Resource Information and Control Corporation


Budget Information

Getting There: Accessing this application is done by double clicking on the Budget Information icon in the Accounting main menu.



Purpose: Budget Information is used to track the budget figures for each Accounting Year within each Accounting Fund. ConCentRICs Accounting will automatically track the actual money amounts in each account. This application will let you attach an unlimited number of budget amounts to each revenue and expense account. A budget amount is the projected or planned total amount of that account by the end of the fiscal year. As the governing body of a facility is usually the approving authority for a budget, they will be able to measure the performance of a facility on how close the totals comes out against budgeted amounts. Facilities can start off with a proposed and actual set of budget figures. During the fiscal year, they may add any number of revisions to the budget. They can then compare actuals with any of the figures. Budget Information provides the necessary tools to allow you to copy and change budget figures.

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

Budget Reports Load Budget Manipulate Budget Copy Budgets

Budget Information Modules Overview



Budget Reports is used to display the budget figures for any Budget Category in various report formats. You can choose between monthly reports, budget total for year reports, or budget variance reports.
Security Level: To view - Read Only. To add or change entries - Manager.

Double clicking on the Budget Reports icon will bring up the Budget Reports dialog box.



The following is a break down of the dialog box:

  • The Monthly Budget Amount option is used to show monthly figures for the appropriate accounts.
  • The Budget Total for Year option is used to add all monthly budget figures and show one number that indicates the total budget amount for each account in the fiscal year.
  • The Budget Variance Report option is used to compare the budget figures to the actual figures and show any account that is over or under budget by a given amount.
  • The Multi-year Budget Report option is used to show the actual and budget number for three years at a time.
  • The Revenue Accounts check box, if checked, will display the posting revenue accounts.
  • The Expense Accounts check box, if checked, will display the posting expense accounts.
  • The Non (Revenue and Expense) check box, if checked, will include any other account identifed as a budget account on the report.
  • The Budget Categories combo box, contains all Budget Categories defined in the General Ledger application.
  • The First Report Month combo box, contains all months in the fiscal year to choose a month to start the report on.
  • The Last Report Month combo box, contains all months in the fiscal year to choose a month to end the report on.
  • The Over Budget Limit field is used to indicate a money limit for those accounts that are over budget. (Used only for Budget Variance reports.)
  • The Under Budget Limit field is used to indicate a money limit for those accounts that are under budget. (Used only for Budget Variance reports.)
  • The Include Total Column check box, if checked, will add an additional column to the right side of the report which will show a total of all months that appear on the report. (Will only be active for Monthly Budget Amount reports.)
  • The Total Major and Minor Categories check box, if checked, will produce a total line every time an account category changes.
  • If you click on the Select Accounts button, the Account Selection dialog box will appear.

    • Here you can select any number of accounts by left clicking on them.

    Back on the Budget Reports dialog box, if you click on the button the requested report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]






























    Load Budget is used to give you a quick and easy way to enter budget figures for all accounts. You can update an account one at a time, or you can update a whole series of accounts. The Load Budget Report will show: the name of the Major Account Categories, name of the Minor Account Categories, formatted account number, short account name and the total budget amount for the current fiscal year.
    Security Level: To view - Read Only. To add or change entries - Manager.

    Double clicking on the Load Budget icon will bring up the Load Budget dialog box.

    The Budget Categories combo box, contains all Budget Categories defined in the General Ledger application. Click on the button and the requested report will be generated.

    You can adjust an individual account by double clicking on it and the maintenance dialog box will be displayed




    Manipulate Budget is used to allow you the capability to add or multiply a fixed amount to selected amounts. This allows you to change budget amounts for a series of accounts quickly and easily.
    Security Level: To access and use - Manager.

    Double clicking on the Manipulate Budget icon will bring up the Manipulate Budget dialog box.



    The following is a break down of the dialog box:

  • The Month Selection list box will show each month of the year in fiscal month order.
  • The Account Selection list box will show all budget accounts for the current fiscal year.
  • The Budget Categories combo box, contains all Budget Categories defined in the General Ledger application.
  • The Add Fixed Amount option is used to add the amount entered in the Fixed Amount field to each month selected for each account selected.
  • The Multiply Fixed Amount option is used to multiply the amount entered in the Fixed Amount field to each month selected for each account selected.
  • The Fixed Amount field is used to indicate an amount to be used to either add or multiply to each month selected for each account selected.
  • The Clear Accounts button is used to reset all acounts in the list to their non-selected state.

    • There is no report associated with this function. To end the process, click on the Cancel button.




    Copy Budgets is used to initialize a Budget Category with actual amounts or with budget figures from another category. You need to have a starting point when you start the budget process. A good one would be the budget from the prior year. This option will allow you to copy it over and make adjustments to the figures for the new fiscal year.
    Security Level: To access and use - Manager.

    Double clicking on the Copy Budgets icon will bring up the Copy Budgets dialog box.



    The following is a break down of the dialog box:

    In the Copy Budgets From area:

  • The Budget Categories combo box, contains all Budget Categories defined in the General Ledger application where the budget figures will be taken from.
  • The Fiscal Year combo box, contains all Fiscal Years defined in the General Ledger application where the budget figures will be taken from.

    • In the Copy Budgets To area:

  • The Budget Categories combo box, contains all Budget Categories defined in the General Ledger application where the budget figures will be placed.
  • The Fiscal Year combo box, contains all Fiscal Years defined in the General Ledger application where the budget figures will be placed.
  • If you click on the Select Accounts button, the Account Selection dialog box will appear.

    • Here you can select any number of accounts by left clicking on them.

    Back on the Copy Budgets dialog box, if you click on the button the following message box will appear.

    Here you are asked to verify this selection before the actual process begins.


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    Last Modified: Saturday, January 02, 2010 at 12:00 AM.