactions against this chart of accounts code for this work type This enables you to restrict the calculated field to only show certain transaction types or statuses. If no settings are specified then all Account Adjustments will be included. |
| Actual Invoice Payments |
Displays the total invoice payment transactions against this chart of accounts code for this work type. You can configure this calculated field provider via the following settings
This enables you to restrict the calculated field to only show certain transaction types or statuses. If no settings are specified then all Invoice Payments will be included. |
| Actual Invoices |
Displays the total invoice transactions against this chart of accounts code for this work type This enables you to restrict the calculated field to only show certain transaction types or statuses. If no settings are specified then all Invoices will be included. |
| Actual Offers | Displays the total offer amounts against this chart of accounts code for this work type |
| Actual Payments |
Displays the total payment transactions against this chart of accounts code for this work type.
This enables you to restrict the calculated field to only show certain transaction types or statuses. If no settings are specified then all Payments will be included. |
| Actual Total |
Displays the total of all transactions against this chart of accounts code for this work type. With this field you can specify any of the following finance work types
To be included in the calculation. |
| Budget Remaining |
Displays the difference between the configured position values against this chart of accounts code for this work type. When configuring this field you can specify 2 fields which will be subtracted from one another to give a total value remaining. |
| Budget Percentage Remaining |
Displays the percentage difference between the configured position values against this chart of accounts code for this work type. When configuring this field you can specify 2 fields which will be subtracted from one another to give a % value remaining. |
