Create Budgets and Breakdown entries

Keep in mind that to create budgets or breakdown entries you must have the Funds & Allocation section activated. If this is not the case, please check this article.

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Create budgets and budget items

Once cost accounting or the Allocation is activated, you can create a new budget. 

1. Go to the Accounting > Funds & Allocation > Funds Management page.

2.  Click on Add a new fund enter the name of the budget and Save.

For a more detailed analysis, you can add a budget item for each. You can create as many budgets and budget items as you need.

Delete budgets and budget items

You have the choice between deleting or archiving the budgets and budget items you created.

The deletion of a budget is final: it will not be possible to restore it. The entries attached to the budgets/budget items will be untied and must be broken down again.

You can delete or archive the budget and the associated budget items on the three dots next to the budget items or the budgets to delete them.

Deleting a budget at the end of the year is unnecessary because the accounting documents allow you to display the entries broken down by year.

A budget or budget item archived can be displayed again with the button on the top of the page "Show archived budgets and budget items".

Breakdown entries in a budget

Once you have set up your budgets, you can start allocating your expense and revenue entries from the Accounting > Funds & Allocation page.

One row is displayed per category of class 6/7 present in the group of entries.
This allows you to allocate the entries to different budgets according to the category. The entries listed are all those that have not been allocated: the entries belonging to a closed fiscal year can still be broken down once the accounting closing has been carried out.

To perform the breakdown :

• Select your entry(ies)
• Then click on Allocate X result(s)

You can then distribute them to the desired budgets by entering the amounts to be allocated. You can spread the amounts by value or by percentage.

Then click on Save to distribute your entries. If the whole amount of the entries hasn't been allocated, a message is warning you.

Once the entry has been broken down into a budget, you will find the allocation in your various accounting documents (List of expenses and revenues, Income Statement).

There are restrictions in order to guarantee the consistency of your accounting. For example, an allocation cannot be validated if it exceeds the number of entries to be broken down. It is also recommended to limit the amounts or percentages of allocation to one digit after the decimal point.