Working with the Edit Master Budget Structure screen

You perform the following tasks on the Edit Master Budget Structure screen:

• Searching in the master budget structure

• Creating and organizing the master budget structure

• Adding a budget line to the master budget structure

• Reordering the master budget structure

• Cutting and pasting

• Deleting a budget line

• Assigning a percentage calculation to a master budget line

To perform the tasks on this screen, you must access the Edit Master Budget Lines screen.

Searching in the master budget structure

To search for an account name.

1. Click Search (  ).
   The search field appears.

2. In the search field, type the account name.
   As you type, the tree menu updates to display lines that match your entry.

Creating and organizing the master budget structure

Use the buttons in the control bar to create and organize the master budget structure so that it matches the master structure in the profit and loss (P&L) account.

Adding a budget line to the master budget structure

1. In the Master Budget Structure tree menu, do one of the following:

   1. Right-click the line into which you want to add a new line.

   2. From the fly-out menu, select Insert.
      A new line appears under the selected line. 

      or

   1. Click the line into which you want to add a new line.

   2. Click Insert (  ).
      A new line appears under the selected line.

   Note: You cannot insert into a line that has property budget lines already mapped. If you attempt to do so, an error message appears.

2. Type a name for the budget line.

3. Press the Enter key.

Note: If you click Insert ( ) without first selecting a line, the new line appears at the bottom of the tree menu.

Reordering the master budget structure

To change the order of budget lines in the master budget structure:

1. Find the budget line by either searching or expanding the tree menu.

2. Select the line.

3. Do one of the following:

   • Select Move Up (  ).

   • Select Move Down (  ).

Cutting and pasting

To cut budget lines from one position in the tree menu and paste them in or into another position:

1. Find the budget line by either searching or expanding the tree menu.

2. Do one of the following:

   1. Right-click the line you want to cut and select Cut from the fly-out menu.

   2. Right-click the line into which you want to past the folder and select either Paste or Paste Into from the fly-out menu. 

      or

   1. Select the grouping line you want to cut.

   2. Select Cut (  ).

   3. Select a new grouping line into which to paste the item.

   4. Select Paste () and from the drop-down list, select either Paste or Paste Into.
      The item appears in the tree menu.

Note: Paste inserts the cut line to the position of the selected line. All lower lines move down one level. Past Into inserts the cut line into the selected line. In the tree menu, the pasted line becomes a child line of the selected line.

Deleting a budget line

1. Find the budget line by either searching or expanding the tree menu.

2. Click to select the line to delete.

3. Select Delete ()

4. One of the following results occur:

   • If the line does not have configurations mapped to it, the line is deleted. 

   • If the line has configurations mapped to it, a warning message appears. Select OK to delete the line.

Assigning a percentage calculation to a master budget line

When managing a profit and loss (P&L) account, you often need to assign a line as a percentage calculation of another line. On the Map Property Budget Lines to Master Budget Lines screen, you use the Pin (  ) and Assign (  ) buttons to perform this task. When you pin a line and assign it to another line, you are indicating that the lines to which you are assigning a pinned line will be divided by the pinned line and displayed as a percentage in the Periodic Budget and Cognos reports.

For example, in the master budget structure for a hotel, you might have several lines within Rooms Revenue that you want included in the percentage calculation of total revenue. Using this feature, you would select (or pin) the line for Total Revenue and then assign it to all of the lines that should be included in the total revenue calculation. If your hotel has one million dollars in total revenue and you have $100,000 dollars of pet fees, if you pin Total Revenue and assign it to the Pet Fees line, in the report, Pet Fees should display 10% because 100,000 is 10% of one million:

Pet Fees (100,000.00) ÷ Total Revenue (1,000,000.00) = 0.1 = 10%

Notes:
Assigning a line as a percentage calculation in the master budget structure is for reporting purposes only. It does not affect values of items in the budget.
You can only pin a detail line, that is, a line that contains no child lines.
If you assign a detail line to a line that already has percentage calculation applied, then the new application overrides the previous applied line.

To assign a line as a percentage calculation:

1. Search or expand the Master Budget Structure tree menu to find the lines to use as a percentage calculation and the line to apply it to.

2. In the row of the line to use as a percentage calculation, select the gray pin icon (  ).

   Note: If the pin icon is blue ( ), the line is already assigned as a percentage calculation.

   The pin changes from gray to blue (  ), and the pinned item field updates with your selected line. When you pin a line and assign it to another line, you are saying that the lines to which you are assigning a pinned line will be divided by the pinned line and displayed as a percentage in the report.

3. In the row of the line to which you want to apply the percentage calculation, select Assign (  ). 
   The name of the pinned line appears in the Percent of Line cell, and the line is assigned as a percentage calculation. The lines to which you are assigning a pinned line will be divided by the pinned line and displayed as a percentage in the Periodic Budget and Cognos reports.