# Set Budget Plan ### **Detailed Module Guide: Set Budget Plan** #### **Module Location** #### General Ledger > Budget > Set Budget Plan #### **Module Objective** #### The **Set Budget Plan** module is used to record or establish the **final and official** version of an approved budget. While the "Budget Plan" module is used by departments to submit proposals, this "Master Budget" module is used by the Finance or Budgeting team to formalize that data within the system. The data entered here will become the primary reference for Budget vs. Actual comparison reports. #### **Difference from the "Budget Plan" Module** #### Although their interfaces are identical, the roles of these two modules are different: - #### **Budget Plan:** Serves as a **proposal** or draft submission from each department. - #### **Set Budget Plan:** Serves as the **established**, final master budget that has been approved by all levels of management ### **1. Main View (Master Budget List)** #### The main view of this module contains a list of all official Budget documents that have been established. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/GFbimage.png) #### **View Explanation** #### This page is the central data hub for all final budgets. - #### **Filter & Search:** You can search for specific documents using the **Start Date** and **End Date** range. - #### **Budget List:** The table below displays all formalized budget documents. Columns such as **Budget Code**, **Memo**, **Cost Center**, **Amount**, **Status**, and **Approval** provide a summary for each entry. #### **Button Functions** - #### **New:** Used to create a new Master Budget entry. ### **2. Steps to Create a Master Budget** #### This process is typically performed by the Finance or Budget Controller team after all Budget Plan proposals have been approved. #### **Step 1: Click the "New" Button** #### From the main view, click **the New** ![Screenshot 2025-07-28 144757.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-28-144757.png) #### button located in the bottom-left section to open the budget entry form. #### **Step 2: Fill in the Header Information (General Information)** #### Fill in the general information at the top of the form, referencing the approved Budget Plan data: - #### **Journal Date:** Enter the date when this budget is officially established. #### ![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 description, for example: "Final Budget for IT Dept. Year 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 the department whose budget is being established. #### ![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. #### **Step 3: Fill in the Budget Details** #### In the details table, enter each approved budget item: - #### **Account ID:** Enter the expense account code (e.g., account for Salary, Electricity, Office Supplies). #### ![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 that cost item (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 final, approved budget amount. #### ![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 notes if any. #### ![Screenshot 2025-07-29 091216.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-091216.png) - #### Use the **+** icon to add more budget detail rows.![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** #### Use the buttons in the bottom-left section to complete the process: - #### **Save:** To save the budget entry as a draft. Useful if the data needs to be entered in stages. ![Screenshot 2025-07-29 091315.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-091315.png) - #### **Confirm:** To finalize and officially establish the budget in the system. Once confirmed, this data will become the reference for reports. ![Screenshot 2025-07-29 091341.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-29-091341.png) ### **Tips & Important Notes**
- #### This module is generally operated by the **Finance, Accounting, or Cost Planning Control department**. - #### The data entered here must reference **the Budget Plan** documents that have been fully approved via the **Budget Plan Inbox** module. - #### Ensure the selected **Budget Period** and **Cost Center** are correct, as this data will be the primary reference for all future Budget vs. Actual comparison reports.