Create budget register entries

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Important

This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Before you can create budget amounts by entering budget register entries, you must define financial dimensions for Budgeting. You must also set up budget codes, budget models, exchange rates, and number sequences. If you plan to use Budgeting workflows, create the workflows, and then assign them to budget codes. If you plan to use budget control, configure budget control before you enter budget amounts. For more information, see About basic budgeting and Define budget codes.

Note

This topic includes information about financial budgets. For information about budgets for projects, see About project budgets and forecasts.

Create a budget register entry

On the Budget register entry FastTab of the Budget register entry form, you enter information for the whole budget register entry. This information includes the budget model and budget code. In the Budget account entries grid, you enter information about the budget amounts for specific financial dimension values for each line.

  1. Click Budgeting > Common > Budget register entries > All budget register entries.

  2. On the Action Pane, click Budget register entry to create a budget register entry.

  3. On the Budget register entry FastTab, select a budget model and a budget code.

    For example, to create an initial budget amount, you select budget model Operations, which identifies the budget, and budget code InitalBud, which you previously defined for the Original budget budget type.

    Note

    If workflow is activated for the budget code that you select, the budget register entry will be submitted to workflow.

  4. You can select a reason code.

  5. If posting definitions are enabled, you can right-click in the Posting definition field, and then click View details to verify the posting definition. The posting definition that is displayed is the posting definition that is selected for the budget type or budget code in the Transaction posting definitions form. For more information, see About posting definitions.

    Note

    The Posting definition field is displayed only when the Use posting definitions and Enable budget appropriation check boxes are selected in the General ledger parameters form.

  6. In the Budget account entries grid, click Add line.

  7. Enter a date. This date determines the period that the budget will be recorded to.

  8. Select an account structure.

  9. Enter the financial dimension values.

  10. Enter the budget amount and the budget amount type. The default budget amount type is Expense. However, you can change the value to Revenue for revenue amount types.

    Note

    If you must increase a revenue account and an expense account at the same time, you must post a budget register entry that has a budget type of Revision.

  11. Select a currency.

  12. On the Action Pane, click Update budget balances.

  13. Click OK, or enter batch criteria.

Create a budget transfer

You can create budget transfers by creating a budget register entry that has a budget code that is associated with the Transfer budget type. You decrease the budget of one or more financial dimension values, and then increase the budget of other financial dimension values by the same amount.

  1. Click Budgeting > Common > Budget register entries > All budget register entries.

  2. On the Action Pane, click Budget register entry.

  3. On the Budget register entry FastTab, select a budget model and a budget code that is associated with the Transfer budget type.

  4. In the Budget account entries grid, click Add line. Enter the account structure and financial dimension values to transfer a budget amount from. Then enter a negative amount, such as -1000.00.

  5. Click Add line to add a line for the account structure and financial dimension values that you want to transfer the budget amount to. Then enter a positive amount, such as 1000.00.

    If multiple accounts must be used to increase the budget of the financial dimension values that are receiving the budget amount, add lines, and then enter a negative amount on each line.

  6. Click Update budget balances.

    If workflow is activated for the budget code that you selected for the budget transfer, a message informs you that the budget transfer request was submitted to workflow.

  7. If workflow is not activated, click OK, or enter batch criteria.

Create a budget transfer when you are creating another entry

You can create a budget transfer when you are creating a budget register entry. For example, if you see that a manual budget reservation will exceed the budget, you can create a budget transfer to satisfy the over-budget condition. You can also create budget transfers from source documents such as purchase orders and invoices, and from accounting journals.

  1. Click Budgeting > Common > Budget register entries > All budget register entries.

  2. On the Action Pane, click Budget register entry to create a budget register entry.

  3. On the Budget register entry FastTab, select a budget model and a budget code.

    Note

    You can create a transfer from any of the budget types, such as Original budget or Revision.

  4. In the Budget account entries grid, click Add line. Then enter the date, account structure, financial dimension values, amount, and amount type.

  5. Save the line.

  6. Click Create transfer to open the Create budget transfer form.

  7. Verify the information at the top of the form. Then enter the from date, account structure, from financial dimension values, and amount.

    Important

    To decrease the budget for the from financial dimension values, you must enter a negative amount. The amount that is transferred from one or more financial dimension values must equal the amount that is transferred to the selected financial dimension value. The transaction total at the bottom of the form must be 0 (zero). For more information, see Create budget transfer (form).

  8. Click Update budget balances.

    If workflow is activated for the budget code that you selected for the budget transfer, a message informs you that the budget transfer request was submitted to workflow.

  9. If workflow is not activated, click OK, or enter batch criteria.

Allocate budget register entries

You can allocate budget register entries across periods or to financial dimensions.

Period allocation keys define the percentage of a budget register entry that is allocated to specific periods. Period allocation keys work with the fiscal year definition for the fiscal calendar that is associated with the ledger. For example, if the fiscal year starts on July 1 and ends on June 30, and the period allocation is Fixed, the allocation is applied from the current date through June 30. For more information, see Period allocation categories (form).

Budget allocation terms define the percentage of a budget register entry that is allocated to specific financial dimension values. For example, a percentage of the travel budget can be allocated to various departments. For more information, see Budget allocation terms (form).

  1. Click Budgeting > Common > Budget register entries > All budget register entries.

  2. On the Action Pane, click Budget register entry to create a budget register entry.

  3. On the Budget register entry FastTab, select a budget model and a budget code.

    Note

    You can create allocations from any of the budget types, such as Original budget or Revision.

  4. In the Budget account entries grid, click Add line. Then enter the date, account structure, financial dimension values, amount, and amount type.

  5. Save the line.

  6. Do one of the following:

    • To allocate across periods, click Allocate across periods. Select a period allocation key, and then click Allocate.

    • To allocate to financial dimensions, click Allocate to dimensions. Select a budget allocation term, and then click Allocate.

  7. In the Budget account entries grid, verify the new lines. A reversal entry is created for the budget account that you specified, and new budget account entries are created based on the allocation that you selected.

  8. Click Update budget balances.

  9. Click OK, or enter batch criteria.

Create recurring budget amounts

For some expenses, such as rent, the budgeted amount is typically the same for each period. You can replicate a budget account entry to create a recurring budget amount.

  1. Click Budgeting > Common > Budget register entries > All budget register entries.

  2. On the Action Pane, click Budget register entry to create a budget register entry.

  3. On the Budget register entry FastTab, select a budget model and a budget code.

  4. In the Budget account entries grid, click Add line. Then enter the financial dimension values, amount, and amount type.

  5. Click Enter recurrence.

  6. Enter the interval type, interval, and expiration date, and then click Create.

  7. In the Budget account entries grid, verify the new lines, and then click Update budget balances.

  8. Click OK, or enter batch criteria.

See also

About basic budgeting and budget control setup

Budget registry entry (form)

Examples: Budgeting and budget control