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Add an account

Owned by Denise McGettigan
Last updated: Nov 11, 2024
2 min read

In a financial budget or forecast, there might be times when you are expecting a specific account to display but it does not. If an account had no activity in the baseline period upon which the budget is based, it will not display in the budget. However, as long as the account has been mapped to a category in the underlying financial statement, you can manually add the account to the budget.

Here are some examples of why you might need to add an account:

  • Suppose that due to the Coronavirus restrictions in the previous period, your organization had no entertainment expenses but this year, things are returning to normal, so you want to budget for those expenses. You need to add the Entertainment account.

  • Suppose your organization holds a conference every second year and therefore, incurs additional expenses every second year. The related expense accounts will only display in your budget for those years, so you need to add them into the other years.

Add an account row

  1. Ensure the account is mapped to a group in the financial statement in the Financial Statements module. 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.

  2. In Budgets & Forecasts, on the Main tab, expand the rows to the applicable category and dimension. For example, Operating Expenses > UK.

  3. Hover over the entity row (UK), then click the blue Add button that displays.

  4. In the window that displays, select the General Ledger account code(s)* you want to add, for example, Entertainment. You can select multiple accounts. 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 in the financial statement.

  5. 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.

  6. Click the Add Selected button.

Additional rows for the new accounts(s) (expenses) display in the budget.

Delete an account row

If you change your mind or make a mistake, you can delete the account you added. You cannot delete the accounts that were in the original workbook hierarchy. You must delete the accounts one row at a time.

When you delete an account, it is removed from the budget and you lose any data that was manually entered into that row. However, you can add that account back in later. The row will have the original account values, which are zero, as the account had no activity.

Hover over the left of the account name and click the Delete button that displays, then click Delete to confirm.