Budget Groups Feature Overview
The Budget Groups feature allows you to group individual budgets to create a Budget Group. On Reports that allow multi-select budgets, a new Budget Groups section exists allowing for you to ‘quick select’ a group of budgets you want to display in the report.
You will be able too
Manage budget groups
Create a budget group and assign budgets to it
Edit budget group name and budgets within it
Delete a budget group
'Quick select’ budget groups in all multi-select budget drop downs in reporting
Use new reports ‘Budget to Actual by Group’ and ‘Budget to Committed Spend by Group’ to see totals per group alongside other groups
Run ‘Budget to Actual by Group’ and ‘Budget to Committed Spend by Group’ by invoice date and date paid, using system-generated financial quarters/financial year
Manage Budget Groups
The Budget Groups feature on the Budgets Page will need to be enabled in your permissions for you to be able to create the groups. With this permission enabled you will then be able to select ‘Create Budget Group’ from the top right-hand corner of the page.
Budget Groups can be made up of monthly budgets only, named budgets only or a mix of the two. A single budget can be in multiple budget groups, but budget group names must be unique.
Following the creation of budget groups, you can edit, delete or re-order the group by selecting the 3 dot menu in the budget groups modal and selecting the action. The order of the groups displayed on this page will be the order they will display in the Reports dropdown.
Please Note: budget groups auto-display in the order they were created.
You can also select a budget group on the Budgets page to quickly view or edit all budgets within a budget group e.g. Q1 2024 would display Jan 24, Feb 24, and Mar 24.
Existing Reports
All existing reports that allow you to multi-select budgets will now have a new ‘Budget Groups’ section in the Budgets dropdown which will include any Budget Groups that have been created and all Financial Years.
The reports you will see this take effect on are;
Transaction Detail Report by budget
Income/Expenditure Detail Report by Budget
Transaction Category Report by Budget
Extended Transaction Detail Report by budget
Budget to Actual by budget
Budget to Committed Spend by budget
Please Note: Financial quarters are automatically generated with this new feature and will be displayed in the ‘Budget Groups’ section in dropdowns. Financial years will also sit in the ‘budget groups’ section. These changes happen even if no Budget Groups have been added.
Selecting a budget group acts like a ‘quick selection’ of the budgets within the budget group. The generated report will be viewed in the same way as if you had manually selected the budgets that belong to the group.
If the same budget appears in two or more selected budget groups, the budget data will only be used once. For Budget to Actual and Budget to Committed Spend reports this means that the specific budget column will only display once.
The report can be downloaded and added to the report pack as expected.
New Reports – Budget to Actual by Group & Budget to Committed Spend by Group
The new reports Budget to Actual by Group and Budget to Committed Spend by Group will be visible if you have permission to View the Budget to Actual & Budget to Committed Spent reports.
Reports can be run for one or multiple budget groups, and each report group is displayed as a single column.
If you select two or more groups which have a duplicate budget in them, the Report Totals columns will not display e.g. Q1, Q2 and Half 1. If the budgets within the budget groups
only appear in each budget group once, the report total will be included e.g. Q1, Q2, Q3, Q4.
If you run the Budget to Actual & Budget to Committed Spent reports by invoice date or date paid, you can select financial quarters or years in the budget range selector. These are system-generated, based on their financial year start date.
If you select a quarter in the ‘from’ and ‘to’ fields, the report will display as quarters.
If you select years in the ‘from and ‘to’ fields, the report will display as years.
If you select a quarter in ‘from’ or ‘to’, and a year in the other then the report will show full years where possible and switch to quarters when the years are no longer full.
Reports can be downloaded and added to the report pack as expected.
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