Adding, editing, and viewing budget line notes in the Budget Tree screen

  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.


Budget Tree screen annotated

Note: The image above shows the Budget Tree screen with the Standard Data View selected.  

Fields on the Budget Tree screen

# Field Description Notes

Controls

1

Re-Calculate /

Import Actuals

Re-Calculate—Recalculates your working dataset.

Import Actuals—Opens the Import Actuals dialog box, where you select the P&L actuals dataset file to import.

If Actuals is selected as the Working Dataset, the Re-Calculate button is replaced with the Import Actuals button.

2

Refresh

Contacts the database, pulls data from the last time you published, and then reverts the budget to the state of the last publication.

3

Save

Saves your changes to the database. For example, you will want to save the budget after you perform an hours and rate adjustment.

This button is available only if you have edited a budget line.

4

Working Dataset

Change your working datasets.

Default: Working dataset from the previous session.

5

P&L Group

Select the P&L group to work with. (You don't need to go back to the dashboard.)

Select All to view all P&L groups.

Important: Selecting all P&L groups will increase load, recalculation, and save times. Unifocus recommends only using this option to view data. Do not work in Budget Tree while viewing all P&L groups.

Default: If you double-clicked a line in the Budgeting Dashboard, the Budget Tree opens to the P&L group line that you selected. Otherwise, the screen opens to the top level of your budget structure.

If you exit the Budget Tree screen and then return during the same session, you return to your selected P&L group.

6

Reference View

Change your reference datasets, select a view., and specify the columns that appear in Budget Line section of the table.

Tip: For best performance, Unifocus recommends selecting one to three reference datasets.

Default: Your first configured reference view. The screen does not save the selected reference view from your previous session. You can change the default view.

7

 Data View

Selects the time frame for which to view data. Options include:

  • Standard—View budget data for a selected financial period or for all periods.

  • Yearly—View, by period, all of the information that you see in the Standard view.

Default: Standard view. If P&L Actuals is your working dataset, Yearly is the only available view.

8

Period

Select a financial period.

This field appears only if the Standard view is selected.

Table

9

Budget Lines

Tree menu of budget lines within your working dataset, which is organized by Budget Structure.

Depending on your view configuration, the following columns are available:

  • icon Notes—To add a note for the line, select the Add Note icon ( icon ) next to the budget line. The inline note icon ( icon ) indicates that a note has been added to a line.

  • Account Code—Account code for the budget line. 

  • icon Inactive lines—If a line has the inactive icon ( icon ), it is inactive in your working dataset. (However, the inactive line might be active elsewhere in Budgeting.) If a line is inactive, you cannot add data to it. If you reactivate an inactive line, the line is restored to include all of its data.

Display or hide Notes, Account Code, and Inactive/Active Lines columns, in the Options tab of the Configure Views dialog box (Reference View > Add or Configure).

reference view

10

Working dataset

Information for your working dataset, that is, the main budget that you are reviewing and editing.

Lines with additional information display a blue information icon ( icon ). Click the icon to view details for or to edit a line.

11

Datasets in the selected Reference View

The datasets included in your selected reference view. A reference view can contain up to four reference datasets. 

There are two views:

  • Standard View

  • Yearly View

Columns in Standard View include:

  • Total—Total monetary amount budgeted for the line.

  • Units— Rooms, hours, covers, and so on.

  • Avg—Average.

  • POP—Percent of Parent.

  • POL—Percent of Line.

  • POR—Per Occupied Room.

  • PAR—Per Available Room.

  • P.M.—Performance Measure. 

  • Var—Variance.

  • %Var—Percentage Variance.

In Yearly view, the columns are grouped by financial periods.

Adding a note

  1. In the table, find the budget line to which to add a note.

  2. In the Notes ( icon ) column, select the Add Note icon ( icon ) next to the budget line.
    The Edit Budget Line Note dialog box appears.

  3. In the Note section, enter your note.

  4. Select Save.
    Your note is saved, and the icon ( icon ) changes to indicate that you have added a note to the line.

Viewing and editing a note

  1. In the table, find the budget line with a note that you want to edit.

  2. In the Notes ( icon ) column, select the Edit Note icon ( icon  ) next to the budget line.
    The Edit Budget Line Note dialog box appears.

  3. In the Note section, edit the note.

  4. Select Save.
    Your changes are saved.