Budgets Tutorials

The buttons and fields are described on Budgets Interface. To compare a budget with the actual amounts, see Budgets vs Actuals.

💡These tutorials explain how to set up the Budgets module, create accounting and sales budgets, fill in their amounts, copy, approve, lock and delete them.

How to Add Budgets to a Menu and Set User Access#

1. Navigate to Main Menu > Setup > Menus.
2. Open the Menu Group you want to add the modules to (see How to Edit a Menu Group).
3. Select Budgets from the dropdown list next to Add Module and click Add (button).
4. Select Budgets vs Actuals from the dropdown list next to Add Module and click Add (button).
5. Click Save (button).
   • Note: The new entries appear once the menu is previewed or QuickEasy BOS is restarted.
6. Open Budgets and click Menu (button) > Edit User Access.
   • Note: You need Setup access to the module, or admin rights.
7. Click Actions (button) > Add/Remove Users.
8. Move the users you want to grant access to from the Available to the Selected section.
   • Note: To remove a user’s access, move them from the Selected to the Available section.
9. Click Save (button).
10. Close the popup with the X in the corner.
11. Set the access of each user, one by one or with Actions (button) > Batch Update, as follows:
    • View = Check the box to let the user open the budgets.
    • Setup = Check the box to let the user edit the user access of the module.
    • New = Check the box to let the user add and copy budgets.
    • Edit = Check the box to let the user change budgets. Without Edit access, every budget is read-only.
    • Delete = Check the box to let the user delete budgets.
12. Click Save (button).
13. Open Budgets vs Actuals and click Menu (button) > Edit User Access.
14. Add its users as in Steps 7 to 10.
15. View = Check the box for each user who may view the report.
    • Note: View is the report’s only access right.
16. Click Save (button).

How to Create an Accounting Budget#

1. Navigate to Budgets.
2. Click New (button) > Accounting.
   • Note: The budget opens in the edit view, starting in the first month of the current financial year, with the status Draft and the version Original.
3. Fill in the details:
   1. Description = Enter a name for the budget, or keep the suggested name (for example, Budget 2026).
   2. Start = Change the first month of the budget if needed. The month columns follow this month.
   3. Version = Keep Original for the first budget of the year.
   4. Entity = Select the entity the budget is for, or keep All (appears only if there is more than one registered entity).
   5. Default = Check the box to make it the default accounting budget for this start month and entity.
4. Enter the amounts (see How to Enter Budget Amounts) or fill them in with Batch Update (see Batch Updates).
5. Click Save (button).

How to Enter Budget Amounts#

1. Open the accounting budget in the edit view.
2. Click Expand (button) to open all the sections and groups, if needed.
3. Find the account in the tree, or enter its name in the search box above the tree.
4. Click the month column and enter the budget amount.
   • Note: Press Tab to go to the next month. The account’s Total updates as you enter the amounts.
5. Repeat for the other accounts and months.
6. Click Save (button).
   • Note: The totals of the sections, groups and summary rows (for example, Net Profit) are recalculated.

How to Budget the Statement of Financial Position#

1. Open the accounting budget in the edit view.
2. Scroll down to the Statement of Financial Position accounts, below the Statement of Profit or Loss.
3. For each account, enter the budgeted balance at the end of each month (not the movement for the month).
   • Note: You do not enter Retained Income. It is calculated from the actual balance before the budget starts and the budgeted Net Profit, and appears in grey.
4. Click Save (button).
   • Note: The Total column shows the balance at the end of the year.

Batch Updates#

How to Batch Update Budget Amounts#

1. Open the budget in the edit view.
2. Click Actions (button) > Batch Update.
   • Note: The Batch Update bar appears above the accounts or lines.
3. Select the rows to update. Use Ctrl + left-click or Shift + left-click to select several rows.
   • Note: On an accounting budget, selecting a section or group updates all its accounts. Retained Income is skipped.
4. Fill in the bar:
   1. Update = Select the update (see the tutorials below).
   2. Amounts / Quantities = Select what to update (sales budgets only).
   3. Amount, Total or % = Enter the value. The caption changes with the update.
   4. From = Select the first month to update.
   5. To = Select the last month to update.
5. Click Update (button) or press Enter.
6. Click Yes (button) on the confirmation message, which shows the update and the number of rows selected.
   • Note: The amounts and totals are refreshed.
7. Click X (button) at the left of the bar to close it.

How to Set the Same Amount for Every Month#

1. Follow How to Batch Update Budget Amounts and select Amount per Month next to Update.
2. Amount = Enter the amount for each month.
3. Select the months in From and To.
4. Click Update (button).

How to Spread a Total Evenly Over the Months#

1. Follow How to Batch Update Budget Amounts and select Spread Total next to Update.
2. Total = Enter the total for the months.
3. Select the months in From and To.
4. Click Update (button).
   • Note: The total is split evenly and rounded to two decimals. The rounding difference goes to the last month.

How to Adjust Amounts by a Percentage#

1. Follow How to Batch Update Budget Amounts and select Adjust % next to Update.
2. % = Enter the percentage, for example, 5 to raise the amounts by 5% or -5 to lower them by 5%.
3. Select the months in From and To.
4. Click Update (button).

How to Clear Amounts#

1. Follow How to Batch Update Budget Amounts and select Clear next to Update.
2. Select the months in From and To.
3. Click Update (button).

How to Fill a Budget From the Prior Year’s Actual Amounts#

1. Follow How to Batch Update Budget Amounts on an accounting budget and select Prior Year Actual + % next to Update.
2. % = Enter a percentage to raise or lower the actual amounts, or leave it blank to use them as they are.
3. Select the months in From and To.
4. Click Update (button).
5. Click Yes (button) on the confirmation message.
   • Note: Each month gets the actual amount of the same month in the previous year (for a budget that starts in March 2026, March gets the actual amount of March 2025):
     • The actual amounts are the posted amounts shown on the Statement of Profit or Loss (for Statement of Financial Position accounts, the balance at the end of the month).
     • Only the postings of the budget’s Entity are used.
     • A month with no actual amounts is set to 0.
     • To check the amounts first, open the Statement of Profit or Loss for the same months of the previous year and select the budget’s entity.

How to Copy Amounts From Another Budget#

1. Follow How to Batch Update Budget Amounts on an accounting budget and select Copy from Budget + % next to Update.
2. From Budget = Select the accounting budget to copy from. It cannot be the budget you are updating.
3. % = Enter a percentage to raise or lower the amounts, or leave it blank to copy them as they are.
4. Select the months in From and To.
5. Click Update (button).

How to Spread a Total in the Prior Year’s Pattern#

1. Follow How to Batch Update Budget Amounts on an accounting budget and select Spread Total by Prior Year next to Update.
2. Total = Enter the total for the months.
3. Select the months in From and To.
4. Click Update (button).
   • Note: The total is split in the same proportions as the actual amounts of those months in the previous year, so seasonal months get more. If the previous year has no actual amounts in those months, the total is split evenly.

Copies and Forecasts#

How to Copy a Budget#

1. Navigate to Budgets and click View (button).
2. Right-click the budget and select Copy Budget. Or, in the edit view, click Actions (button) > Copy Budget.
3. Click Yes (button) to confirm.
   • Note: The copy has the same name, version and amounts. A sales budget copy keeps its tiers and lines.
4. Change the Description and other details as needed.
5. Click Save (button).

How to Create a Revised Budget#

1. Navigate to Budgets and click View (button).
2. Right-click the budget and select Copy as Revised. Or, in the edit view, click Actions (button) > Copy as Revised.
3. Click Yes (button) to confirm.
   • Note: The copy has the version Revised and “- Revised” after its name.
4. Change the amounts as needed.
5. Default = Check the box to use the revised budget by default.
6. Click Save (button).

How to Create a Forecast#

1. Navigate to Budgets and click View (button).
2. Right-click the accounting budget and select Create Forecast. Or, in the edit view, click Actions (button) > Create Forecast.
3. Read the message, which shows the months that get the actual amounts, and click Yes (button).
   • Note: The forecast has the version Forecast and “- Forecast” after its name. The months of the budget year before the current month get the actual amounts. The other months keep the budget amounts. If the budget year has not started yet, the forecast is a copy of the budget.
4. Change the amounts of the remaining months as needed.
5. Click Save (button).

Sales Budgets#

How to Create a Sales Budget#

1. Navigate to Budgets.
2. Click New (button) > Sales.
   • Note: The budget opens in the edit view with Tier 1 set to Customer.
3. Fill in the details:
   1. Description = Enter a name, or keep the suggested name (for example, Sales Budget 2026).
   2. Start, Version, Entity and Default = Fill in as for an accounting budget.
   3. Tier 1 = Select what the lines are for:
      • Customer
      • Customer Category
      • Item
      • Item Category
      • Sales Rep
      • Branch
   4. Tier 2 = Select a second tier to split each line further (for example, Customer Category as Tier 1 and Item Category as Tier 2), or keep None.
4. Click Save (button).
   • Note: Choose the tiers before you add lines. They cannot be changed once the budget has lines, until all the lines are deleted.
5. Add the lines (see How to Add Sales Budget Lines).

How to Add Sales Budget Lines#

1. Open the sales budget in the edit view.
2. Click the new row at the top of the lines.
3. Fill in the line:
   1. Tier 1 column (for example, Customer Category) = Select the value.
   2. Tier 2 column (if used) = Select the value.
   3. Revenue Account = Select a revenue account to count only the sales on that account, or leave it blank for all the revenue accounts.
   4. Month columns = Enter the budget amount for each month.
   5. Note = Enter a note (optional).
4. Click Save (button).
   • Note: A line without its tier values is not saved, and the message “Please select the …” appears. The same combination of tiers and revenue account cannot be added twice.

How to Enter Budgeted Quantities#

1. Open the sales budget in the edit view.
2. Click Actions (button) > Show Quantities.
   • Note: The quantity columns (for example, Qty Mar ’26) and Qty Total appear.
3. Enter the budgeted quantity of each line for each month.
4. Click Save (button).
5. To hide the quantity columns, click Actions (button) > Show Quantities again.

How to Delete a Sales Budget Line#

1. Open the sales budget in the edit view.
2. Right-click the line and select Delete Item, or press Ctrl + Delete.
3. Confirm the deletion on the popup.

How to Approve and Lock a Budget#

1. Open the budget in the edit view.
2. Status = Select Approved when the budget is approved, or Locked to stop further changes.
   • Note: The status is saved at once, and the colour bar changes.
3. Status Note = Enter a note about the status (optional).
4. Click Save (button) if it is not greyed out.

How to Delete a Budget#

1. Navigate to Budgets and click View (button).
2. Right-click the budget and select Delete Budget, or press Ctrl + Delete. Or, in the edit view, click Actions (button) > Delete Budget.
   • Note: You need Delete access.
3. Confirm the deletion on the popup.