Knowledge Center

Budget in RamBase

The Budget (BAC) application in RamBase is a parallel to the Chart of Accounts (ACC). However, registration on these accounts does not occur through the Chart of Accounts (ACC), but from the Budget (BAC) application.

When numbering the budget it is advisable to use numbers in accordance to the account numbers in Chart of Accounts (ACC). You can link budgets to ACC manually. Budgets linked manually will not be changed if the context menu option Bulk Link Budgets to Corresponding GL Accounts is used afterwards.

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The Budget application
  1. St - Show what status the budget has. Status 1 if the budget is open and status 4 if the budget is registered.

  2. Budget number- Show the budget number.

  3. Name - Name of the budget.

  4. Require Finance Project - Show if the budget requires a project.

  5. Require Department - Show if the budget requires a department.

  6. Latest budget year - The latest budget year column show the last year with budget numbers.

The Chart tab

Use the Chart tab to read and understand the budget numbers quickly. Use the Year, Finance project, Department and Chart type fields to filter the chart.

The Amounts tab

Add budget amounts in the Group by project, department and year tab. You can see the budget numbers grouped by project, department and year, by year or by period. Use the Month, Finance project and Department fields to filter the amounts.

Budget in RamBase

There are 4 steps to get your budget in RamBase.

  1. Create budget manually in RamBase or import budget from file.

  2. Use a report as a quality assurance test to make sure everything is entered correctly in RamBase. Choose the Budgets, by BudgetNo or Budgets, by BudgetNo, DepNo, PrjNo option in the context menu.

  3. Link the budgets to the GL accounts. Link manually in the Linked general ledger account field or choose the Bulk Link Budgets to Corresponding GL Accounts option in the context menu.

  4. Register the budgets. Press F12 to open the action menu and choose the Register all Budgets option.

Create a new budget manually in RamBase

It could be time-consuming to create the budget manually. On the other hand, it will give you an extra control of the numbers.

Create a new budget manually
  1. To open the Budget (BAC) application, find Finance in the RamBase menu and then Budgeting. Click Budgets to enter the BAC application.

  2. Click on the Create new budget button in the lower left hand corner of the application.

  3. In the popup, fill in relevant information.

    1. Write the account number in the Budget number field.

    2. Write the account name in the Name field.

    3. Set the start for the period in the Effective period field. Normally this will be the the 1. period of the accounting year.

  4. Click the OK button to create a new budget account in status 1.

  5. Fill in relevant information in the Budget account area.

  6. Click the Amounts folder.

  7. Click the Add budget amounts button.

    • Select the year you want to add budget amounts to in the Year field.

  8. In the popup, add the budget numbers. It is divided into 12 periods in a fiscal year.

    • Set the income or costs evenly throughout the year or depending on the expectation.

  9. Click the Add button.

  10. Back in the Budget (BAC) application, take a QA test with the Budgets, by BudgetNo option in the context menu and check the numbers.

  11. Link the budgets automatically to the GL accounts in the Budget (BAC) application when the budgets numbers are set. Choose the Bulk Link Budgets to Corresponding GL Accounts option in the context menu. It is possible to link the budgets manually to a GL Account (ACC) in the selected budget.

  12. Register all budgets in the Budget (BAC) application when the budgets numbers are set. Choose the Register All Budgets option in the context menu. The accounts with budget numbers will be registered (status 4), the rest will stay open (status 1). It is possible to register the selected budget manually, choose the Register Budget option in the context menu.

  13. Repeat the procedure until a budget has been placed on all your budget accounts.

Import budget into RamBase

The budget is first imported into RamBase from file, and is then linked the to Chart of Accounts (ACC). The budget file has to be a semicolon-separated list (CSV file) and contain the following fields: No, Name, Year, DepNo, PrjNo and the months Jan, Febr, March, April, May, June, July, Aug, Sept, Oct, Nov and Dec.

Import the budget from file
  1. To open the Budget (BAC) application, find Finance in the RamBase menu and then Budgeting. Click Budgets to enter the BAC application.

  2. Choose the Import Budget from File option in the context menu.

  3. Click on the Select file > button and upload the budget file.

  4. Back in the BAC application, take a QA test with the option Budgets, by BudgetNo in the context menu.

  5. The budgets will be listed in the BAC application with status 1.

  6. The budgets are imported, but need to be linked to accounts (ACC) and then registered.

  7. As soon as the budgets are imported they will be included in calculations and financial reports.

  8. Link the budgets automatically to the GL accounts in the BAC application when the budgets numbers are set. Choose the Automatically Link Budgets to Corresponding GL Accounts option in the context menu.

  9. It is possible to link the budgets manually to a GL Accounts (ACC) in the selected budget.

  10. Register the budgets in the BAC application. Choose the Register All Budgets option. The accounts with budget numbers will be registered (status 4), the rest will stay open (status 1).

  11. It is possible to register a selected budget manually, press F12 to open the action menu and choose the Register Budget option.

Follow up on Budget

It is not possible to enter a revised budget in RamBase, but budget numbers for a fiscal year can be changed. In the selected budget account, choose the option Open Budget in the context menu. This will open the budget account and make it possible to change the budget numbers.

When the budget numbers is ready, it will be visible in the Chart of Accounts (ACC). Set the Include Budget field to YES.