Feature Article/How To: GL Budget Setup

Overview

The GL Budget Setup feature in Profitz allows you to establish, edit, and manage financial budgets for your organisation using General Ledger (GL) Accounts and GL Division Codes. This module supports annual planning, monthly allocation of budget amounts, importing data from external files, and reviewing audit history.

Finance teams use GL Budget Setup to:

• Build annual budgets
• Allocate amounts across financial periods
• Update or revise existing budgets
• Import budgets from spreadsheets
• Maintain financial control and forecasting accuracy

Selecting Budget Entries

You can load or create budget entries using Search, Populate, or TidyUp.

Search: Use this option to display existing budget entries.

Steps:

• Select the Budget Type (e.g., Original Budget).
• Select the Financial Year.
• Click Search to load all matching budget rows.

Populate: Use this option to automatically create new budget rows.

Steps:

• Click Populate.
• Enter the selection criteria (e.g., GL Divisions, GL Accounts).
• Click OK to generate the budget rows.

This is typically used when creating a new year’s budget.

Tidy Up: Removes all rows that are blank or contain invalid amounts.

Use this after importing or editing to clean up unused lines.

Toolbar Functions

The toolbar allows you to manage budget entries:

Add: Create a new budget entry.

Edit: Modify an existing budget entry. Double‑click a row or select it and click Edit.

Delete: Remove a selected budget entry.

Import: Import budget details from an external file. (See Importing Data Files.)

History: View audit history for the budget. Shows who changed what and when.

Add or Edit Budget Rows

Each budget row contains the following fields:

GL Division Code: Select a GL Division from predefined options. Example: SSE1 — South East Infrastructure.

GL Account Code: Select a GL Account from predefined options. Example: 020 — Motor Vehicles.

Amounts (Periods 1–12): Enter budgeted amounts for each financial period. This allows you to spread costs across the year.

Workflow Summary

1. Select Budget Type
2. Select Financial Year
3. Click Search or Populate
4. Add or edit budget rows
5. Enter period amounts
6. Save or continue editing
7. Use TidyUp to clean unused rows
8. Use History to review changes

FAQ

Why are no budget rows appearing?

Use Populate to generate new rows or adjust your Search criteria.

Why can’t I edit a row?

Ensure the row is selected. Some budgets may be locked by permissions.

Why did some rows disappear?

They may have been removed by TidyUp if they were blank or invalid.