Budget Version

Module Guide: Budget Version

Module Location

Settings > Budget Settings > Budget Version

Module Purpose

The Budget Version module serves as a master data hub for creating and managing various versions of the company's budget sets. This feature enables version control for budgets, which is crucial for planning, scenario analysis, and reporting. A company can have multiple versions, such as "Initial Budget 2025," "Q1 Budget Revision," or "Mid-Year Forecast".​

1. Main View (List of Budget Versions)

The main page displays a list of all budget versions that have been created. From here, users can see which versions are available in the system.

View Explanation

• Filter: Allows searching for a specific version by Budget Version Code.

• Budget Version Table:

  • No: Sequential number.

  • Budget Version Code: A unique code for each version.

  • Budget Version Name: A descriptive name for the budget version.

  • idx_period: Indicates the fiscal period or year associated with this budget version.

• Currently, the table shows "NO DATA," which means no budget versions have been created yet.

• Action Buttons:

  • New: A button to open the form and create a new budget version.

2. Add Budget Version Page

This form is used to define a new budget version.

View Explanation

• Budget Version Code: A field to enter the unique code.

• Budget Version Name: A field to provide a clear name (e.g., "Operational Budget 2025 - V1").

• idx_period: A dropdown to select the fiscal year in which this budget version applies.

• Will be followed up?: A checkbox that likely serves to mark whether this version is active and will be used for comparison with actuals (variance analysis).

• Action Buttons: Save, Reset, and Cancel.

3. Steps to Create a New Budget Version

• From the main page, click the New button.

• Enter a unique Budget Version Code and a descriptive Budget Version Name.

• Select the appropriate Year (idx_period).

• Check the "Will be followed up?" box if this version is the one that will be actively monitored.

• Click Save.

4. Integrated Workflow & Business Process

• Budget Container: The version created here acts as a "container" or "label" for a set of budget figures. The detailed budget numbers (e.g., sales budget, cost budget per department) will be entered in another module by referencing the version created here.

• Variance Analysis: When running a budget vs. actual comparison report, the user will be prompted to select which Budget Version they want to use as the benchmark.​

• Planning Flexibility: This allows management to compare actual performance not just against the initial budget but also against the latest forecast versions, providing a more dynamic analysis.

5. Tips & Important Notes

• Use a clear naming convention for each version (e.g., BUDGET25-ORIGINAL, FC25-Q1, BUDGET25-FINAL) to make them easy to identify during reporting.

• Ensuring each version is linked to the correct period (idx_period) is key to accurate reporting.

• This module is the first and most fundamental step in the budgeting cycle. Without a version, budget figures cannot be entered into the system.