Long Business Systems, Inc. (LBSi)

LBSI is a technology services firm that understands technology is a tool

that enables you to grow profitably, outpace the competition and provide

better service to your customers.

Cleveland – Columbus – Cincinnati - Pittsburgh

LBSi Whistle Stop Tour

Topic: Budgets

Presented by: Vicki Smith

The SAP Budget module helps manage and track revenues and expenses.

Main Objectives:

� Input data to create a financial forecast

� Keep spending on track

� Uncover hidden cash flow issues

� Compare actual revenues and expenses against budget

Budget Settings

Define your budget settings in the General Settings window.

Go To: Administration > System Initialization > General Settings > Budget tab

1. Check the Budget Initialization box

1. Automatically checks all Profit & Loss accounts as Relevant to Budget

2. Other accounts can be manually checked in the Chart of Accounts

2. For a Document that Deviates from the Budget

� Recommend to start out at Without Warning or Warning

3. Specify the following data if you selected Warning or Block Deviation

� Manage by Annual or Monthly Budgets amounts

� Purchase Orders – checks against budget when a PO is issued

� Goods Receipt PO – Checks against budget when a PO receipt is created

� Accounting – checks against budget when an AP invoice or other accounting

transaction is performed

Budget Authorizations

� Review user authorizations for access to the Budget functions

� Go to: Administration > System Initialization > Authorizations > General

Authorizations

� Review and set Authorizations under Financial > Budget Set up

Budget Distribution Methods

� Use Budget Distribution methods to automatically divide the budget over

the months of the year

� Go To: Financials > Budget Setup > Budget Distributions Methods

� SAP Business One automatically adds the following three (3) common methods

1. Equal – distributes the budget equally over the months of the year

2. Ascending Order – distributes the budget in an ascending order, increasing amounts over the year

3. Descending Order – distributes the budget in an descending order, reducing amounts over the year

� Add your own method such as Seasonal by selecting Data > Add or clicking

the in the top toolbar

� Specify the desired data in the Budget Distribution Methods – Setup Window

Budget Scenarios

Define your forecast for the company in the Budget Scenario.

Your defined scenarios will be used for reporting and displaying your

forecasted company position in relation to your Budget Scenario.

Go To: Financials > Budget Setup > Budget Scenarios

Define scenarios to be assigned to a budget year.

� In the top tool bar select Data > Add Row or right click in the window and choose

Add Row, then specify data in the table and choose Update

� You can define more than one budget for a year

� such as: Main Budget, Optimistic Budget, Pessimistic, Cash Flow

� Import Budget Scenarios function allows you to import budgets from other

companies

Note: make sure your G/L accounts match in the source and target companies

� Copy Budget Scenarios functions allows you to copy or duplicate budgets within a

company

Defining the Budget

Prerequisites: These items must be done prior to entering budget

1. Budget Initialization option selected in settings,

2. Distribution methods defined

3. Budget scenarios created

Define your budget:

� Go To: Financials > Budget Setup > Budget

� Select G/L Accounts to budget, Scenario and choose OK

� The window displayed will show accounts that have a budget assigned to them.

� Enter the Debit or Credit amount to be budgeted for each account

� Note: If you have not created a previous budget, you will not see all of your accounts. To view all: click on Display Accounts with no Budget

� Click on Update to save your changes.

Budget Reports

After entering your budget, you are ready to run reports

Go To: Financials > Financial Reports > Budget Reports

� Enter selection criteria and run reports

� Compare your budget to your actual amounts

Reports Menu:

1. Budget Report

2. Balance Sheet Budget Report

3. Trial Balance Budget Report

4. Profit & Loss Budget report

Summary

Thank you for taking time to participate in the SAP Business One User

Group meeting.

Please take a few minutes to give us feedback of the meeting and any

suggestions for going forward.

We are always looking for new clients to work with. And we'd like to find

more like you - companies that are engaged, smart, and focused on their

future.

Can you help us out?

Tour Wrap Up

Questions & Answers

Schedule for next Stops:

Tues., Sept. 21, 2010 –Key Financial Indicators, Time: 2:00 – 3:00 pm

Tues., Oct 12th - SAP 8.8 cool features

Tues., Nov. 16th - Writing Basic Queries

Long Business Systems, Inc. (LBSi)

Cleveland – Columbus – Cincinnati – Pittsburgh

Questions:

Vicki Smith

Senior Consultant

Email: vicki@lbsi.com

Phone: 440-846-8500 Ext. 22

www.lbsi.com