Mapping budget lines in the Budgeting screen

Owned by Frank Gambino
Last updated: Jul 18, 2018 by Carissa Warnock (Unlicensed)

The steps below show you how to map budget lines to your company's master budget structure.

 Click here to learn more about master budget structures

 

A master budget structure is needed to allow for roll-up reporting outside of a single property. Most companies have similar chart of accounts (COA) in which an account number is used to record revenues, costs, and units for a specific reason. However, each individual property describes the COA differently. For example, in a Food & Beverage Department of a hotel chain, all full-service properties have at least one restaurant (and some have many). A company does not create a single COA entry for each restaurant at all of their properties—doing so would result in a massive and untenable COA. The company usually creates multiple cost centers. Because each property in the company's portfolio might have a differently named restaurant, budget administrators customize the company's COA to their needs. This process includes customizing the names for restaurants in their COA and budget tree.

Additionally, most companies start with a standardized account code and naming structure in their accounting system. However, some companies do not control the naming of the accounts once that template has been applied to a property. This means that the names on the accounts can (and most likely will) vary just like the budget lines.

Note: This is the slowest way to map budget lines. It requires users to go to each property's budget and edit line by line. The Map Property Budget Lines to Master Budget Lines screen provide a much faster way of mapping your budget structure. The Master Budget Structure screens must be activated for your properties. For more information, see Master Budget Structure.

To map a budget line: 

  1. In the toolbar, click the Main Menu icon (  ).
  2. From the drop-down list, under the Financial section, select Budgeting.
    The Budgeting screen appears in a separate tab.
    For more information, see Budgeting.
  3. In the Manage Budget Lines row, click Update/Start.
    The Manage Budget Lines screen appears.
  4. Expand the Budget Line tree menu, to find the detail line you want to map.
  5. Edit the detail line by doing one of the following:
    • Double-click the line.
      Or
    • Right-click the line and select Edit Budget Line from the fly-out menu.
      The Edit/View Line dialog box appears.
  6. Click the General tab.
  7. Next to the Show % of lined based on field, click the Select Budget Line button (  ).
    The Select Budget Line dialog box appears.
  8. Select the line to map.
  9. Click OK.
    The dialog box closes, and the budget line appears in the Show % of lined based on field.
  10. Click OK.
    The Edit/View Line dialog box closes.
  11. At the top of the Budgeting screen, click Save (  ).
    The budget line is mapped.