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When If you add a new category (group) to the Financial Statement and assign an account to that category, if that account has no transaction activity in the corresponding budget baseline period, the category and account do your Profit and Loss statement (in Financial Statements) and add accounts that have no previous activity into that category, the category does not display in the budget by default. Whereas you can add a level, dimension, entity or account code directly into a budget worksheet, you cannot add a category in the same way. The reason for this is because adding a category is more complex, due to the need to map its associated accounts. However, it can be done in another way!

This workaround for adding a category into a budget involves importing a zero value transaction to an account in that category, in the budget baseline period. As the transaction is for zero dollars, it will not change the underlying financial results. It simply looks like there was some activity for the account code during that reporting period. You just need to have one zero value transaction to get the corresponding category to display in the budget.

1. In Financial Statements, ensure you have added the new category (group) to the Financial Statement, assigned the relevant accounts to that category and made a note of those account codes.
   See Customize a financial statement and Create new account groupings for detailed instructions.

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2. Create a CSV file containing the transaction details for the account codes you made a note of above, using 0 as the reporting and local values, then save the file to your computer.

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3. In Designer, import the CSV file. See Design a database for detailed instructions for this and the following steps.

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4. Drag the file into the Profit and Loss stream.

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5. Map the data in the imported transaction account to the Phocas dimensions:

   1. Map the Account to the account dimension

   2. Map the Date to the date (you might need to change the date format)

   3. Map other dimensions as applicable, for example Country to Country.

   4. Map the Reporting Value and Local Value to the corresponding measures.

6. Click the Save button.

7. Rebuild the database to incorporate the new data: Click the Build tab, then click the Build button (the build will take some time).

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8. In Budgets and Forecasts, open the budget (or refresh the budget if it is already open) to see the new category, and its account with zero values.

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9. Proceed to add other entities (countries) and accounts to the new category, if required.

 Budgets open in a pruned (condensed) view by default, which means if there is no account row underneath an entity row, that entity row is removed from the budget hierarchy, as it is not required.

For example, suppose you have not previously had any loans but you take out a new loan and add Interest Paid as a separate category in your Profit and Loss statement. As the account(s) in this category did not have activity in the prior year, which is used as the baseline for the budget, the category will not show in the budget workbook.

You can budget for Profit and Loss categories that have no activity in the baseline period by switching to an unpruned view and adding the appropriate accounts under those added categories.

1. On the Main tab, switch to the unpruned view to view categories that have no account rows.

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2. Locate the newly added category row, then hover over it and click the blue Add button that displays.

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3. Add the entity.

4. Add the accounts.