B1 Budget Manual

Table of content
Table of content .......................................................................................................................................... 1
Overview ..................................................................................................................................................... 2
Configuration............................................................................................................................................... 2
Database setup ........................................................................................................................................ 2
Budget Setup ........................................................................................................................................... 2
Budget Distribution .................................................................................................................................. 4
Choose which data to include .................................................................................................................. 5
Usage .......................................................................................................................................................... 5
Budget Entry ............................................................................................................................................ 5
Budget Report.......................................................................................................................................... 8

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B1 Budget Manual

Overview
In SAP Business One you can make budgets on accounts. With B1 Budget you can now also make budgets
on Customers and Items and run Budget reports detailing Management and Sales. This means that users
can easily see which part of the business are on budget and which parts are not. Customer budgets and
Items budgets can be made on Customer/Item group level and/or directly at Customer/Item level.

Online E-Learning is also available for this module. Click here to watch it

Configuration
Database setup
Before you can use the system you will need to define how it should create a connection to the database if
your Crystal Reports have database connections. This is done via Administration > Add-ons >B1 Usability
Package > Module configuration >B1 Budget > Set database information.

Budget Setup
The first thing you need to do it to define is what budgets you have and of which type they are. This is done
under Financials > B1 Budget > Budget Setup

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Column Description
Name Her you define the name of the budget. NB: This need to be unique so it is a good
idea to include the year in the name
Year Here you define the year the budget represents. This is used in order to know in
what period to calculate the actual value compared to the budget value.
Start month If your fiscal year does not follow the normal year you have the option to define the
year’s start-month. If set to January in 2011 the Actual value is calculated from 1st
January 2011 to 31st December 2011. If you instead choose start-month as July then
the actual is calculated from the 1st of July 2011 to 30th of June 2012.
Budget type Here you define the type of budget. You have the following choices:

Option Description
Business Partner You can budget on each BP Code and actual is
calculated based on this BPs invoices – BPs credit notes
Business Partner Group You can budget on each BP Group and actual is
calculated based on all BPs invoices – BPs credit notes
that is in the group.
Item You can budget on each Item Code and actual is
calculated based on invoice lines for this item – credit
notes lines for the item.
Item Group You can budget on each Item Group and actual is
calculated based on invoice lines for items in the group
– credit notes lines for the items in the group.
NB: Header level discounts on Invoices and Credit notes are included in the
calculations, but any freight is by definition not included in the calculation.

NB: Once a budget is created you cannot change this selection.

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Use Sales You have the option to distribute a budget onto multiple dimensions. This checkbox
employee decide if you wish to define a budget-value for each sales employee.
NB: Once a budget is created you cannot change this selection.
Use project This checkbox decide if you wish to define a budget-value for each SAP project.
NB: Once a budget is created you cannot change this selection.
Use profit center This checkbox decide if you wish to define a budget-value for each profit center.
NB: Once a budget is created you cannot change this selection.
Remarks Here you can add additional remarks regarding the budget.

Budget Distribution
In order to distribute a yearly budget amount on the yeas month you need to work with Budget
Distribution. This is defined under Financials > B1 Budget > Budget Distribution

You need to provide a name and a total and then distribute this total onto the different months to all is
distributed. In the above example the total is 12 and equally distributed onto every month but as an
example it could be that you had a company that did seasonal work so month 6 and 7 was the peak. In such
a scenario you could give a total of 14 instead and raise month 6 and 7 to “2.0” meaning that the expected
is doubled (compared to the other months) in these months.

As default there are 3 predefined Distribution methods; “Equal”, “Ascending Order” and “Descending
Order“.

In the Budget entry you will need to choose one of these distribution methods but afterward you have the
option to override it and hence create a manual distribution.

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Choose which data to include

On Business Partners, Items, Business Partner Groups and Item Groups you have the option to define if the
entry should not appear in the Budget entry. As an example is here a Business Partner with the user-
defined field to include in Budget or not.

This does not mean that you need to define a budget but simply if it should be included in the list or not.

Usage
Budget Entry
You should now be able to define your budget. This is done under Financials > B1 Budget > Budget Entry

All depending if you decided for your budget to use Sales Employee, Project and Profit Center, but need to
choose the budget to work on and if needed choose Sales Employee, Project and/or Profit center. (You are
not allowed to continue until you have done so). Once selection is in place you will see the following
window.

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Right now we don’t have any data defined yet so we need to press the “Display Business partners with no
budget” in order to show all Business Partners that is possible to define a budget for (Where Include in B1
Budget UDF is set to Yes)

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We now see all relevant business partners and we can define budget values for each of them. You add a
budget-value by choosing a distribution method and simply entering the value in local currency it in the
Total Column. This will automatically check the “Include” checkbox. The “Include” checkbox can also be
used if you wish to include a business partner in the budget without defining a budget value.

If you wish to be more specific on how the total budget-value is distributed over the months of the year
you can double-click on the row-header to bring up the month-level view.

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Here you can maunally distribute the total onto the different months. The total amount always need to
match the sum of the months (Use the Update Differences button to automatically distribute the missing
values to the last month).

Once happy with the budget you press update to save the selection (You can always come back to it later to
re-define it if needed). Also the Acual value will now show the year so far compared to the budget value.

NB: Defining budgets for items and the groups works in the same manner.

Budget Report
When you wish to report on the progress of the Budget you can do this under Financials > B1 Budget >
Budget Report.

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First choose the Budget you want to see and afterward selections on Sales Employee, Project and Profit
Center (If defined in setup).

Next show if you wish to show the Monthly or Quarterly report (Both reports also show the year total)

Tip: It is also possible to create your own reports in Excel Pivot tables. Read more about this in the
installation-package.

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