This article will describe the steps necessary to complete a New Budget or update an Existing Budget using the Advanced Budgeting feature in Restaurant365. Click here for more information on Budgeting
Completing / Updating Budgets
After a Budget has been successfully created, Users can begin the process of filling in the Budget / updating the Budget. Entering / Updating values in to Budgets can be accomplished using the following methods:
- Manual Update
- Export / Excel Update
Budgets set for a single Location or multiple Locations can both be updated from the main Budget screen.
Single Location Budget
Budgets that include only a Single Location can be updated on the main Budget screen by single-clicking in to the desired cell. The updated value can then be keyed in and the User can click 'Enter' or Tab off of the cell to save the updated value. Pressing the 'Escape' key will leave the value unaltered
Main Budget Screen
Multiple Location Budget
Budgets that include Multiple Locations cannot be edited on the main Budget screen. To edit the values of a cell on a Budget with Multiple Locations, double-click on the desired cell and the Account Detail will open in a popup. Enter in the desired value by single-clicking the cell. The updated value can then be keyed in, and the User can click 'Enter' or Tab off of the cell to save the updated value. Pressing the 'Escape' key will leave the value unaltered
Account Detail Screen
Export / Excel Update
Budget Templates can be exported from a Budget that has previously been created via the Budget Parameters screen. Once the Budget exists in the system, it can be exported via template to Excel. To create a Budget Template, hover over the 'Action' menu and select 'Budget Template / Excel Export'.
Upon clicking 'Budget Template / Excel Export', a prompt will load where the User must select the Location Budget to Export.
- Note: For Budgets with Multiple Locations, the Budget for each Location must be exported individually
Upon selecting the Location and clicking 'Ok', the Budget Template will download to the browser's specified Downloads Folder. The Budget Template can then be opened, updated, and saved in Excel.
Import Budget Template
To import the Budget Template that was updated in Excel, open the Budget identified in the Budget Template and click the 'Import' button on the main Budget screen. Follow the system prompts to locate and import the Budget Template file. Upon selecting the Budget Template and importing, all Budget Template updates will be reflected on the Budget.
Saving Cell Values on Budgets
View the details about saving cell values for both single Location and multi-Location Budgets.
Single Location Budget
Changes made to cells on the main Budget screen will save automatically as the User updates each cell. Changes made to cells on the Account Details screen are not saved automatically. The User must click the 'Save and Close' button to save any changes made on the Account Detail screen.
Multiple Location Budgets
Cell values on Multiple Location Budgets cannot be updated from the main Budget screen and must be updated on the Account Details screen. Changes made to cells on the Account Details screen are not saved automatically. The User must click the 'Save and Close' button to save any changes made.
When a cell is updated and saved, the name of the User that made the update will be recorded on the Save Time-stamp.
To view the most recent Save Time-stamp for any given cell, hover over the triangle in the top left of the cell and the 'Save Time-Stamp' will appear.
Adding Comments to Cell Values
Comments can be added to each cell value by clicking on the triangle in the top left of the cell. This will open a small tool-tip where the User can then enter in the desired Comment and 'Save'.
Once a comment has been added, the triangle in the cell will become red to signify that there is a comment. Comments can be viewed in conjunction with the 'Save Time-Stamp' by hovering over the triangle in the top left of the cell.
For Budgets with Multiple Locations, Comments can be saved for each Location on the Account Detail screen, and then combined comments can be viewed on the main Budget screen by hovering over the triangle in the top left of the cell and clicking 'Load Comments'.
When viewing the Account Detail screen, Users can alter the format of the Budget for the selected Account. This is accomplished through the 'Budget As' function. By default, 'Budget As' is set to 'Amount', signifying that the selected Account will be budgeted as a Dollar Amount. In addition to Amount, Accounts can be Budgeted As a Percent of another record (Account, GL Type, or Operational Report Category). Click here for more information on GL Accounts: Budget As.
- Note: When altering the 'Budget As' setting, all current values in the cells of the selected Account will be removed. If the Account Details screen has not been saved via 'Save and Close', the User can click 'Cancel' to close the Account Details screen and then reload the Account Details screen to restore the current values. If the Account Details screen was saved, the values would need to be manually keyed to be restored.
Budget As Settings
The 'Budget As' settings can be updated on the GL Account record or on the Budget screen.
GL Account Record
To Update on the GL Account, open the record and navigate to the 'Budget Defaults' tab. Set the 'Budget As' settings for the individual Account then save the record.
To update the 'Budget As' Settings, follow these steps:
- Open the Account Detail - To change the 'Budget As' settings for a given Account, open the Account Detail and navigate to the top of the screen
- Set 'Budget As' - Change the 'Budget As' value from 'Amount' to 'Percent Of'
- Select Preference Level 1 - Select the 'Percent Based On' preference: Account, GL Type, or Operational Report Category
- Select Preference Level 2 - Depending on the selection in Step 3, select the desired Account / GL Type / Operational Report Category
When completed with Step 4, any values that were previously present in the cells will be zeroed out. This is by design. The User can now manually add the correct percentage value to each cell. Upon doing so, the values will populate based on the specified percentage against the selected value in Step 4.
Additionally, the User can update the percentage values on all cells using the Mass Update functions described below.
Mass Update Functions
Users have the ability to update the values in a cells on the Account Detail screen via the Mass Update functions: Set All to Same and Increase / Decrease Percent.
Mass Update: Set All to Same
Depending on the Budget As setting, this function will allow the User to 'Set All to Same Amount (Dollar Value)' or 'Set All to Same %'. To perform the update, the User enters in the desired value (amount or percent) and then clicks the 'Update Amounts' button. All values will be updated.
Mass Update: Increase / Decrease Percent
This function allows the User to update the values by Increasing or Decreasing each value by a specified percent. To perform the update, the User enters the desired percentage amount as a whole number, selects 'Increase' or 'Decrease' and then clicks the 'Update %' button. All values will be updated.