Version: 8.5

Budget distribution

Budget Distribution entry points

Once you know how to create a budget, how to apply it?

Indeed, it is possible to enter a budget distribution from different entry points:

The supplier quotation ;
The invoice ;
The accounting entry (‘move’ in AOS).

Example of Entering a Budget Distribution: Supplier Quotation

Access: Purchases → Purchase quotations

On a purchase quotation (which equals to a supplier quotation), enter the general data.
Purchase Order Line: create a new order line in Detail table in the Content tab. Once the product and price are entered, open the Purchase Order Line window.
Budget Tab: In the Purchase Order Line window, click on the Budget tab. Here, you can create a budget distribution line and select a budget line.
Accounts: select an account. Selecting a financial account will display the Budget Distribution table. For example, for a purchase order, the purchase/investment lines will be displayed because you have selected a class 6 expense account. For a sales order, you will be able to select the lines that are associated with the sales budget.
Budget Distribution: add a budget distribution line by clicking on +.
Amount: this amount represents the available amount that will be consumed. Enter the amount to allocate.

caution

However, if you enter an amount that is higher than the amount excluding tax on the line of an order, an error message will appear.

Requested / Validated: when you have finished filling in the order lines, you can click on the ‘Requested’ button and then on ‘Validate’. The budget distribution of an order is taken into account in the budget as soon as it changes to Requested status.

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If you switch to the budget that was selected during entry, you will notice that the committed amount of the budget is updated.

Generate control invoice: when the order has been validated with the supplier, you can generate the control invoice. Click on the ‘Generate control invoice’ button.
Invoice: the invoice is then created and will be displayed in a new page.
Ventilate: ventilate the invoice. Once the invoice has been ventilated, the order will be considered as completed.

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View the invoice line.

On the invoice form, click on an invoice line in the ‘Invoice lines’ table.

If you look at the Budget tab of the invoice line, you will notice that the budget distribution line that was entered in the order line, now appears on the invoice line.

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If you go back to the associated budget form and refresh the form, you will notice that the committed amount is now in the ‘Realised with commitment’ field of the ‘Total amount’ table.

The available amount has also changed, while the Initial amount has decreased.

Entering a budget distribution from an invoice

Access: Invoicing → Supplier invoices

Entering a budget distribution from an invoice is similar to entering one from an order.

To create a budget distribution:

Click on an invoice line in the Content tab.
Budget tab: on the invoice line, click on the Budget tab. In this tab, you can enter one or more budget distribution lines.
Budget: on the invoice line, in the Budget tab, select a Budget. For example, ‘Trade shows’.
Amount: at the same time, you will find the ‘Amount’ field in the Budget Distribution table. Enter the amount.

caution

If you enter an amount greater than the pre-tax amount of the invoice line, an error message will appear (‘Error: amount is invalid’).

Furthermore, if you enter several budget lines whose total amount is greater than the invoice line amount excluding tax, an error message will appear (‘Error: amount is invalid’).

Validate/Ventilate: once you have finished entering data, validate and ventilate the invoice.
Register payment: save the payment.
Purchase and investments budget: if you consult the associated budget, you will notice that the realised amount without commitment is impacted (seen in the ‘Total amount’ and ‘Realised without commitment’ column in the Sections table).
Move: the budget distributions you have entered are also visible from the generated invoice entry (invoice form). Click on the entry number, which you will find in the ‘Accounting details’ section, Accounting tab.

Entering a budget distribution from a move

Access: Accounting → Moves → Moves

In this example, a sales entry has been used. An amount of 700 euros has been entered on this entry.

Move lines: open the move lines tab. Click on an entry line.
The ‘Move lines’ pop-up window will open.
Budget tab: open the Budget tab.
Budget: in the ‘Budget’ table, add a budget distribution. For example, ‘Bank cards’.
Amount: enter the amount. In the example, it is 700 euros.

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Entering any new information directly on the move offers you an additional option. You will be able to visualise the amount of the move before it is accounted.

If you have activated the Simulated status in the journal, you will be able to simulate the amount of a move.

To use this feature, follow these steps:

Journal: open the journal used for your entries. In the example, this is the Sales journal. Access: Accounting → Configuration → Financial → Journals

Or simply search for a journal in the search bar.

Authorize simulated move: open the Configurations tab of your journal, and activate the option ‘Authorize simulated move’.
Simulate: open the file of your move, and click on the ‘Simulate’ button to simulate the amount of the move.

Consequently, the amount of the budget distribution at the level of the budget

Simulated move amount: if you open the associated budget (in the example, Sales Budgets), you will notice the simulated amount that appears in the ‘Simulated entry amount’ field in the ‘Total amount’ section.

caution

In order to use ‘Authorize simulated move’ feature, activate it first in the Accounting configurations by company.

Access: Application config → Apps management → Accounting, configure → click on a company file → in the Accounting entries status, activate the checkbox ‘Activate Simulated Moves’

Daybook: set your accounting entry to ‘Daybook’ status.
Budget: if you return to the budget form, you will notice that the simulated move amount changes to zero (if you have activated this feature) and ‘the amount without po’ (purchase order) is updated, as is the Available amount.

Checking the available amount

Entering default budget distributions does not generate an alert message when the available amount of the selected budget is exceeded.

Check available budget: if you wish to modify this behaviour, you can activate the option ‘Check available budget’ in the budget module configuration.

Access: Application config → Apps management → Budget, configure → activate the option ‘Check available budget’.

Once activated, a non-blocking alert message is displayed when invoices and moves are entered.

For orders, on the other hand, you can choose the level of alert (in the Budget module configuration):

None: if you select ‘None’, no message will be displayed, therefore no control is triggered.
Optional: if you select ‘Optional’, you will get an alert message as with invoices and entries.
Required: if you select the ‘Required’ option, there will be an error message blocking the validation of the order. In this case, you will need to correct your entry before you can continue the process.

Alert management

The entry of budget distributions is not compulsory in the default configuration. You can change this if you wish.

Missing budget alert - Optional: in this case, you need to change the ‘Missing budget alert’ option. If you select the ‘Optional’ option, you will receive an alert message at the time of validation (access: Application config → Apps management → Budget, configure → select ‘Optional’ in the ‘Missing budget alert’ field). When validating an invoice, for example, you will be prompted to enter budget distributions: entry is therefore optional.
Missing budget alert - Required: if you select the ‘Required’ option, entering budget allocations becomes mandatory. As a result, you will be blocked in your processes until you have entered this information.

Budget allocation over several periods

New features have been added to improve the tracking and allocation of budget expenditures.

Manual selection of budget distribution

Until now, when entering an invoice or order, it was possible to manually select the budget distribution in the sale quotation lines (Budget tab).

After validation with a simple click on OK, the expense automatically appeared in the corresponding budget lines (for example: Social Networks).

By consulting the Budget sheet, via the View Details - Lines button, the user could view the expense.

Example: for an invoice issued in September, a preview is accessible by clicking on the line. It will allow the user to identify the expense associated with the month of September in the various budget items.

Automatic distribution over a period

Thanks to the new configuration, it is now possible to spread an expense over a given period (for example, from September to December).

The system then automatically performs a pro rata calculation and distributes the expense across the relevant budget items. Thus, part of the amount will be allocated to September and October, and the balance will be distributed across November and December.

New fields available: two new fields have been added to facilitate forecasting:

Start date
End date

These fields allow you to define the expected distribution dates for a given expense.

Budget distribution is now automated: amounts are automatically distributed according to the parameters entered.