Viewing budget datasets

In the Budget Tree screen, you view budget datasets to do the following:

• Review budgeted revenue and expenses.

• Compare budgeted revenues and expenses versus other datasets. 

• Determine whether the budgeting methodology is correct for each line.

 

To view budget datasets:

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

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

3. 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.

4. From the Working Dataset drop-down lists, select the year and dataset that you want to use as the working dataset.
   
   The working dataset is the budget dataset with which you will be budgeting revenue and expenses.

5. From the P&L Group drop-down list, select the P&L group to view.
   If you accessed the Budget Tree screen through the Budgeting navigation pane, the system defaults to the first P&L Group that is configured in your budget structure. If you accessed the Budget Tree screen by double-clicking a line in the Budgeting Dashboard, that line appears as the selected and displayed P&L Group in the Budget Tree screen. You can change the P&L Group by selecting a new one from the drop-down list.

6. From the Reference View drop-down list, do one of the following:

   • To select previously configured reference view:
     

     • Select a configured reference view from the list.

   • To create a new view:

     1. Select Add or Configure.
        The Configure Views dialog box appears.

     2. Configure the view as necessary.

        Click here for field descriptions..

        

        Fields on the Configure View dialog box

        #	Field	Description	Notes
        1	Note	Informational note: Only the currency portion of any reference dataset will be shown on the Budgeting Dashboard Home screen.	Read-only.
        2	View controls
        	View Name	Select the reference view to work with.	Default: Your most recent view. If this is the first time that you are configuring or editing the view, the default is Default.
        	Add New	Adds a new reference view.
        	Clone this view	Creates a clone of the selected reference view. You can then rename the cloned view.
        	Delete saved view	Deletes the selected reference view.	Button is available only if a view is selected.
        	Tabs
        3	Datasets	Select the stats options to include in the working dataset. Options include: Delete Stat types AVG—Average = Total Budget Line Revenue or Expense ÷ Total Budget Line Units. POP—Percent of Parent: calculates what percent a line is in relation to its parent line. POL—Percent of Line: calculates what percent one line is of another line. POR—Per Occupied Room: calculates the total monetary amount for the budget line divided by occupied rooms. PAR—Per Available Room: calculates the total monetary amount for the budget line divided by available rooms. PM—Performance Measure.  Select stat types for Reference Datasets (1 - 4) Options include: Reference Dataset Selector Delete Stat types: AVG—Average. POP—Percent of Parent: calculates what percent a line is in relation to its parent line. POL—Percent of Line: calculates what percent one line is of another line.  POR—Per Occupied Room: calculates the total monetary amount for the budget line divided by occupied rooms. PAR—Per Available Room: calculates the total monetary amount for the budget line divided by available rooms.	Notes on stat types: AVG—If you choose to show Average, all lines that do not contain the same type of units will show a blank due to the line not containing units or a mixture of units (hours and KBIs). POL—Percent of Line is configured on the first main screen of the Add Budget Line wizard or on the General tab of the Edit Budget Line dialog box. POR—There needs to be a KBI with a code of TTLRMS to show POR. PAR—There needs to be a KBI with a code of AVAILRMS to show PAR. PM—Although all lines can have performance measures, Unifocus recommends applying performance measures (productivity, FTE or cost of labor percent) to job lines. Performance measures are configured on the second main screen of the Line-specific fields on the Add Budget Line wizard and the Edit Budget Line dialog box.
        4	Variances	The Variances tab includes a table with the following columns: Datasets—Read-only list of configured datasets. Variance—Select to see variance between the working and reference dataset.   Percent—Select to see the percent variance between the working and reference dataset.
        5	Options	Select information to display in the table: Show Units Show Notes Account Codes Show Budget Lines All Active only	Type of units are KBI or Hours (Regular and Overtime). Unifocus recommends showing all lines. The Budgeting software indicates whether a line is active or inactive in the working dataset.
        6	Buttons
        	Cancel	Closes the dialog box without applying your changes.
        	Save	Saves your changes and closes the dialog box.

        
        

     3. Select Save.

        Note: Reference views that you add or edit on Budget Tree screen are also available in the Budgeting Configuration screen. 
        

        For information on configuring and editing reference views, see the following:

        • Creating a reference view in Budgeting

        • Editing a reference view in Budgeting

7. Select one of the following Data View options:

   • Standard—Displays the totals, units, and stats for the selected working dataset and reference view. You can select which period data to view.

   • Yearly—Displays information that is organized by financial periods.

8. If you selected the Standard Data View, from the Period drop-down list, select the financial period for which to view data.

   Note: If you selected Yearly as the Data View, the Period option is not available.

9. In the table, expand the tree menu to see details on datasets and budget lines.
   

10. (Optional) A blue information icon in a budget line row indicates that you can select the icon to see more information about the line. To view more information about the line, do the following:

    1. Select the icon to review.
       An information card appears.

    2. Review the information and do one of the following:

       • To take no action and close the card:

         • Select Dismiss.
           The card closes.

       • To edit the line:

         1. Select Edit.
            The Edit Budget Line dialog box opens.

         2. Edit the lines as necessary.
            For more information, see Editing a budget line in the Budget Tree screen.