Adding an account to a budget line

  1. In the upper-left corner of the screen, select Access your applications ( main menu icon ).
    The menu expands.

  2. Select Financial > Budgeting.
    The Budgeting Dashboard screen appears.

  1. Do one of the following:

    • To access a specific line from the Budgeting Dashboard:

      • In the left pane, double-click a line. 
        The Budget Tree screen opens to the selected line in the budget tree structure. The section of the budget structure appears partially expanded to display all totals at the same level in the tree menu.

    • To access the Budget Tree screen: 

      • From the Budgeting menu pane, select Budget Tree (  ).
        The Budget Tree screen appears.

  1. Select the datasets and periods to work with.
    For more information, see:

  2. Locate the line in the Budget Tree.

  3. Double-click the budget line for which to add an account.
    The Edit Budget Line dialog box appears.

  4. Select the Line-Specific Options tab.

    Line-specific fields on the Add Budget Line wizard and the Edit Budget Line dialog box

    Note: The fields that appear on this tab depend on the line type that you have selected to edit as well as options that you select on the tab. 

    Note: Job ( Job ), Percent of Labor ( Percent of Labor ), and Percent of Hours ( Percent of Hours ) line types share the same configuration fields.

    Field Description Appears only for selected detail line types Notes

    Account

    Account code assigned to the budget line. The account is associated with the revenue or expense amount being budgeted by the line.

    Either select the account from the drop-down list, search for a specific account by entering the name or number, or select the Add Account ( Add Account) option to add a new account.

    For information on adding an account, see Add Account dialog box in Budgeting.

    To remove an account, select the Clear value (Clear value) button.

    Important: If you are importing P&L Actuals, UniFocus recommends that you do not attach an account number to a Total line. Although your data would export correctly, it would not correctly import P&L Actuals because importing would pull the data into a Total line. The Total line is the sum of everything beneath it. If the sum of child lines is zero, the Total line will be zero. Also, if an account if configured on multiple lines and you're importing P&L Actuals, the first line with the account number is where it will be imported. If that first line is the Total line, the sum will be zero.

    • Fixed ( Fixed )

    • Market Segment ( Market Segment )

    • KBI ( KBI )

    • Calculated ( Calculated )

    • Revenue Center ( Revenue Center )

    • Percent of Base ( Percent of Base )

    • Total

    Regular Costs Account

    Regular Costs Account code assigned to the budget line. The Regular Costs Account includes costs attributed to regular hours (or non-premium hours that are calculated as regular hours regular × rate of pay). These costs are exported to this account. 

    Either select the account from the drop-down list, search for a specific account by entering the name or number, or select the Add Account ( Add Account) option to add a new account.

    For information on adding an account, see Add Account dialog box in Budgeting.

    To remove an account, select the Clear value (Clear value) button.

    • Job Class ( Job Class )

    • Percent of Labor ( Percent of Labor )

    • Percent of Hours ( Percent of Hours )

    Regular Hours Account

    Regular Costs Account code assigned to the budget line. The Regular Hours account includes regular or non-overtime/-premium hours as calculated by the labor standards. These hours are exported to this account,

    Either select the account from the drop-down list, search for a specific account by entering the name or number, or select the Add Account ( Add Account ) option to add a new account.

    For information on adding an account, see Add Account dialog box in Budgeting.

    To remove an account, select the Clear value (Clear value ) button.

    • Job Class ( Job Class )

    • Percent of Labor ( Percent of Labor )

    • Percent of Hours ( Percent of Hours )

    OT Costs Account

    OT Costs Account code assigned to the budget line. The OT Costs Account includes the overtime costs that are associated with the hours designated in the Adjust Hours and Rates screen as overtime (calculated as OT hours × OT rate of pay). These costs are exported to this account.

    Either select the account from the drop-down list, search for a specific account by entering the name or number, or select the Add Account ( Add Account) option to add a new account.

    For information on adding an account, see Add Account dialog box in Budgeting.

    To remove an account, select the Clear value (Clear value ) button.

    • Job Class ( Job Class )

    • Percent of Labor ( Percent of Labor )

    • Percent of Hours ( Percent of Hours )

    OT Hours Account

    OT Hours Account code assigned to the budget line. The OT Hours Account includes the overtime hours as designated in the Adjust Hours and Rates screen. These hours are be exported to this account.

    Either select the account from the drop-down list, search for a specific account by entering the name or number, or select the Add Account ( Add Account) option to add a new account.

    For information on adding an account, see Add Account dialog box in Budgeting.

    To remove an account, select the Clear value ( Clear value) button.

    • Job Class ( Job Class )

    • Percent of Labor ( Percent of Labor )

    • Percent of Hours ( Percent of Hours )

    Factor Mode

    Determines which elements of the formula have the factor applied. Factors allow you to adjust for circumstances.

    There are three formulas that can be selected:

    • Variable—Apply the factor to the variable costing component.
      Total Dollars = ((Units × Rate) × Factor) + Fixed

    • Fixed—Apply the factor to the fixed value.
      Total Dollars = (Units × Rate) + (Fixed × Factor)

    • Both—Apply the factor to both.
      Total Dollars = ((Units × Rate) × Factor) + (Fixed × Factor)

    • Job Class ( Job Class ) - nonsalaried

    • Fixed ( Fixed )

    • Percent of Base ( Percent of Base )

    • KBI ( KBI )

    By default, the software applies a factor of 1 to return the same value.

    This value is inherited on Percent of Hours and Percent of Labor Lines.

    Use Salaried Factor

    Select for jobs with a Salaried Standard.

    • Job Class ( Job Class )

    Only select this option if the job you selected is using a Salaried Standard.

    The selection is inherited on Percent of Hours and Percent of Labor Lines.

    Discretionary

    Indicates that the budget line is discretionary.

    • Fixed ( Fixed )

    • KBI ( KBI )

    • Percent of Base ( Percent of Base )

    This option is only available for expense lines.

    Performance Measure

    Performance measures are analytical options that can be used if there is a need to see values other than POR, PAR, Percent of Line, or Average. The most common type of performance measure is Labor Productivity or Full Time Equivalents (FTE).

    Note: Although performance measures can be applied to several line types, they are typically used for Job line.

    Note: The recommended use of performance measures is to display productivity number or FTE calculations on Job type lines.

    Options include:

    • Full Time Equivalent—Determines how many FTEs the job requires to properly staff each month.

    • None—Select if a performance measure is not needed for this line.

    • Productivity—Select a productivity goal for a job line. Productivity is typically measured one of four ways:

      • Units Per Hour (Example: How many covers can a food server handle in an hour?)

      • Units Per Minute (Example: How many minutes does it take a food server to handle one cover?)

      • Hours per Unit (Example: How many hours does it take a room attendant to clean a room?)

      • Minutes per Unit (Example: How many minutes does it take a room attendant to clean a room?)

    • Projected hours—Number of hours the system projects for a specific job.  This value shows the true standard, not the adjusted hours after hours adjustments have been made in the Adjust Hours and rates Screen. It allows you to see if adjustments are being overused.

    • Percentage—Configure a separate percentage for a line. For example, if you want to see the cost of labor percentage for a job line, you can configure the system to show this cost here. (The calculation is Labor Cost ÷ Departmental Revenue).

    All line types, except for divider:

    • Fixed ( Fixed )

    • Market Segment ( Market Segment )

    • KBI ( KBI )

    • Calculated ( Calculated )

    • Revenue Center ( Revenue Center )

    • Job Class ( Job Class )

    • Percent of Labor ( Percent of Labor )

    • Percent of Hours ( Percent of Hours )

    • Percent of Base ( Percent of Base )

    • Total

    The available options depend on the selected line type.

    Formula 1 -2

    Select a configured budget formula or create a new budget formula.

    To create a new formula, select Add/Edit Formulas. For more information, see the following:

    • Fixed ( Fixed )

    • Market Segment ( Market Segment )

    • KBI ( KBI )

    • Job Class ( Job Class )

    • Percent of Labor ( Percent of Labor )

    • Percent of Hours ( Percent of Hours )

    • Calculated ( Calculated )

    • Revenue Center ( Revenue Center )

    • Percent of Base ( Percent of Base )

    • Total

    This field appears only if the selected Performance Measure is: 

    • Percent

    Data Type

    Select one of the following:

    • Costs—Select if you are using currency.

    • Units—Select if you are using units such as rooms, hours, covers, and so on.

    Values are displayed as percentages.

    Tip: To determine which data type to use, ask yourself whether you are dividing costs by costs or units by units. For example, do you want to divide Total Room Revenue by Total Revenue for a hotel to see the percentage, or do you want to divide Total Hours worked for the department by the Total Hours worked by the division to find the percentage of labor for the department or job.

    • Fixed ( Fixed )

    • Market Segment ( Market Segment )

    • KBI ( KBI )

    • Job Class ( Job Class )

    • Percent of Labor ( Percent of Labor )

    • Percent of Hours ( Percent of Hours )

    • Calculated ( Calculated )

    • Revenue Center ( Revenue Center )

    This field appears only if the selected Performance Measure is: 

    • Percent

    Revenue Center

    Revenue center associated with the budget line.

    • Revenue Center ( Revenue Center )

    Required.

    Market Segment

    Select the market segment to which the budget line is applied.

    • Market Segment ( Market Segment )

    Required.

    Calculation Configuration

    Select the calculation configuration method for the line or add a new formula.

    • Calculated ( Calculated )

    PM Name

    A brief description of your performance measure. For example, Weekly 40 FTE, Units per Hours, or Cost of Labor Percentage.

    • Fixed ( Fixed )

    • KBI ( KBI )

    • Market Segment ( Market Segment )

    • Revenue Center ( Revenue Center )

    • Job Class ( Job Class )

    • Percent of Labor ( Percent of Labor )

    • Percent of Hours ( Percent of Hours )

    • Percent of Base ( Percent of Base )

    • Total

    • Calculated ( Calculated )

    This field appears only if the selected Performance Measure is: 

    • Percent

    • Full-Time Equivalent

    • Productivity

    • Projected Hours

    Format as Percentage

    Select to format the amount as a percentage.

    • Fixed ( Fixed )

    • Market Segment ( Market Segment )

    • Percent of Labor ( Percent of Labor )

    • KBI ( KBI )

    • Calculated ( Calculated )

    This field appears only if the selected Performance Measure is: 

    • Percent

    Job Class Line

    Select a budget line to calculate the percentage.

    Select the Select Budget Line ( ) button to open the Select Budget Line dialog box.

    • Percent of Labor ( Percent of Labor )

    • Percent of Hours ( Percent of Hours )

    Required.

    Job class

    Select a labor structure to receive hours from the standard.

    • Job Class ( Job Class )

    FTE Type

    The configured full-time equivalent (FTE) associated with the line.

    For more information, see Configuring a Full Time Equivalent (FTE) in Budgeting.

    • Job Class ( Job Class )

    • Percent of Labor ( Percent of Labor )

    • Percent of Hours ( Percent of Hours )

    Required.

    Appears only if the following Performance Measure is selected:

    • Full-Time Equivalent

    KBI

    The configured KBI associated with the line.

    • KBI ( KBI )

    • Job Class ( Job Class )

    • Percent of Labor ( Percent of Labor )

    • Percent of Hours ( Percent of Hours )

    Required.

    Appears only if the following Performance Measure is selected:

    • Productivity

    Units

    The unit type displayed for the line.

    • Job Class ( Job Class )

    • Percent of Labor ( Percent of Labor )

    • Percent of Hours ( Percent of Hours )

    Required.

    Appears only if the following Performance Measure is selected:

    • Productivity

    Goals

    When goals are configured, the information icon for the line displays the percent variance of budgeted productivity to this goal.

    This field will be used for future functionality and does not affect current system performance.

    • Job Class ( Job Class )

    • Percent of Labor ( Percent of Labor )

    • Percent of Hours ( Percent of Hours )

    Required.

    Appears only if the following Performance Measure is selected:

    • Productivity

  5. Next to the ... Account field, select the Add button (  ).
    The Add Account dialog box appears.

  6. Edit the fields as necessary.

    Fields on the Add Account dialog box

    Field Description Notes

    Name

    Name for the account.

    Enter a name in the field.

    Required.

    If the field is outlined in red, the name that you entered already exists. You must then choose a different account name.

    Code

    Code for the account.

    Enter the code in the field.

    Required.

    If the field is outlined in red, the code that you entered already exists. You must then choose a different account code.

    Offset Account

    Select the offset account, that is, an account that acts as a balance journal to balance the budget. Offset accounts are typically only used for unit accounts.

    Select an option from the drop-down list.

    Re-Map Account

    Select the re-map account from your accounting system, which might have more detailed information. Re-mapping associates imported data with an account that is different from the one with which it was imported. Re-mapping pulls in multiple accounts from your accounting system and maps them to the selected budget line.

    Select an option from the drop-down list.

    Interface Action

    These options address how Unifocus interfaces with your accounting system:

    • None—Allows the entry to be accepted as it is entered. No changes are made to imported values. For example, if you enter a positive number, it will appear as a positive number. Select this option if your accounting system does not use debits or credits.

    • Reverse—Indicates that the entry should appear as the opposite of how it is entered. For example, if you enter a positive number, it will appear as a negative number. Select this option if your accounting system uses debits or credits. 

      If your accounting system uses debits and credits, revenues appear as negative values. Selecting Reverse ensures the following:

      • When Unifocus exports a positive value, your accounting system will receive the expected negative value.

      • When Unifocus receives (via import) a negative value, we process the value as a positive value.

    • Skip—Ignore during interface (both imports and exports).

    • Units—Indicates a unit account (rather than a cost account).

    Cancel

    Closes the dialog box without applying your changes.


    Add

    Closes the dialog box and adds the new account.

    This button is available only if you have completed all required fields.

  7. Select Add.
    The new account appears in the field.

    Note: If you decide to change the account, the new account that you just created will be available in the drop-down list.