During the budgeting process, if circumstances change, you might need to add a new level, entity or account to your existing budget worksheets.
What you can do depends on the type of budget, for example:
In your Financial budget, you can:
Add a dimension, such as a country, division or branch. You can add the dimension to a specific category or all categories in the budget simultaneously.
Add an account that had no activity last year.
In your Sales budget, you can:
Add additional levels, to budget at a more granular level. For example, if your Sales budget is organized by branch, then product group, you can add another level, to budget by sales rep.
Have different hierarchy levels than your expenses.
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In this example, your organization has received interest income from a new source in the UK. Previously you only ever received such income from the USA. You need to add the UK as a dimension in 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 dimension(s) you want to add. If there are a lot of dimensions, use the search box to quickly find the one(s) you are looking for.
Select the dimension(s) you want to add.
Select the dimension from which you want to clone the General Ledger accounts codes, for example the USA.
Click the Add Selected button.
Additional rows for the new dimension (UK) and its cloned accounts display in the budget.
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If you change your mind or make a mistake, to remove this new dimension, hover over the left of the dimension name and click the Delete button that displays, then click Delete to confirm.
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In this example, your organization has acquired a new business in another country, New Zealand. You need to start budgeting for that country. You’ve added the country to 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.
On the Main tab, click the dimension 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 dimension(s) you want to add. If there are a lot of dimensions, use the search box to quickly find the one(s) you are looking for.
Select the dimension from which you want to clone the General Ledger accounts codes, for example the AUS.
Click the Add Selected button.
Additional rows for the new dimension (NZ) and its accounts display under all categories in the budget.
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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 dimension name and click the Delete button that displays, then click Delete to confirm.
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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.
On the Main tab, expand the rows to the applicable category and dimension, for example, Operating Expenses > UK.
Hover over the dimension row, then click the blue plus button
that displays.In the window that displays, select the the General Ledger account code(s) you want to add, for example, Entertainment. If there are a lot of accounts, use the search box to quickly find the account(s) you are looking for. 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.
Additional rows for the new accounts(s) (expenses) display in the budget.
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The information below refers to budgets but the same process applies to forecasts. 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. |
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, to remove
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Sales budget - Add a dimension to the hierarchy levels
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 in the top toolbar, then click the dimension (Product Class) you want to add. The budget updates accordingly.
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