Budget Worksheet Navigation

The Budget Worksheet window allows the user to browse through the Chart of Accounts, which displays a great variety of information in Cost report format. Users can then change estimates and add variance notes for reporting purposes.

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You do not need to manual keep track of variances when producing Cost Reports, simply enter your changes and your reports are saved automatically. There is also Excel download options available which provide unlimited possibilities for you to create accurate and fast costings for any area of the budget.

This window has all the same information that is included in a Cost Report, except that you have some additional columns of information. These additional columns do not affect the Cost Report as they are only shown in this window not the actual report. This enables the user to make more informed decisions when altering your Budget details. The additional columns are:  Unposted, Fringe, Fringe Est to Complete and Fringe Est Final Cost.

Worksheet Tab

This tab lists all chart of accounts and has 14 associated columns

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Actual Section

• Period - This lists all costs posted to the general ledger for the current period.

• PO - This lists all posted purchase order amounts. Amounts listed are the same as purchase order maintenance distribution.          

• Unposted - This lists all unposted data selected in the Budget Worksheet Setup Option tab, Unposted Batches.

• ToDate - This will list all the posted data and a combination of columns as selected under Budget Worksheet, Setup Options tab, Actual to Date Calc.

Estimate to Complete Section

• Add/Sub - This is the difference between actual to date and the estimated final.

• Replace - Will replace current estimate to complete.

Fringe

• Fringe% - You can enter the total fringe percentage to labour accounts.

• Fringe Est to Comp - This calculates fringes on the estimate to complete. This makes sure that your fringe estimates are not over or understated.

• Estimated Final Costs - This is where you enter your predicted final cost for a particular chart of account.

Budget Section

• Budget -  This is where you can enter or change budget amounts.

Variance Section

• Variance to Date - This lists the difference between the budget and estimated final cost. You can enter amount which will directly affect estimated final cost.

• Variance this Period - This lists the difference between the budget and the estimated final cost for the current period. You can enter amount which will directly affect estimated final cost.

Note Section

This allows you to enter notes per account. This is handy for variance notes, as it can be a good reminder for why a certain area has gone over.

Transactions Tab

Highlight Chart of Account in Worksheet tab and then click on Transactions tab. All transactions under that account will appear. From here you can do a distribution change or change purchase orders using the distribution change buttons located on the bottom of the screen.

Graphs Tab

This will display a graph for the Chart of Account that is highlighted under Worksheet Tab. There is a period cost graph comparing expenses per period or Budget, EFC Comparison

Period Totals

This tab lists the total period amount for Chart of Accounts highlighted in the Worksheet tab. You can add or change cash flow figures in this tab. You can also add variation notes here.

Setup Options

This tab allows you to setup some of the field options listed in your budget worksheet.

Basic Setup Options:

• Actual to Date Calc - Select which fields you want to make up your Actual to Date column in the Budget Worksheet.

  • Choose from Purchase Orders, Initial Balances in the Chart of Account code, Costs Next Period, and Un-posted data.
    
    

• Un-posted Batch's - Eclipse can include any unposted data into your budget worksheet. See this guide here: Show unposted transactions in the Budget Worksheet. This enables you to make better informed decisions when producing cost reports. Select the modules you want to include and do not forget to click on the Recalc button after you have made your selections. This button recalculates unposted data in the worksheet tab and must be pressed manually each time you want to display your unposted data in the worksheet.

  • Recalc Unposted on BWS Open - This option will recalculate the Unposted Data each time you open the Budget Worksheet. If Recalc on Open is not ticked, you must manually press the Recalc button each time you want to display the unposted data in the budget worksheet.
    
    

• Range - This option limits and sets your chart of accounts in your Budget Worksheet to the ranges you specify. This is handy when you're making changes to your worksheet, it recalculates and refreshes the subsets so that it becomes easier to view your chart of accounts.

  • You will need to press Refresh Chart after making changes to your range.

  • The range uses the Currency, Location, Episode, Prod, Detl and Set codes for the chart of accounts. To understand the chart of account structure in Eclipse, see here: Chart of Account Structure.

  • The default for the range is to use everything (blank) to all Z’s.
    
    

• Rebates - These selection boxes are used when using a Rebate Budget Worksheet. See here for more information: Update the Rebate Budget Worksheet for Cost Reports
  
  

Advanced Setup Options:

In order to enable these options you must make a checkbox selection and then press the Recalc Above button.

• Rebuild Chart Totals - This recalculates all items in your Budget Worksheet. This is used when you have a discrepancy between your To-Date column and your Transactions Tab. See How to run a Chart Rebuildfor more information.
  
  

• Recalc Posted POs - Recalculates all Posted POs. This is used when the PO Actuals in the Budget Worksheet do not match the Transactions tab. This error can sometimes occur when reducing POs into negative values. See the guide here for further information: PO Actual in Budget Worksheet Does not Match Transactions Tab
  
  

• Check Posted POs - Run a check on Posted POs. This will give an error message for each PO that does not balance (distribution lines do not equal total po amount).
  
  

• Auto Check Balances - Automatically checks the balances of the Budget Worksheet to ensure there are no problems such as General Ledger imbalances. By default this is always ticked on and should not be turned of unless directed by TPH Support. It should only be disabled on very large databases if you notice slowdown when opening the Budget Worksheet.
  
  

• Update CR with PO Post, PO Changes, and PO to Invoice transfers - By default these are all enabled so the Cost Report is updated with all PO changes. These can be disabled for each type of change. Please read this guide for further information: Update PO's In Cost Report. Instead of clicking the Recalc button like the other options you will have to press the Update CR PO Totals button instead.

Running Cost Reports

Creating a spreadsheet of selected accounts in Budget Worksheet has unlimited possibilities. By simply clicking the Excel button Eclipse will automatically create a spreadsheet with correctly formatted columns and rows of your data from which you can make your changes and add formulas for computations.

You can then use this information for a great variety of quick calculations and other reports for your Production. You must highlight selected accounts before you click the Excel button, otherwise it will create a spreadsheet of your entire Chart of Accounts including Non- Expense accounts