# Budget Plan ### **Detailed Module Guide: Budget Plan** #### **Module Location** #### General Ledger > Budget > Budget Plan #### **Module Objective** #### The **Budget Plan** module serves as a platform for each department to submit a proposed expense budget for a specific period. Here, each **Cost Center** can detail its budget needs per expense account, which will then go through a review and approval process by management or the finance department. ### **1. Main View (Budget Plan List)** #### When you open the module, you will be greeted with the main view, which contains a list of all the Budget Plan documents that have been created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/nilimage.png) #### **View Explanation** #### This view provides a summary of budget proposals from various departments. - #### **Date Filter:** You can filter documents based on a submission date range by filling in the **Start Date** and **End Date**, then clicking **Search**. **![Screenshot 2025-07-29 090226.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-090226.png)** - #### **Budget List:** The table below displays the details of each submission. #### **Column Explanations** - #### **Budget Type:** The type of budget being proposed, for example, "Initial". - #### **Budget Code:** A unique code automatically generated by the system for each submission document. - #### **Date:** The date the submission document was created. - #### **Memo:** A note or brief description of the budget's purpose, for instance, "BUDGET DEPT. ACCOUNTING (UNIMOS) AUGUST 2025". - #### **Cost Center:** The department or unit submitting and intended to use the budget, for example, "ACCOUNTING", "FINANCE", "WAREHOUSE". - #### **Budget Period:** The year of the proposed budget period, for example, "2025". - #### **Amount:** The total nominal value of the budget proposed in the document. - #### **Status & Approval:** This column shows the current status of the document (e.g., awaiting approval) and icons indicating whether the plan has been approved, rejected, or is still in process. #### **Button Functions** - #### **New:** The primary button to create a new Budget Plan document. ### **2. Steps to Create a New Budget Plan** #### Here is a step-by-step guide to submitting a Budget Plan. #### **Step 1: Click the "New" Button** #### From the main view, click the **New** button![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/8Lwimage.png)located in the bottom-left section to open a new submission form. #### **Step 2: Fill in the Header Information (General Information)** #### Once the form opens, fill in the general information in the upper section: - #### **Journal Date:** Fill in the submission date of the budget plan. By default, it will be filled with today's date (July 28, 2025). #### ![Screenshot 2025-07-29 090519.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-090519.png) - #### **Memo:** Provide a clear and concise description of this budget proposal, for example: "Operational Expense Budget for HRD Quarter 3 2025". #### ![Screenshot 2025-07-29 090607.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-090607.png) - #### **Cost Center:** Select your department from the available dropdown list. #### ![Screenshot 2025-07-29 090640.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-090640.png) - #### **Budget Type:** Choose the appropriate budget type. #### ![Screenshot 2025-07-29 090640.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-090640.png) - #### **Budget Period:** Select the budget period year, for example, 2025. #### ![Screenshot 2025-07-29 090640.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-090640.png) - #### **Data Upload:** If you have supporting data in a file format (e.g., a detailed Excel file), you can upload it here. #### ![Screenshot 2025-07-29 090831.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-090831.png) #### **Step 3: Fill in the Budget Details** In the table section below, detail each budget item one by one: - #### **Account ID:** Enter the expense account code to be budgeted (e.g., account for office supplies, business travel expenses, etc.). The system will automatically display the **Account Name**. ![Screenshot 2025-07-29 091035.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-091035.png) ![Screenshot 2025-07-29 091100.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-091100.png) - #### **Budget Month:** Select the allocation month for the expense (e.g., July). #### ![Screenshot 2025-07-29 091126.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-091126.png) - #### **Amount (2025):** Enter the nominal value or budget amount for that account in the selected month. #### ![Screenshot 2025-07-29 091155.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-091155.png) - #### **Description:** Provide additional details if needed to clarify the budget item. #### ![Screenshot 2025-07-29 091216.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-091216.png) - #### To add a new row, click the **+** icon. ![Screenshot 2025-07-29 091243.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-091243.png) #### **Step 4: Saving and Confirmation** #### After all data has been entered correctly, use the buttons in the bottom-left section: - #### **Save:** Click this button to save the submission as a draft. You can still edit it later. A document that is only saved has not been sent for the approval process. ![Screenshot 2025-07-29 091315.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-091315.png) - #### **Confirm:** Click this button if the data is final and ready to be submitted. A confirmed document will enter the approval workflow and usually cannot be changed anymore. ![Screenshot 2025-07-29 091341.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-091341.png) - #### **Back:** To cancel the entry and return to the main view. ![Screenshot 2025-07-29 091400.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-091400.png) ### **Tips & Important Notes** - #### Ensure you have coordinated with the **Accounting** team to get the correct list of **Account IDs** to avoid errors in budgeting. - #### Use the **Memo** field with a clear naming standard (e.g., "Budget Marketing Event August 2025") to make it easy to search for and identify. - #### After clicking **Confirm**, always monitor the status of your submission through the **Status** and **Approval** columns on the main view.