Program Description
The program is found on the General Ledger File Maintenance menu (GL-3-5). The program writes a figure into the Budget fields in the Chart (CHART) data file. This allows the user to increase the budgeted amount for the current year by a percentage of last year’s expenses. The current year Chart file is the only file affected. The new budget figures are calculated by using the last year distribution amount stored for each month times an inputted percentage. This figure is added to the last year distribution amount. The corresponding budget month is updated. The budget fields can be accessed in Chart of Accounts File Maintenance, fields 18 – 29. The last year distribution fields can be accessed in Chart of Accounts File Maintenance, fields 31 – 42.
A range of General Ledger accounts, a specific account, or all accounts can be entered. The range is useful if you want to update all of your income accounts or expense or cost of goods accounts at one time.
The following prompts are described below:
Enter Beginning Account Number, A'll, E'nd
Enter a specific or beginning range of General Ledger account numbers. Enter A for all account numbers. Enter E to end the program and return to the previous menu.
Enter Ending Account Number
Enter the ending account numbers or press enter to accept the default from the previous field. All General Ledger accounts that fall within the specified range are updated. (8 numeric)
Enter Percentage
Enter the desired percentage that is used in the calculation of the budget figures. This percentage is multiplied for each month found in the Chart File’s last year distribution figures. The corresponding budget month is updated. Enter the percentage in this format: 500 equals 5.00 or 5% and 1000 equals 10.00 or 10%.
Important
The figures stored as last year distributions are equal to the net change for the month. Thus, you are calculating the budget amount from the net change. If the net change is a negative number for a specific month, the calculated budget amount is also negative.
If a GL account is being accessed in the Chart of Accounts File Maintenance program and that account is being accessed by this program at the same time, the updating of the budget figures will not occur.
Results
Following is an example of the Chart of Accounts File Maintenance of one account prior to the running of the program. Note the figures in the Dist. Last Year column fields 31 - 42. Note that the figures in the Budgets column are all zero, fields 18 - 29.
The program is generated for this account and 400 (4%) is entered. The results follow:
Note: All of the figures updated to the budget fields. As an example, Month 1 in field 18 was calculated 400.00 X 4% = 16.00, 400.00 + 16.00 = 416.00. Month 3 in Field 20 was calculated -100.00 X 4% = -4.00 - -96.00. A negative budget amount is the result as the last year amount was a negative number thus decreasing the budget amount.
Rev 15 Changes
An option was added to this program to allow the operator to round the budget dollars to the nearest dollar, nearest ten dollars, nearest hundred dollars or to not round figure at all. Prior to Revision 15, the program would not round the figures.
Example 1: The operator ran program to set budget dollars to 10% above last year’s distribution. Last year’s distribution is 1258.79.
If the operator said to round to nearest dollar, the budget amount would be: (1258.79 X 10.00 %) + 1258.79 = 1384.669 --- it would round off to 1385.00
If the operator said to round to nearest ten dollars, the budget amount would be: (1258.79 X 10.00 %) + 1258.79 = 1384.669 --- it would round off to 1390.00
If the operator said to round to nearest hundred dollars, the budget amount would be: (1258.79 X 10.00 %) + 1258.79 = 1384.669 --- it would round off to 1400.00
If the operator said no rounding, the budget amount would be: (1258.79 X 10.00 %) + 1258.79 = 1384.669 --- it would round off to 1384.66
Example 2: The operator ran program to set budget dollars to 10% above last year’s distribution. Last year’s distribution is 1258.59.
If the operator said to round to nearest dollar, the budget amount would be: (1258.59 X 10.00 %) + 1258.59 = 1384.449 --- it would round off to 1384.00
If the operator said to round to nearest ten dollars, the budget amount would be: (1258.59 X 10.00 %) + 1258.59 = 1384.449 --- it would round off to 1390.00
If the operator said to round to nearest hundred dollars, the budget amount would be: (1258.59 X 10.00 %) + 1258.59 = 1384.449 --- it would round off to 1400.00
If the operator said no rounding, the budget amount would be: (1258.59 X 10.00 %) + 1258.59 = 1384.449 --- it would round off to 1384.44
Screen example showing new prompt:
Below is an example of budget dollars when the program was run for increasing by 10.00 % and rounded off to nearest hundred dollars.
