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Chapter 1: Budgeting

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CHAPTER 1: BUDGETING

Objectives

The objectives are

• Create budget models and submodels

• Create Period Allocation Keys

• Enter budget numeric data

• Generate and print a budget

• Apply setup features to budgets

• Show how to simulate budgets

• Edit budgets

• List the benefits of creating a revised budget versus modifying anexisting budget

• Name the steps that are required to revise a budget

• View budget data

Introduction

Budgets are tools that predict the financial results of operations for a company. Inaddition, you can use them to compare actual and predicted or budgeted results toevaluate the effectiveness of operations.

Before generating a budget in Microsoft Dynamics

®

AX 2009, you mustcomplete the following steps:

• Set up a budget model

• Set up a budget submodel

• Create period allocation keys

• Enter budget data

This course describes the steps required to generate a budget. The budgetgenerates when you run a budget report. After describing the generation of a budget, this course presents methods of modifying or creating new budgets.

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Financials II in Microsoft Dynamics® AX 2009

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Create a Budget Model

Before you can establish budget numbers, you must create budget models to storethe information.

A complete budget ordinarily consists of:

• Several models

• Several submodels

Because budget models are hierarchical, you can attach submodels to ordinary budget models. This makes it possible to narrow the recording of results based onan enterprise's needs, while still keeping the flexibility to report on all aspects ofthe enterprise at the same time.

Typically, a budget structure is based on correlating the budget model andsubmodel system to the different departments, divisions, or the budget-

responsible persons of the enterprise.

Scenario

Contoso sells products throughout the United States. The company is organizedgeographically, with an East Region, a Central Region, and a West Region.Contoso views its results by region and also in total. By using budget modelstructures, Contoso can view its budgets by region, a combination of regions, orin total.

So that Contoso can capture budgets regionally but still maintain the ability tosee the total company results, the company sets up a master budget model for the

Total Company, with regional submodels of East, Central, and West. With this budget model set up, CEU can report on and edit budget transactions for theregions separately but still see the total results by pointing instead to the TotalCompany model. Because the regions are set up as submodels of the TotalCompany model, all the budget information contained in the submodels isincluded in the Total Company automatically.

Budget Model

The Budget model form:

• Enables creation and editing of budget models

• Supports several different budget models

• Facilitates budget simulations

• Supports results comparisons

• Can be built only on two levels

• Can contain multiple submodels

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NOTE : Only two levels of submodels are considered in calculating budget

balances.

FIGURE 1.1 BUDGET MODEL FORM

Procedure: Create a Budget Model

Follow these steps to create a budget model or submodel.

1. Click General ledger, click Setup, click Budget, and then clickBudget model.

2. Press Ctrl+N to create a new record.

3. In the Budget Model field, type the name.

4. In the Name field, type a description of the budget model.

5. Select the Stopped check box to block the budget model formodifications. Selecting this field protects it against unintentionalediting.

6. Select the Cash flow forecasts check box to apply cash flowforecasts to this model.

7. Select the Track revisions check box to track changes to budget

amounts with this budget model.

The setting of the Track revisions check box is not editable whenthe budget model is stopped. If the Track revisions option ischanged on a budget model with an associated sub model, the Trackrevisions option will not change on any of the sub models. Similarly,if the Track revisions option is changed on a sub model, the Trackrevisions option will not change on the total budget model.

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Procedure: Attach a Submodel to a Budget Model

After you have created a budget model and submodel, follow these steps to attacha submodel to a budget model.


2. On the Overview tab, click the budget model to which the submodelwill attach.

3. Click the Submodel tab.

4. Press Ctrl+N to create a new record, click the arrow, and then clickthe submodel to attach to this model.

NOTE : Additional functionality regarding Budget Models and Cost Accounting

is described in the Cost Accounting collection.

FIGURE 1.2 BUDGET MODEL FORM, SUBMODEL TAB

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Test Your Knowledge

1. Are any steps required before you create a budget? If they are, what are they?

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Lab 1.1 - Create a Budget Model

Scenario

Phyllis, the Accounting Manager at Contoso, is asked to set up a new budgetmodel with a submodel. The Budget model should be named NewMod, and theSubmodel should be named NewSub. Neither should be included in Cash flowforecasts.

Challenge Yourself!

Help Phyllis create the new budget model and attached submodel.

Need a Little Help?

1. Create the new budget model.

2. Create the new submodel budget.

3. Attach the submodel to the budget model.

Step by Step

To create the new budget model:


2. Click CTRL+N to create a new record.

3. In the Budget Model field, type NewMod.

4. In the Name field, type New Budget Model.

5. Verify that the Stopped and the Cash flow forecasts check boxesare cleared.

To create the new submodel budget:


2. In the Budget Model field, type NewSub.

3. In the Name field, type New Sub Model.

4. Verify that the Stopped and the Cash flow forecasts check boxesare cleared.

To attach the new submodel to the new budget model:

1. Click the NewMod line.

2. Click the Submodel tab.

3. In the Submodel field, click the arrow, and then click NewSub toattach this as a submodel.

4. Close the form.

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Period Allocation Keys

Microsoft Dynamics AX 2009 provides a tool named period allocation keys,which you can use to streamline the budgeting process by enabling theduplication of data throughout the whole budgeting time frame.

Period allocation keys:

• Enable replication of the selected budget line throughout the model,inside a specified date range, together with the defined periodallocation percentage

• Are used to divide an annual amount as a straight line percentageacross a year or to adjust that amount to account for seasonality

• Are used for setting up seasonal fluctuations

NOTE : Period allocation keys also are used in Inventory management; for more

information, see the Trade & Logistics collection.

Scenario

Phyllis, the Accounting Manager at Contoso, wants to take advantage of thePeriod allocation keys feature to help set up budgets. Some of Contoso's budgetsare evenly allocated over the accounting periods, and some are allocatedirregularly to coincide with different revenue cycles.

Procedure: Period Allocation Key Wizard - Allocation

Follow these steps to define the allocation of the Period allocation keys by usingthe Wizard.

1. Click General ledger, click Setup, click Periods, and then clickPeriod allocation keys.

2. Click the Wizard button.

3. On the Welcome screen, click Next.

4. In the Per field, enter the number of units (days, months, years) between each allocation line.

5. In the Unit field, click the arrow, and then click either Days,Months, or Years.

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6. In the Period field, type the length of the period for which allocationlines will create. The system will suggest a number, depending onthe values in the Per and Unit fields.

7. Select the Fixed check box to start the allocation from the opening period date of the year. If you do not select the check box, allocationstarts from the system date.

8. Click Next.

FIGURE 1.3 PERIOD ALLOCATION KEY WIZARD FORM

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Procedure: Period Allocation Key Wizard - Dimension

Follow these steps to specify any dimension values for the period allocation key by using the wizard.

1. From the Period Allocation Key Wizard in the Department field,click the arrow to select a department dimension related to thisallocation key.

2. In the Cost center field, click the arrow to select a cost centerdimension related to this allocation key.

3. In the Purpose field, click the arrow to select a purpose dimensionrelated to this allocation key.

4. Click Next.


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Procedure: Period Allocation Key Wizard - Name

Follow these steps to name and identify the period allocation key by using thewizard.

1. In the Period Key field, type the name of the key. Click the arrow toview the existing keys.

2. In the Name field, type a description for the key.

3. Click Next.


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Procedure: Period Allocation Key Wizard - Overview

After completing the previous steps, the Overview screen displays, with theallocations calculated based on the data provided.

Follow these steps to complete the overview.

1. To change the length of time, type over the suggested numbers. Youcan change both the number and the unit.

2. To change any of the dimension values, click the arrow and thenclick the correct dimension related to this allocation key.

3. When you have completed any necessary changes, click Next.


Procedure: Period Allocation Key Wizard - Completed

After reviewing the Overview information, follow these steps to complete thePeriod Allocation Key Wizard.

1. If everything is correct, confirm the proposed allocations, and thenclick Finish.

2. If the suggested allocations are unsatisfactory, click Back or Cancel.

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Procedure: Manually Define Period Allocation Key -Overview

Follow these steps to set up Period allocation keys manually.


2. Click Ctrl+N to create a new key.

3. In the Period Key field, type the name of the key.


5. Select the Fixed check box to start the allocation from the opening period date of the year. If the check box is not selected, allocationstarts from the system date.

FIGURE 1.7 PERIOD ALLOCATION KEY FORM

Procedure: Manually Define Period Allocation Key - Lines

Follow these steps to define the Period allocation key.

1. From the Period allocation key form, click the Lines button.

2. In the Change field, specify the number of units that should changein relation to the first record in the Change field. The first recordshould be blank as it is the starting point. Every successive line is thechange required from there.

3. In the Unit field, click the arrow, and select either Days, Months, orYears.

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4. In the Allocation percentage field, type the percentage that willallocate to this period. The Allocation percentages must sum 100. Ifthe Allocation percentage does not sum 100, the budget will notallocate correctly. The Remaining percentage field displays theamount left to allocate.

5. Repeat steps 2 through 4 until the period allocation keys are set upand the total allocation percentage equals 100.

6. Click the Dimension tab to define dimensions. Repeat this step foreach line to which to assign a dimension.

7. Close the forms.

FIGURE 1.8 TRANSACTIONS FORM

Procedure: Copy a Period Allocation Key

Follow these steps to copy an existing Period allocation key.





5. Select the Fixed check box to start the allocation from the opening period date of the year. If the check box is not selected, allocationstarts from the system date.

6. Click the Copy button.

7. In the From key field, click the arrow, and then click the Allocationkey to copy.

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8. Click OK .

9. Click the Lines button to modify any of the allocations that have been copied.

10. Close the form.

Procedure: Calculate Period Allocation Keys By UsingRealized Balances

Follow these steps to calculate period allocation keys by using realized balances.





5. Select the Fixed check box to start the allocation from the opening

period date of the year. If the check box is not selected, allocationstarts from the system date.

6. Click the Balances button.

7. Click the Select button. A standard Microsoft Dynamics AX 2009query screen will display. Specify the criteria that can be used tocalculate the distribution basis of the allocation key.

8. Click OK .

9. Select the Period check box to allocate the amounts based on theledger period of the interval selected.

10. Select the Dimension check box to allocate by dimension.

11. In the Date field, specify the date from which the balances should

allocate.12. Click OK .

FIGURE 1.9 CALCULATE DISTRIBUTION BASIS FORM

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Procedure: View a Period Allocation Key Graphically

Follow these steps to view any of the period allocation keys graphically.

1. From the Period allocation key form, click a period key, and then

click the Graphics tab.

2. Click the Setup button to modify the graphics setup.

3. Click the OK button.

FIGURE 1.10 PERIOD ALLOCATION KEY FORM, GRAPHICS TAB

Test Your Knowledge

What do Period allocation keys do? (Select all that apply)

( ) They enable duplication of the selected budget line throughout themodel, inside a specified date range, together with the defined periodallocation percentage

( ) They divide an annual amount as a straight line percentage across a

year or adjust that amount to account for seasonality

( ) They are used for budgeting for setting up seasonal fluctuations

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Lab 1.2 - Create Period Allocation Keys Using the Wizard

Scenario

Cassie, the Accountant at Contoso, is asked to create a Period allocation key

named Decimal, for 10-day budgeting periods. The description should be 10days. The allocation should start at the opening period of the year. Thedimensions should be as follows:

Dimension Value

Department 090

Cost Center 0604

Purpose Site1

Challenge Yourself!

Help Cassie create the Period allocation key.

Need a Little Help?

Use the Wizard to aid in the setup of the period allocation key.

Step by Step


2. Click the Wizard button.3. On the Welcome screen, click Next.

4. In the Per field, enter 10.

5. In the Unit field, click the arrow, and then days.

6. Verify that the Period field is set to 365.

7. Select the Fixed check box.

8. Click Next.

9. In the Department field, click the arrow, and then click 090.

10. In the Cost center field, click the arrow, and then click 0604.

11. In the Purpose field, click the arrow, and then click Site1.

12. Click Next.13. In the Period Key field, type Decimal.

14. In the Name field, type 10 days.

15. Click Next.

16. Click Next.

17. Click Finish.

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Enter Budget Numeric Data

You can enter budget information into Microsoft Dynamics AX 2009 by:

• Typing the data in, ledger account by ledger account.

• Transferring realized general ledger transactions into a new budgetand adjusting those transactions to fit the needs of the business.

Scenario

Phyllis, the Accounting Manager at Contoso, as part of the implementation ofMicrosoft Dynamics AX 2009, has created budgets. Phyllis already has createdseveral budget models, submodels, and a period allocation key for every budgeting period used by Contoso. She now can create the budgets.

Procedure: Enter Budget Data

Follow these steps to enter budget data.

1. Click General ledger, and then click Ledger budget.

2. To enable editing of budget amounts, confirm that the Show reporttransactions check box is cleared.

3. Click Ctrl+N to create a new record.

4. In the Model field, click the arrow to select the model budget for thisrecord. You can use several budget models for the same account torun different scenarios.

5. In the Ledger account field, click the arrow to select the ledgeraccount number to budget.

6. In the Date field, enter the date.

7. The Comments and Currency fields default, but you can edit them.

8. In the Amount field, type the budget amount. Enter the budgetamount with a minus before credit amounts.

HINT : Before you enter budget data, set up a Budget model as described in the

Create a Budget Model lesson.

NOTE : You can import a budget from a Microsoft Excel template. For

information about how to import data, refer to the Administration collection.

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Ledger Budget Revisions

Two new fields appear in the Ledger budget form on the Overview andGeneral tabs.

• Revision displays the identification for the budget revision.

• Revision date displays the date that a revision to the budget wasmade.

When a new budget line is created, the system will verify the setting of theTrack Revisions option on the budget model.

If the Track Revisions option on the budget model is selected, the system willverify the following:

• That the current system date falls inside a revision date range.

• That the budget date field falls within the budget period date range

assigned to a Budget revision. Upon successful verification, theapplicable budget revision's Revision and Revision date will beassigned to the new line in the ledger budget window automaticallyupon save.

Tracking of modifications for all new budget lines added to the Ledger budgetwill include the following fields:

• Modified By

• Modified Date

• Modified Time

Budget by Quantity and Price

Some budgets are derived not by the monetary amount, but by the quantity of anitem to be consumed, multiplied by the price of that item. This typically occurs ininventory budgeting. Microsoft Dynamics AX 2009 supports this budget type.

For example, at Contoso some budgets are created by specification of thequantity of an item to be consumed, instead of a monetary sum. These budgetsare created by the multiplication of the quantity by the price, and the placementof the resulting figure in the budget amount field.

NOTE : The quantity field depends on a value in the price field.

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Procedure: Create a Budget By Using Quantity and Price

Follow these steps to create a budget based on quantity and price.

1. Click General ledger, click Ledger budget.

2. Create or select a budget, and then click the General tab.

3. In the Posting area, enter the number of items to consume in theQuantity field.

4. Type the price of the item in the Price field.

The budget Amount field will populate.

FIGURE 1.11 LEDGER BUDGET FORM, GENERAL TAB

Budget By Assigning Forecast Transactions

You can create some budgets by assigning existing forecast lines, a budgetingmethod that Microsoft Dynamics AX 2009 supports.

For example, Ken, the Controller at Contoso, wants to create a budget based onthe sales forecast from Kevin, the Sales Manager. Ken plans to assign theforecast lines to a budget and then review - and if it is necessary - amend theresulting budget.

Procedure: Assign Forecast Transactions

To create a budget by assigning forecast transactions:

1. Click General ledger, click Ledger budget.

2. Select a ledger budget line, and then click the General tab.

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3. In the Method field, click the arrow, and then select the allocationmethod:

• None - No assignment occurs.

• Period - Fill in the Quantity with the number of units in theUnit field. Using this method replicates the original amount,

based on the budgeting unit and the end date.• Key - The budget is assigned according to the period allocation

key that was specified in the Period key field. This method can be used to take seasonal variation into account.

If Period was selected as the Method, in the Quantity field, enterthe number of the Unit that will be used between lines.

If Period was selected as the Method, in the Unit field, click thearrow and select the time unit: days, months, or years that will beused between lines.

4. In the End date field, type the last date of the posting period for thistransaction.

If Key was selected as the Method, in the Period key field, click thearrow, and then click the period allocation key that will be used togenerate this budget.

5. Select the Stop check box to exclude these budget transactions laterallocations.

Procedure: Transfer Balances to a Budget

You can transfer realized ledger balances to a budget.

Follow these steps to transfer realized balances on ledger accounts to another budget.


2. Click the line to transfer.

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3. Click the Transfer balances button.

4. Complete the Transfer balances to budget form.

FIGURE 1.12 TRANSFER BALANCES TO BUDGET FORM

Test Your Knowledge

1. How should you enter credit amounts in a budget?

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Generate a Ledger Budget Report

Before generating a Budget report in Microsoft Dynamics AX 2009, it isimportant that you complete the following:

• Set up a budget model.

• Set up a budget submodel.

• Create period allocation keys.

• Enter budget data.

After you complete these steps you can generate a budget. The budget generateswhen you create the report.

Procedure: Generate a Budget Report

Follow these steps to generate a Ledger budget report.

1. Click General ledger, click Reports, click Budget, and then clickLedger budget.

2. Click OK to accept the default Ledger budget report.

FIGURE 1.13 LEDGER BUDGET REPORT

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Lab 1.3 - Enter and Generate a Budget

Scenario

Cassie, the Accountant at Contoso, must enter some budget data for the Gasolineand Oil expense account (Account number 604100). The Gasoline and Oil budget for fiscal year 2009 is $10,000.00. The budget should be allocated across periods similarly to the 12-month forecast. Cassie also must generate the budgetto screen when she has finished entering the data.

Challenge Yourself!

Help Cassie enter the budget data and generate the Ledger budget report.

Need a Little Help?

1. Enter the budget data for account 604100.

2. Generate the Ledger budget report.

Step by Step

Follow these steps to enter the budget data.


2. Confirm that the Show report transactions check box is cleared.


4. In the Model field, select SUB2.

5. In the Ledger account field, click the arrow, and then click 604100.

6. In the Date field, type 07012008.

7. Accept the default values in the Comments and Currency fields.

8. In the Amount field, type 10,000.00.

9. Click the General tab.

10. Click the Method field arrow, and then click Key.

11. In the Period Allocation Key field, click the arrow, and then click12.

12. Close the form.

Follow these steps to generate the Ledger budget report.

1. Click General ledger, click Reports, click Budget, and then clickLedger budget.

2. Click the Select button.

3. On the line for the Model field, in the Criteria field select SUB2.

4. Click OK .

5. Click OK to print the Ledger budget report.

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Procedure: Apply Period Allocation Keys to the Budget

Follow these steps to apply period allocation keys to the budget.


2. Select a ledger budget line, and then click the Overview tab.

3. Click the account to modify its setup.

4. Click the Setup button, and then click Period allocation keys toallocate the amount of the budget.

FIGURE 1.15 PERIOD ALLOCATION KEY FORM

Procedure: Apply Settlement Terms to the Budget

Follow these steps to apply settlement terms to the budget.


2. Select a ledger budget line, and then click the Overview tab.

3. Click theaccount

to modify its setup.

4. Click the Setup button, and then click Settlement terms to transfer part of the balance to a different account. When you set up a budget,establish the terms for how variances are treated, specifically theaccount and offset accounts to which the amounts post, under whichconditions variances post (Value type), and the starting date for theseterms.

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3. Click the account to modify its setup.

4. Click the Setup button, and then click Cash flow forecast to set up acash flow forecast based on the budget line.

FIGURE 1.17 SET UP CASH FLOW FORECASTS FORM

Simulate Budgets

In Microsoft Dynamics AX 2009, you can simulate budgets by using allocationor budget settlements.

Procedure: Simulate Budgets

Follow these steps to simulate a budget.


2. Click the line that to use for the simulation.

3. Click the Simulation button, and then click one of the following:

• Allocation - Simulate a budget by using allocations.

• Budget settlement - Simulate a budget by using the settlementof a budgeted balance to transfer part of the balance to a differentaccount.

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Test Your Knowledge

1. Which are ways of simulating a budget? (Select all that apply)

( ) By budget settlement

( ) By forecast( ) By allocation

( ) By price

Edit Budgets

You can edit budget lines by using the edit feature in Microsoft Dynamics AX2009. By using the edit feature, existing budgets can be:

• Copied

• Updated

• Deleted

Specifically, you can change the budget model, accounts, dimensions, andcalendar units.

Procedure: Edit Budgets

Follow these steps to edit budget lines from the Ledger budget form.


2. Click the line to edit.

3. Click the Edit button.4. In the Budget Change field, click the arrow, and then click one of

the following:

• Copy

• Update

• Delete

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5. Complete the Edit budget transactions form.

6. Click OK .

FIGURE 1.18 EDIT BUDGET TRANSACTIONS FORM

Budget Revisions

In previous releases of Microsoft Dynamics AX, a change to a budget lineoverrode the current budget value. This made it difficult to compare original

budget amounts to updated budget amounts.

New to Microsoft Dynamics AX 2009, the budget revision feature enablesorganizations to maintain an audit trail of changes that are made to budgetamounts. This gives users visibility into original budget amounts versus budgetamendments. User-definable revisions, added as separate lines in the ledger budget window, enable the entry of changes to original budgeted amounts, if theassociated budget model is tracking revisions. The system assigns a uniquerevision value and date to the budget revision. The budget revision feature alsoenables the viewing of budget amounts as of a particular date on forms andreports.

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6. Enter or select the ending ledger budget period to which the budgetapplies in the Budget period to date field.

7. Enter or select the beginning date when users can enter the budgetrevision in the Revision start date field.

8. Enter or select the ending date when users can no longer enter the

budget revision in the Revision end date field.

Users cannot edit a budget line that is saved with a Budget revision. If a budgetmodel is tracking revisions, you cannot delete existing budget line(s), regardlessof whether the budget line is saved with a budget revision.

Budget Revision Dates

The combination of the revision date range and the budget period date range oneach Budget revision determines into which revision a budget change falls.

Gaps can exist in the revision date ranges from one budget revision to another, but overlaps in the revision date range within budget revisions with overlapping budget period date ranges cannot.

Gaps can exist in the budget period date ranges from one budget revision toanother, but overlaps in the budget period date range within budget revisionswith overlapping revision date ranges cannot.

Consider the following examples.

In example 1, there is a gap between the revision end date of the first revisionand the revision start date of the second revision. In this example, no one canmake budget revisions in May.

Example 1. Nonoverlapping revision date range; overlapping budget perioddate range

Budget

Revision

Budget

period

from date

Budget

period to

date

Revision

start

date

Revision

end date

Save

allowed

REV12008 1/1/08 6/30/08 4/1/08 4/30/08 Yes

REV22008 1/1/08 6/30/08 6/1/08 6/30/08 Yes

In example 2, there is a gap between the budget end date of the first revision and budget start date of the second revision.

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Example 2. Overlapping revision date range; nonoverlapping budget period

date range

Budget

Revision

Budget

period

from date

Budget

period to

date

Revision

start

date

Revision

end date

Save

allowed

REV12008 1/1/08 3/31/08 4/1/08 4/30/08 Yes

REV22008 1/1/08 4/30/08 4/1/08 4/30/08 Yes

In example 3, the second revision entry is invalid. Saving of the second revisionis not allowed, because there cannot be overlaps in the revision date range within budget revisions with overlapping budget period date ranges.

Example 3. Overlapping revision date range; overlapping budget period

date range

Budget

Revision

Budget

period

from date

Budget

period to

date

Revision

start

date

Revision

end date

Save

allowed

REV12008 1/1/08 12/31/08 11/1/08 12/31/08 Yes

REV22008 1/2/07 12/31/07 11/2/06 12/31/06 No

Test Your Knowledge

Which of the following are benefits of budget revisions? (Select all that apply)

( ) The budget revision feature enables organizations to maintain an audit

trail of changes that users make to budget amounts( ) Budget revisions give users visibility into original budget amounts

versus budget amendments

( ) Budget revisions, added as separate lines in the ledger budgetwindow, enable the entry of changes to original budgeted amounts

( ) Budget revisions enable the viewing of budget amounts as of a particular date on forms and reports

View Budget Data and Reports

After you enter budget information, you can view budgets in many ways.

Procedure: View Posted Transactions by SelectedAccount

In Microsoft Dynamics AX 2009, you can view a list of all posted transactions by selected account.

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Follow these steps to view posted transactions by selected account.


2. Click the account to view.

3. Click the Transactions button.

4. Data on the Account transactions form is not editable, but you canview related data. Take one of the following actions:

• Click the Voucher button to view related ledger transactions.

• Click the Origin button to view transactions in other modulesthat generated this transaction.

• Click the Audit trail button to view the global audit trail withdetails on who created which transactions and where and whenthose transactions were created.

• Click the Posted sales tax button to view posted sales taxtransactions and itemization of each tax.

• Click the Original document button to view the document fromwhich this transaction originated.

• Click the Ledger settlements button to view settlements on thecurrent voucher.

• Click the Reverse transaction button to reverse the currenttransaction and related transactions.

FIGURE 1.20 ACCOUNT TRANSACTIONS FORM

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Procedure: View Balances by Period

In Microsoft Dynamics AX 2009, you can view balances from posted ledgertransactions within each period.

Follow these steps to view balances by period.



3. Click the Period balances button.

HINT: Periods are defined in the Periods form. To access the form, click

General ledger , click Setup , click Periods , and then click Periods.

FIGURE 1.21 PERIOD BALANCES FORM

Procedure: View Budget Balances

Use the Ledger budget balance form to view the following information for theselected budget account:

• Budget balances by period, which can include revisions to a budgetas of a specific date

• The accumulated amount

• The accumulated percentage of the sum of the budget for all the periods

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Ledger Budget Balance Example

Consider the following example.

The following budget lines exist for the ledger account 1100:

Revision Account Period 1 Period 2 Period 3

1100 100 100 100

1 1100 50 50

1 1100 -25

2 1100 30

3 1100 -10

The following revision date ranges exist for the budget model:

Revision Start Date Revision End Date

Revision 1 January 1 January 31

Revision 2 February 1 February 15

Revision 3 March 1 March 7

The system date is March 6. When the user opens the Budget balances button,the system will automatically include budget amounts and Revisions 1, 2, and 3,

based on the system date. The following totals will display for the account:

Period Start Period Percent Accumulated

1/1 100 25.3 100

2/1 170 68.4 270

3/1 125 100.0 395

If the Revision as of date is changed to February 10, the totals will berecalculated to include only the base and revisions from Revision 1 and Revision2, but not Revision 3, because February 10 is before the Revision 3 start date ofMarch 1. Note the change to the totals.

Period Start Period Percent Accumulated

1/1 100 24.7 100

2/1 180 69.1 280

3/1 125 100.0 405

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Procedure: View Cashflow Forecasts

In Microsoft Dynamics AX 2009, you can view cash flow forecasts associatedwith a budget.

Follow these steps to view cashflow forecasts.



3. Click the Cash flow Forecasts button.

Procedure: View Statistics

In Microsoft Dynamics AX 2009, you can view statistics. The display of thestatistics is in graphical format, which you can modify.

Follow these steps to view statistics.


2. Click the line for which statistics to view.

3. Click the Statistics button.

FIGURE 1.23 STATISTICS FORM

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Follow these steps to modify the display of the statistics.

From the Statistics form, select one of the following buttons:

• Click the Select setup button.

• Click the Statistics intervals button.

Budget Revision Detail Report

To view the original budget and the incremental changes as of a selected date, print the Budget revision detail report.

Refer to the following table for more information about the fields on the Budgetrevision detail report.

Field Description

Date Displays the date from the ledger budget line.

Revision Displays the revision identifier.

Revision date Displays the revision date from the ledger budget line.

Amount Displays the amount from the ledger budget line.

Variance

percentage

Displays the percentage change of each revision compared tothe base budget amount.

Pct. of total Displays what percentage the summarized base budget amountand each revision amount are to the total budget amount foreach account, for each budget period.

Procedure: Print the Budget Revision Detail Report

Follow these steps to print the Budget revision detail report.

1. Click General ledger, click Reports, click Budget, and then clickBudget revision detail.

2. Enter or select the beginning ledger budget period in the Budgetperiod from field.

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3. Enter or select the ending ledger budget period in the Budget periodto field.

4. In the Revision as of date field, enter the date to select budgetrevisions as of that date.

FIGURE 1.24 BUDGET REVISION DETAIL REPORT

Summary

This course provided an overview of budgeting functionality in MicrosoftDynamics AX 2009. This includes the following areas:

• Creating budget models

• Creating budget submodels and attaching them to budget models

• Creating period allocation keys

• Entering budget data

• Generating budgets

• Applying setup features to budgets

• Simulating budgets• Copying and modifying budgets

• Viewing budget information

With the budgeting features in Microsoft Dynamics AX 2009, users can copy,modify, and allocate existing budgets, forecasts, and transactions to create new budgets.

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Test Your Knowledge

Test your knowledge with the following questions.

1. Put the following steps in order: Steps to perform before generating a budget

Step:

_____: Enter budget data.

_____: Create period allocation keys.

_____: Set up a budget submodel (optional).

_____: Set up a budget model.

2. Which of the following are methods of creating a budget? (Select all thatapply)

( ) By allocating forecast transactions

( ) By importing from a previous year's budget

( ) By quantity and price

( ) By transferring balances

3. Which forms can you view from the ledger budget? (Select all that apply)

( ) Cash flow forecasts

( ) Statistics

( ) Budget balances

( ) Balances by period

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Quick Interaction: Lessons Learned

Take a moment and write down three key points you have learned from thischapter

1.

2.

3.

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Solutions

Create a Budget Model

1. Are any steps required before you create a budget? If they are, what are they?

MODEL ANSWER:

Yes, you first must create a budget model.

Period Allocation Keys

1. What do Period allocation keys do? (Select all that apply)

(√) They enable duplication of the selected budget line throughout themodel, inside a specified date range, together with the defined periodallocation percentage

(√) They divide an annual amount as a straight line percentage across ayear or adjust that amount to account for seasonality

(√) They are used for budgeting for setting up seasonal fluctuations

Enter Budget Numeric Data

1. How should you enter credit amounts in a budget?

MODEL ANSWER:

Enter credit amounts with a minus sign preceding the amount.

Simulate Budgets

1. Which are ways of simulating a budget? (Select all that apply)

(√) By budget settlement

( ) By forecast

(√) By allocation

( ) By price

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Budget Revisions

1. Which of the following are benefits of budget revisions? (Select all thatapply)

(√) The budget revision feature enables organizations to maintain anaudit trail of changes that users make to budget amounts

(√) Budget revisions give users visibility into original budget amountsversus budget amendments

(√) Budget revisions, added as separate lines in the ledger budgetwindow, enable the entry of changes to original budgeted amounts

(√) Budget revisions enable the viewing of budget amounts as of a particular date on forms and reports

Test Your Knowledge

1. Put the following steps in order: Steps to perform before generating a budget

Step:

4 : Enter budget data.

3 : Create period allocation keys.

2 : Set up a budget submodel (optional).

1 : Set up a budget model.

2. Which of the following are methods of creating a budget? (Select all that

apply)

(√) By allocating forecast transactions

( ) By importing from a previous year's budget

(√) By quantity and price

(√) By transferring balances

3. Which forms can you view from the ledger budget? (Select all that apply)

(√) Cash flow forecasts

(√) Statistics

(√) Budget balances(√) Balances by period

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