During the budgeting process, if circumstances change, you might need to add a new level, entity or account one or more of the following elements to your existing budget worksheets
Level (dimension) in the budget hierarchy
Entity in a dimension, such as a country, division or branch. In a financial budget, you also have the option to add the entity to a dimension in all categories in the budget simultaneously.
Account in an entity.
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A dimension is a level in your budget hierarchy and an entity is a value within a dimension. For example, a dimension is Country and the entities are Australia, the UK and the USA. |
What you can do depends on the type of budget, for example:
In a financial budget, you can:
Add an entity to a dimension, such as a country, division or branch. You can add the entity to a dimension in a specific category or all categories in the budget simultaneously.
Add an account that had no activity last year.
Add a level to a non-financial driver tab.
In a non-financial budget, such as a Sales budget, you can add an entity to a dimension and add a level.
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You can add a hierarchy level to a budget worksheet in three ways:
Via the Budget setup window - but you can only use this method if you have not started budgeting yet, see Edit or delete a budget workbook to learn how to do this.
Via the blue plus button
in the Main tab of a non-financial budget, such as a budget that is based on your Sales database.Via the blue plus button
in a non-financial Database drive tab within a financial budget.
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Adding a level to your budget has an impact on your workflow, depending on how you add it. If you add a level in the Budget setup window (method 1 above), that level sits above the workflow - the last level is the workflow level. If you add a level via method 2 or 3 above, the level sits below the workflow. |
In this example, you have added a Database driver tab based on your Sales database. You now want to budget at the Product Class level, so you need to add that level into the budget.
On the Sales tab, click the blue plus button next to the dimension (hierarchy level) in the top toolbar, then click the dimension (Product Class) you want to add as the new level.
The budget updates accordingly - new rows display for the entities in the new level. However, the workflow remains at the Branch level.
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If you change your mind or make a mistake, to remove the new level, click the blue Delete button next to that level, then click Delete to confirm.
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In this example, your You can add an entity to dimension in a specific category in both financial and non-financial budgets, for example:
Your organization has has created a non-financial budget based on its Sales database. Later in the year, your organization opened up a new sales branch (Branch 5) in Australia. You added the new branch to the Branch dimension in your ERP system but it does not appear by default in your Sales budget, so you need to add it in.
Your organization has received interest income from a new source in the UK. Previously you only ever received such income from one country, the USA. You need to add the UK as an entity in the Country dimension of the Other Income category.
On the Main tab, expand the rows to the applicable category, for example, Other Income.
Hover over the category row, then click the blue plus button
that displays.In the window that displays, select the entity you want to add. You can select multiple entities.
Select the entity from which you want to clone the General Ledger accounts codes, for example the USA.
Click the Add Selected button.
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If you change your mind or make a mistake, to remove this new entity, hover over the left of the entity name and click the Delete button that displays, then click Delete to confirm.
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Add an entity to a dimension in all categories
You can only add an entity to dimension in all categories in a financial budget.
In this example, your organization has acquired a new business in another country, New Zealand (NZ). You need to start budgeting for that country. You’ve added NZ to the Country dimension in your ERP system but it does not appear by default in your budget, so you need to add it in. As the operating environment is similar to Australia, you clone the General Ledger account codes that are in use in Australia.
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If you change your mind or make a mistake, you cannot remove this new dimension from all the categories in your budget at the same time; you need to remove it from each category, one at a time. Hover over the left of the entity name and click the Delete button that displays, then click Delete to confirm.
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Add an account to a specific entity
In a financial budget, there might be times when you are expecting a specific account to display but it does not. This might be because the account had no activity in it in the baseline period. You can manually add that account in to the budget.
For example, suppose that due to the Coronavirus restrictions last year, you had no entertainment expense but this year, things are returning to normal, so you want to budget for those entertainment expenses.
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If you change your mind or make a mistake, to remove the new account row, hover over the left of the account name and click the Delete button that displays, then click Delete to confirm.
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In this example, you can have added a Database driver tab for your Sales budget. You now want to budget at the Product Class level, so you need to add that level into the budget.
On the Sales tab, click the blue plus button next to the dimension (hierarchy level) in the top toolbar, then click the dimension (Product Class) you want to add as the new level. The budget updates accordingly.
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If you change your mind or make a mistake, to remove the new level, click the blue Delete button next to that level, then click Delete to confirm.
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Non-financial budget: Add an entity to a dimension
In this example, your organization has has created a non-financial budget based on its Sales database. Later in the year, your organization opened up a new sales branch (Branch 5) in Australia. You added the new branch to the Branch dimension in your ERP system but it does not appear by default in your Sales budget, so you need to add it in.
On the Main tab, expand the rows to the applicable level, for example, AUS.
Hover over the level header row, then click the blue plus button
that displays.In the window that displays, select the entity (Branch 5) you want to add. You can select multiple entities.
Click the Add Selected button.
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An additional row for the new entity (Branch 5) displays in the budget.
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Non-financial budget: Add a level
In this example, you can have added a Sales budget with one level, Country. You now want to budget at the Product level, so you need to add that level into the budget.On the Sales tab, click the blue plus button next to the dimension (hierarchy level) in the top toolbar, then click the dimension ( Product ) you want to add as the new level. The budget updates accordingly.
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If you change your mind or make a mistake, to remove the new level, click the blue Delete button next to that level, then click Delete to confirm.
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