During the budgeting process, if circumstances change, you might need to add one or more of the following elements to your budget worksheets:
Level in the budget hierarchy
Entity in a single entity in a dimension or all entities in a dimension
Account in an entity
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You can add a hierarchy level (dimension) 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 driver tab.
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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 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 dimension as another level in 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 you want to add as the new level, for example Product Class.
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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You can add an entity, such as a country, branch or product, into to a specific entity in a dimension. Here are some examples for why you might need to do this:
Your organization receives interest income from a new source in the UK. Previously, you only ever received such income from one country, the USA. The UK entity has been added to the Country dimension in your ERP system, now you need to add the UK into your financial budget, under the Other Income category. This example is illustrated in the image below.
You prepared a non-financial budget based on your Sales database. Later in the year, your organization opens up a new sales branch in Australia. The new branch entity has been added to the Branch dimension in your ERP system, now you need to add the branch into your budget, under the applicable Country dimension.
Your organization is releasing a new product and only one Sales Rep, Sam, is selling it. The product entity has been added to the Product dimension in your ERP system, now you need to add the product into your Sales budget, under Sam, who sits under the Sales Rep dimension.
On the Main tab, expand the rows to the applicable dimension, for example, the Other Income category in a financial budget.
Hover over the dimension 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 applicable option:
If you are in a financial database, select the entity from which you want to clone the General Ledger accounts codes, for example the USA.
If you are in a non-financial database, select the entity from which you want to clone the structure, for example if you are adding a Sales Rep, you can clone the product class entities from another Sales Rep.
Click the Add Selected button.
Additional rows for the new entity and its cloned structure display in the budget.
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If you change your mind or make a mistake, to remove the 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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If a new entity, such as a country, branch or product applies to all entities in a dimension, you can add that entity to all those other entities simultaneously. Here are some examples for why you might need to do this:
Your organization acquires a new business in another country, New Zealand (NZ) and you need to start budgeting for that country. The NZ entity has been added to the Country dimension in your ERP system, now you need to add NZ into your budget, under all categories. As the operating environment is similar to Australia, you clone the General Ledger account codes that are in use in Australia. This example is illustrated in the image below.
Your organization is releasing a new product and all your Sales Reps can sell it. The product entity has been added to the Product dimension in your ERP system, now you need to add the product into your budget, under all the Sales Reps in the Sales Rep dimension.
In the worksheet, click the dimension (Country) in the top toolbar and click Add [dimension] at the bottom of the list (the label of this dimension will depend on the circumstance, in this example it is Country).
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 structure from, for example AUS.
Click the Add Selected button.
Additional rows for the new entity (NZ) and its cloned structure display in the budget.
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To budget at a more detailed (granular) level, you can add additional levels (dimensions) to the Main tab. For example, if you have a budget set up to budget by Country and Branch, you could add a level for Product Class underneath each Branch.
You can have up to six hierarchy levels in the Main tab. However, levels work differently in the two types of budgets (financial and operational).
Financial budget levels
In a financial budget setup, you can add up to four levels in addition to the two default levels of Category and Account (2+4=6). The levels are visible on the top right of the worksheet, and you can see the hierarchy when you expand the worksheet. For example, in the following image, you can see one level was added for County, bringing the total levels to three.
You can return to the budget setup to add more levels. It's best to do this before you start budgeting, in other words, before you edit any values in the worksheet, as there'll be little impact. You can add levels later in the budgeting process, but it'll likely result in the loss of entered data as you've changed the underlying structure of the budget. You'll get a warning message about this.
Operational budget levels
In an operational budget setup, you can add up to six levels of your choice. The levels are visible on the top right of the worksheet, and you can see the hierarchy when you expand the worksheet. For example, in the following image, you can see three levels were added: County Region and Sales Rep.
You can return to the budget setup to add more levels, or you can do it within the worksheet via the blue Add button next to the levels on the top right of the worksheet. For example, if you initially added four levels in the budget setup, you can add two more in the worksheet (4+2=6).
After you add the level, the worksheet page reloads. You can then expand the lines to view the additional levels of data.
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The level you add displays in blue, to differentiate it from the levels that were added during the workbook or worksheet setup. |
If you change your mind or make a mistake,
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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 into the budget. Here are some examples for why you might need to do this:
Suppose that due to the Coronavirus restrictions last year, your organization had no entertainment expenses but this year, things are returning to normal, so you want to budget for those entertainment expenses.
Your organization holds a conference every second year and therefore, incurs additional expenses every second year. The related accounts will only display in your budget for those years.
On the Main tab, expand the rows to the applicable category and dimension, for example, Operating Expenses > UK.
Hover over the entity row, then click the blue plus button
that displays.In the window that displays, select the General Ledger account code(s)* you want to add, for example, Entertainment. You can select multiple accounts.
Select one of these options:
To add the account to the selected entity only (UK), leave the default option selected.
To add the account to each entity in the category (UK and USA), select the “Each Account in…” option.
Click the Add Selected button.
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*If you do not see the required account in the list, it means the account is not available to be added, as it has not been mapped to a category. The account will only become available to be added after you add it to the applicable category in the Financial Statement, and you cannot do that until there has been some activity against the account. |
Additional rows for the new accounts(s) (expenses) display in the budget.
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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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