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Manage budgets

Microsoft Dynamics Marketing automatically rolls up actual revenue and expenses against the budget to show budget versus actual.

Types of budgets

You can view or create budgets for the following items:

  • Brands

  • Campaigns

  • Channels

  • Components

  • Companies/Clients

  • Contacts

  • Departments

  • Events

  • Jobs

  • Locations

  • Markets

  • Media Outlets

  • Products

  • Programs


Important

Budgets do not support journal entries.


Budgets and the Chart of Accounts

Dynamics Marketing supports budgets that use Expense, Cost of Goods Sold and Revenue accounts. Dynamics Marketing does not support budget using other types of accounts.

Budgets and prior period transactions

Dynamics Marketing's Budget function enables users to display purchase orders and expenses. Situations can occur when users have purchase orders that are open in 'closed' periods. In this situation, when the purchase orders are closed the expenses cannot be accrued in the closed period as shown in the example below.  Users for whom this might be an issue need to create adjusting expenses as part of their closing process to ensure that the budgets are accurate. The items on these expenses should be posted to the appropriate Expense Account and the AP account specified on the expense should be an appropriate Accrual Account.

Examples

  1. There is a budget for 2011 for $2000.

  2. There is an open PO dated in 2011 for $1000 for services that have been provided but a vendor invoice hasn’t been received and the order has therefore not been expensed. The Budget vs. Actual for 2011 shows $2000 when only expenses are factored in and it shows $1000 when expenses and open POs are displayed.

  3. In early 2012, the financials are closed and prior period transactions are no longer allowed.

  4. Later in 2012 the vendor invoice for $1000 is received and the PO is expensed. Because the books are closed, the expense must be dated in 2012.

  5. When the PO is expensed, it is closed. The Budget vs. Actual for 2011 shows $2000 when only expenses are factored in and it shows $2000 when expenses are shown along with open POs.  

Budget workbooks

A budget workbook contains one or more worksheets that you can use to create budgets.

Dynamics Marketing's budgets use the familiar paradigm of spreadsheets. For example, Microsoft Office Excel Workbooks contain tabs; each tab is a spreadsheet. Similarly, in Dynamics Marketing a set of budget worksheets make up a budget workbook.

When you display the rolled-up view of the budget you are displaying the roll-up of all the budget items in all the budget worksheets that belong to a budget workbook.  A budget worksheet is the budget spreadsheet for a job, campaign, event, etc. Budget worksheets are made up of budget items. For example, the $2000 budgeted for the New Year's Eve campaign for postage for the month of June, 2007 is a budget item. A budget worksheet is a set of budget items, rolled up and displayed in a spreadsheet format.

View budget worksheets

  1. Choose Home > Budgeting > Settings > Budget Workbooks.

  2. Choose the Budget Workbook you want to use to open it.

  3. Choose the Worksheet tab.

    Dynamics Marketing displays a listing of Worksheets, the total budgeted amount, actual expenses and the variance between budget and actual expenses.

View budget worksheets for an entity

Worksheets can be associated with:

  • Brands

  • Campaigns

  • Channels

  • Components

  • Companies/Clients

  • Contacts

  • Departments

  • Events

  • Jobs

  • Locations

  • Markets

  • Media Outlets

  • Products

  • Programs

To view budget worksheets for an entity, open the item you want to work with and choose the Budget tab.

Dynamics Marketing displays all the Budget Worksheets for the entity.

Create budgets for a company versus budgets for the site

If you want to create a budget for your entire organization, in the Details+ section leave the Company pull-down menu blank. Dynamics Marketing will roll-up all the expenses and invoices in the system.  If you want to create a budget for a single company, in the Details+ section select the company in the Company pull-down menu. Dynamics Marketing will roll-up all the expenses and invoices in the system for the selected company.  

Create a new budget worksheet

  1. On the Budgets page, choose the New button .

    Dynamics Marketing opens the new Budget Worksheet page.

  2. Enter the information.

If the worksheet is being created from the Worksheets tab of a Budget Workbook, the workbook will already be selected and cannot be changed. If the worksheet is being created from the Budgets tab of an entity, a Budget Workbook will need to be created or selected.  

A new workbook can be created by choosing the word Workbook without selecting a workbook from the pull-down menu.

Field

Description

Name

Enter a name for the Budget Worksheet.

Start Date

Enter the start date.

End Date

Enter the end date.

Interval

The budget interval is the standard period for which each budget item corresponds. Typical budget intervals are daily, weekly, monthly, quarterly, etc. Budget worksheets default to the interval of the workbook they belong to.

Calendar

Budget worksheets default to the calendar type of the workbook they belong to.  The Standard Calendar starts on January 1 and ends on December 31 of each year.

Currency

Budget worksheets default to the currency of the workbook they belong to.


Important

  1. The Details section enables users to associate worksheets with specific entities.

  2. Company/Client: Select the company/client the worksheet is for. A worksheet must be associated with a company.

  3. Other entities: Select the division, department, program, campaign, event or job the Worksheet is for. (Optional) The Select pull-down menu can also be used to pick additional entities. Use the Select pull-down menu to choose a brand, channel, component, location, market, product, product line or region.Selecting a company, division, department, program, campaign, event or job limits the subsequent selects that can be made. For example, if a campaign is selected, only events and jobs associated with the campaign are available for use.


Create or copy rows for a worksheet

  • To add a new blank row to a budget worksheet, choose the New button . Choose the Row Type button to set the row type. The default row type is Expense.

    A Budget Row can be an Expense Row or a Revenue Row. Expense rows are summed and subtracted from Revenue rows to calculate the Net.

  • To copy rows, select the rows or cells you want to copy by choosing their check boxes, select the checkbox .

  • To delete rows, select the rows you want to delete by choosing their check boxes. Choose the Delete button .


Warning

Rows are permanently deleted and all information will be discarded.


View budget workbooks

  1. On the Home tab, choose Budgeting.

  2. Under Settings, choose Budgets to display a list of budgets, the total budgeted amount, actual expenses and the variance between budget and actual expenses.

Create a budget workbook

To create a new workbook:

  1. Choose > Home > Budgeting > Settings > Budgets.

  2. On the Budgets page, choose the New button.

    Dynamics Marketing opens the new Budget Workbook page.

  3. Enter the information.

  4. Choose Save.

Field

Description

Status

Select a status for the expense. (Optional.) Deleted and inactive budgets are not shown on Budgets pages and tabs unless the View All button is clicked. More information: Create custom drop-down values and folders.

Name

Enter a name for the budget.

Start Date

Enter the start date.

End Date

Enter the end date.

Interval

Select the budget interval from the pull-down menu. The budget interval is the standard period for which each budget item corresponds. Typical budget intervals are daily, weekly, monthly, quarterly, etc.


Important

Be sure to select the correct budget interval before choosing Save or Submit. For example, if you select a weekly interval you will need to enter all budget items for a week at a time. To enter a monthly budget, you will need to enter data for every week of the month. You won't be able to view a daily budget. Once the interval for a budget is saved, it can't be changed.


Calendar

Select the calendar to use. The Standard Calendar starts on January 1 and ends on December 31 of each year.


Important

Be sure to select the correct calendar.  Once you set the calendar for your budget, it can't be changed.


Contact

Select a contact.

Folder

Budgets can be displayed in sub-folders in the Budgets folder. You can create as many Budget folders as you require.

Currency

Select the currency used.

Change user access privileges

Choose the Security tab to view and change user access privileges.

  • To give a user read access, choose the Can Read check box .

  • To give a user edit access, choose the Can Edit check box.

  • To give all users read access, choose the Can Read check box in the All Users row.

  • To give all users edit access, choose the Can Read check box in the All Users row.

Create a new budget folder

  1. Choose the Budgets folder and choose the New Folder button .

    Dynamics Marketing opens the New Budget Folder page.

  2. Enter the information.

  3. Choose OK.

    Dynamics Marketing adds a new sub folder in the Budget folder.

Enter budget information using the Budget View tab

The Budget View tab enables you to enter budget information and to view the budget rolled-up by day, week, month, quarter or year.

Interval: By default, the budget view is displayed in the default interval of the workbook. Users can change the interval to view the budget differently.


Note

New budget items can only be entered for the default interval.


Budget method

Dynamics Marketing enables you to budget expenses and revenue by expense, revenue or cost of goods sold account, vendor, category or description.

  • Account Type: Select the account type by choosing the Account Type button to the left of the Account pull-down menu on each row on the worksheet. The button toggles between Revenue and Expense/COGS. The button identifies whether you want each Account to be added to the Total Revenue or Total Expense lines of the worksheet. The button also filters the Accounts by Type.

  • Account: Select the account you want to budget by from the pull-down menu. Enter the budget amount for each interval.  For example, you could enter a budget for Travel for June of $1,000.00.

  • Vendor: Select the vendor you want to budget for from the pull-down menu. Enter the budget amount for each interval.

  • Category: Select the category (More information: Create custom drop-down values and folders) you want to budget for from the pull-down menu. Enter the budget amount for each interval.  For example, you could create a category called 'Non-recurring event expenses' and budget $23,000 for April.

  • Description: Select a description of the item you want to budget for from the pull-down menu. Enter the budget amount for each interval. For example, you could enter a description of New Booth and budget $34,000 for it in September.

View budget versus actual by account

The Budget Versus Actual by Account tab enables you to view your budget versus actual expenses and revenue grouped by General Ledger Account.


Note

You cannot change the budget from this tab. To change the budget, choose the Budget tab.


  • To change the Interval, select the Interval using the Interval pull-down menu.

  • Choose the Show Sub Accounts check box to display the sub Account details.

  • Choose the Show Purchase Orders check box to display actual expenses and open Purchase Orders.


Tip

  • Show All Accounts check box: The Show All Accounts check box enables you to view all accounts that have Expenses and Purchase Orders for the selected entities and date range, whether or not there is a budget, for the account. To show all Accounts, choose the Show All Accounts check box.

  • Show Sub Accounts check box: The Show Sub Accounts check box enables you to view accounts along with their sub accounts that have Expenses and Purchase Orders for the selected entities and date range for the account. To show Sub Accounts, choose the Show Sub Accounts check box.

  • Show Purchase Orders check box: The Show Purchase Orders check box enables you to view Expenses and Purchase Orders (regular Purchase Orders and Media Orders) for the selected entities and date range for the Account

    To show Purchase Orders, choose the Show Purchase Orders check box.

  • Show Bookings check box: The Show Bookings check box enables you to view bookings for the selected entities and date range for the account. To show bookings, choose the Show Bookings check box.


View budget by category

The Budget by Category tab enables you to view your budget rolled-up by Category.


Note

  • You cannot change the budget from this tab. To change the budget, choose the Budget tab.

  • To change the interval, use the Interval pull-down menu.

  • For expenses to show up in categories, you must manually link each expense/PO individually to a category because expense items do not otherwise provide a category.

  • Use the details view in Actual vs Categories to access the link expense functionality.


View budget versus actual by category

The Budget Versus Actual tab enables you to view a budget worksheet versus actual expenses and revenue grouped by Category.


Note

  • You cannot change the budget from this tab. To change the budget, choose the Budget tab.

  • For expenses to show up in categories, you must manually link each expense/PO individually to a category because expense items do not otherwise provide a category.

  • Use the details view in Actual vs Categories to access the link expense functionality.


Important considerations

Dynamics Marketing maps all Category budget items into Expense roll-ups.  We do not recommend budgeting revenue and expenses in the same Worksheet when using categories.

  • To change the Interval, select the Interval using the Interval pull-down menu.

  • Choose the Show Purchase Orders check box to display actual expenses and open Purchase Orders.

  • Select a View: You can view by details or view by category.

    View by details: Shows each budget item entered on a row.

    View by Category: Displays each category rolled-up on a single row versus actual expenses.

Display expense items and purchase orders

Choose the Details + button to display Expense Items (the individual items expenses that make up Expenses) that correspond to the Budget Worksheet that haven't been associated with a specific category.

Choose the Show Purchase Orders button to display Purchase Orders that correspond to the Budget Worksheet that haven't been associated with a specific category.

Associate an expense or purchase order item with a budget category

  1. Select one or more items in the Details section and the corresponding category in the Budget Worksheet.

  2. Choose the Link Expenses button .

    Dynamics Marketing displays the Expenses and Purchase Orders in the appropriate Actual Columns of the Budget Worksheet.


Note

Checks are not included in Budgets.


Financial notice

Financial and general ledger accounts are designed for marketing budget management only. Financial features are restricted to the limits stated in the Security and Financial Disclaimer. Microsoft Dynamics Marketing is not designed to comply with country/region-specific laws, regulations, or common business practices.