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good afternoon everyone I'm Michael I'm going to be your host for this afternoon session it's part three of our budget series of webinars that we've been running so today we're looking at the advanced budgeting methods and we're looking specifically at analysis and also some of the reports that are available to you as well I'll give you an idea of what's available beyond the reports as well if you want to go down that route depending what level of detail you require now the session was originally advertised at 45 minutes I think probably we'll we'll get through it in round about half an hour today but obviously it will be booked into your calendar for the 45 minutes still uh so just I suppose it just depends on how many questions we get but there aren't that many reports to look at in today's session so we'll see how we get on now a little bit of housekeeping just before we get started and I'm assuming the fact that you're you you're along for part three of the three sessions that we have run uh today then you'll be familiar with this but just as a reminder you don't need a microphone if you've got one you'll find you just muted automatically so you can't unmute yourself during the session so any questions that you've got for us you'll just need to pop them into the questions panel to access that you just need to click that little icon on the toolbar which should be down the right hand side of your screen so the one that looks like the speech bubble give it a click and it will expand that and you'll get access to the box at the bottom right hand corner as usual if you want a copy of today's slides and I would encourage it to download the handout today it's got quite a few links on that we're going to be using today uh for some information that you may not have come across before some of the services that we offer such as the report design service and also the Excel report design service so I'll be telling you a little bit about that towards the end of the session so it'll give you nice easy access to those those areas within our help center if needed but keep keep your questions coming I will obviously we'll try and answer as many of those as we can uh some of you will probably have some tricky questions I'm sure so if we don't get a chance to answer those during the session today we'll just try and drop you an email at some point either today or by close of play tomorrow but keep do keep them coming we'll try our best to answer as many of those as we can as usual you will receive an email later today as well that will include links so that you can register for future webinars you can watch recordings and by the time you get that the recording of today's session should be readily available to you as well so watch out for that one this is what we're going to be covering in today's session so originally it was advertised as reports only but uh I want to cover analysis as well because you it gives you that extra flexibility so I'm going to include that in today's session so again little bit of background almost like a little bit of a recap on what we covered so far in sessions one and two uh we'll then run through demonstrations or setting or checking the method that you set up for uh we'll look at the a couple of the analysis options that you've got available so looking at your information on screen uh and maybe exporting that information as well which is often overlooked particularly on the budget side you probably find if you work in that sort of budgets or financial management type of area that you probably work in in probably Excel quite a bit as well so transferring information across uh uh we'll be covering that one we'll then move on to reports as well give you an idea of the few reports that are available uh and then obviously encourage it to give it a go as well I've mentioned that on each of the sessions so far probably this one more than most give it a go you've got the demo data and the practice data are available to you just at the end I'll explain more about the additional support and also we'll try and pick up those outstanding questions if you have any as well so as I say keep them coming if we can't answer them on the session you'll get an answer afterwards so a little bit of background uh before we do get started looking at the analysis and the reports and again it's all about checking your method so we've covered that on each of the sessions so far nice and easy to check your method you just within your software you go to settings company preferences choose the budgeting tab at the top now there are essentially I've mentioned four budgeting options there so there are two methods standard and advanced and within Advanced you will then have a choice of the three options nominal Code Department overview and Department in depth so in session one for budgets we covered the standard option give you an idea of how to set that up and also reports that were available for the standard budgeting method in session two we covered the three Advanced options and sorry session two and in session three obviously we're covering the reports relating to them so that's what today's sessions all about now remember the advanced option is only available if you're on the standard level or the professional level of ch50 if you run Essentials you'll only have the standard level available to you so that's something just to to be aware of just in case now if we're going to start with analysis today now there are two key options when it comes to analysis and and this is where we we're probably going to going to be quite in depth as well so the the some of the options that you have available or reports which we cover a little bit later on some will be applicable to some of the advanced methods some won't but also level different levels of the software can have an impact as well so two I want to cover uh both within the uh Department's area uh to begin with so so one is to go into the budget itself and actually just view the budget and have a look and see what information is actually there and obviously you've got the option when you're viewing a budget against whether that's against an individual nominal code or whether it's against a department and you've entered a budget against that or against the department and all the way down to nominal code level so if you gone for Department in depth you you'll be able to view that budget now you can see it on screen you'll see the the the budget you've set and also you'll see the actual figure that's recorded against that so you can analyze it just on screen you can see that information you can send the information across to excel if you all want to analyze it maybe just you just want part of the information also within the Department's area you've got various columns available to you now the columns when we look at these a little bit later on you will only have these columns available to you if you're using one of the advanced Department methods you won't get this or these options if you're on the advanced nominal code method obviously you don't get it if you're on the standard method either so we're going to quickly cover these options just to almost like point you in the right direction so I'll share my screen and we'll see if you can have a look at what I'm what I'm actually talking about so we're going to start by going into uh departments and all three of the advanced Department methods can be accessed in this way for the the budgets uh so we just pop into budgets to begin with and it doesn't really matter what method you're on obviously you'll drill down until the relevant values become active now if I just key in as you've seen in previous webinars if I just key in uh a value and I'll just split it and we can see we get a budget value so it's put ,000 into each of those against each of those uh in this case to against should be in Department one that would probably help so yeah I thought I thought I had information prepped so in Department one have we drill down all the way down to 4,000 so I'm actually set up on the advanced Department indepth uh uh method in today's session so we can see when we get all the way down to that level our budgets become active so we can see the the actual individual uh monthly budget we can see the actual figures so as we enter transactions against in this case against department number one against nominal 4,000 it will go into the relevant period so you see we've got nothing in the month of February for the time being so if I go and record a sale against that one so we just close out very quickly uh I'll just I'll just do it as a bank receipt so we can show some income so let me just check my financial year so I want February 2023 on this set of data just so you can see that one so we'll do uh Bank receipts I'll go back a year just to make sure it's in the right Financial year for this set of data uh just put a reference in make sure I do it against the right nominal code and I want to post that to department number one that's s seals and we'll do1 123 so we'll apply V see of it and now when I go back to departments and then uh widgets we choose department number one are we drilled out and we can see that that value has been picked up so we can see the information on screen we've got the actual budget that's been set which obviously we can change it at this point if needed and we've got the actual figure that's built up for that period we've got the the variance that's been calculated as well now if that's all the information we needed maybe we just want to view it on screen uh but we do have the option we can print that but we can also send that information across to excel so just about throughout the software you've got that send to excel option available to you if I just give it a click if you've got the desktop version of excel installed on your PC it'll transfer that information across so I just need to widen those columns I'll I'll just do them all in one go and we can you can see it's transferred that information so if you're wanting to manipulate that information or link it with other spreadsheets Etc you can you can easily do that right let's just close out with that one now that's available for all level uh all uh budgeting methods so all three of the advanced methods if you get into it you're at that point where the budgets are active at the bottom then you can send that information across to excel so that's on screen analysis the other option if you're on an advanced method and it's one of the two methods where it's Department either overview or in depth then what you will have is within the Departments area is you will have additional columns now you won't have these additional columns if you're on Advanced by nominal code but for the Department methods you get these additional columns so it's a bit like a bit like a profit and loss as it were now you can display additional columns as well so if I just right click on any of the column headings you can see there's quite a few additional ones just switch them on now just in case you're wondering about cm and uh YTD cm is your current month and YTD is going to be yet to date so it's again bit like sort of the profit and loss where it's looking at uh it it splits it between sort of period And yet figures so you've got CM Revenue actuals so Revenue actuals whether it's in the CM column or the YTD Revenue actuals if you've got that one Switched on that's going to be looking at your chart of accounts and it's going to look at in this case the sales section so it's going to see which nominal codes it should include in that figure so it's all of the essentially the actual values for Department one that are in the within the essentially the current period you've got your budget figure which is being set against those you've got your Revenue variance so essentially your Revenue actuals minus your Revenue budget so you've got that calculated on screen youve then got your expense actuals now I haven't got anything in mind but expense actuals is going to look at the rest essentially the rest of your uh your profit loss area so it's going to look at your purchases so any nominal codes that are essentially flagged as a purchase nominal code any that are flagged as a direct expense nominal code overheads and also it would include taxation if you've got that included in your chart of accounts as well so we look at all of the actuals again for the same sort of period you've then got the budget figures that you can include and then you've got again you've got a similar calculation to this one here where it's the actual minus the budget and it gives see that generates the variance for you now if I want to again as just as before I've got the send to excel option at the top of the screen there so I just if I give that a click and it'll transfer that information across now notice it transfers all the information across there and it will transfer the information based on the The Columns I've got displayed as well so if if I knew when I transfer that information across that I don't want certain information so maybe I don't want the expenses transferred across so rather than transfer it and then then sit removing it I might think well I don't don't save that I can just come in and I can right click and and start switching The Columns off and you can switch these columns on and off at any time you can revert back as well if needed to just using the defaults so goes back to those those four so again if if I was happy with that one send to excel it trans transfers the information across for me and I've got that information I start manipulating it if I need it to it's a good way to sort of analyze it you can do that when we run reports which we'll be looking at next and questions so far quick one from uh Shabana there let's have a quick look so shabon your your your question there uh where you you're seeing right you're not in a position yet to run your year end so your year end in this case was sort of end of September last year and you haven't run year end yet because you're waiting for the accounts to be finalized that's fine but yeah you would have some sort of restriction in in different areas but I'm going to come on to that a little bit later on when I mention the the Excel designs uh report design service so that's something if you're going down the advanced route we are going to have a look at some of the reports you've got available but if you are going down the advanced route there's an excellent report that potentially you could you may even have free access to depending on your level of cover and you would just then access the information directly from within Excel itself that means you can run beyond the end of your financial year so I saw a demonstration of that one the other day unfortunately I don't have access to it myself so I can't demonstrate it for you but it is it is something that is available so it works around sort of pivot tables and things like that so you do previous years current years future years or what we would term in the budget world of of being a a for forecast year so it is possible but not with the standard reports so it be pretty much the same restrictions of what you've had previously when you're running the likes of your your standard sort of management reports hope that makes sense but bear with me we'll come back to the the reporting site in just a second right uh now one thing I was going to mention there and I've actually already got it set up on mine is when you're sending to excel so when you're using this option so when I clicked it you'll notice it only it transferred the default but also it transferred departments one two and three and for those of you that oh I've got bit of an Eagle Eye watching the reason it only sends that is that that's because that's what I've got listed now I've got a filter applied at the minute if I remove that filter so it displays all of the budgets so that's sorry all of the Departments I should say I'm getting confused now uh so it goes all the way from zero up to 999 now what that means is if I was to click Send to excel which I'll do and it's really quick on mine anyway but I'll do that because it doesn't filter out you can see there it's it's mentioning that it's copying a th so it's not just what I've got selected it's sending that whole page so it takes a little while to send that information so I'll show you this little little trick in a moment as well so what I'm left with then is I've got loads of departments on this report which actually I don't need I hav the not in use so if you wanted to go down the same route as what I'd done with sending that information across what you need to do just apply a little filter and I've done where Department name is not equal to Black blank so what I'm what I'm seeing in the background there is only display Department departments on this list that actually have something in the name column and when I apply that the ones that aren't in use so the ones that don't have a description they're actually hidden and that means because I filtered that list when I do send to excel it'll only send the ones that are listed otherwise potentially you could be sat there for a while while it sends that information across depends how quick your PC is how much data you have Etc so that's just a little tip there and it means I can toggle on and off using this little filter icon as well so if I wanted them all back nice and easy to do that if I put a name against department number 15 as an example so just I'll put my name in just as an example save it and then if I switch that filter back on on you can see that number 15 is listed again even when the filter apply cuz it's it's got a name now let's just take that one back out I'll save the changes reapply the filter and I'm back to where I was so good little tip that one if you're not familiar with filters we've got various webinar recordings on that and there's Lo of information in our help center as well right let's pop back to the slides so next we're going to look at the the reports themselves what we originally advertised the webinar uh as covering now in the standard budgeting session when we covered that in uh part one the majority of the reports in fact all the reports relating to the standard budgeting method you'd go into nominal codes and then you've got some icons on your toolbar at the top the comparative p&l it includes budget information variances that includes budget information but also you could go within nominal C you could go to reports and then you had nominal budgets and there was quite a list of reports and one of the most common sort of queries when people first switch to one of the advanced methods is right well I've gone into nominal codes and I've clicked comparative profit and loss but actually it's not pulling through my budget Figures it's got some Maybe it's got some historic figures in there from when you on the standard method or maybe it's got nothing in there and you're thinking well I've actually keyed some in so why is it not pulling it through so when you switch from standard to Advanced budgeting it's a whole new set of reports they're all less of them albeit but it is a whole new set of reports because it records that information in different areas so it's actually behind the scenes it's in different data files so your standard budgeting is pulling it through from essentially your nominal area whereas the advanced budgeting will be pulling it through from the budgets uh area itself so for advanced budgeting you would need to go into departments and reports and you would go into advanced budgets or you into the variance folder now the availability of these reports and the use of these reports will be dependent on the budgeting method that you've got set in use now to save me having to explain which ones are available at what level I've included the link at the bottom there so if you have downloaded the the handout you can click to access the help article which outlines the reports and where you would find them and which obviously which which of the advanced budgeting methods there would be applicable to that would also include the standard budget report so if you're still on the standard budgeting method it would include information about those as well let's just have a quick look at some of them though I really would encourage you to have a go of them so we'll come back to that one in a bit so I'll just share my screen again so again as I mentioned we're going into departments and then into reports and if we pop into the advanced budgets you'll see there's a few reports readily available now this first one this actually their first two they are very similar obviously one concentrates on months 1 to six and the second one is months 7 to 12 it is obviously based around whatever your financial year is that you've got set so let's just run the first one we'll preview it I'll just accept it all nominal codes just leave my chart of accounts as is just okay that and it'll give you this this type of information now it is including all of the nominal Cordes there so it's showing you the the relevant nominal codes what the figures are for the relevant months Etc so the first one that advanced budgets uh months 1 to six so it's telling you what the budget figures actually are we're not talking about uh actual figures at this stage we're talking about actual the budget figures themselves so the first two are pretty much pretty much the same just picking up different months this one here quartly budgets so the third one on the list there got some notes on that one as well I'll just quickly run it so you can see it first of all so again I'll just accept all of the criteria that's where I would encourage you to have a bit play around with that as well and have a go of it uh so just so you can see what that looks like so this is the uh for got the right one there let's make sure I have yeah so the quartly budgets going to be pretty pretty similar but you're looking at it's it's going to group it depends what information you want so a lot of budgeting you find people are there it's not just an annual basis that you you're going to start analyzing your figes on it's you're going to get in the depths of right we do it every six months or every every quarter even possibly even every month or you might even be uh might even do it even more frequent than that so again have a good look at them now when you when you looking at this type of information remember you can send that information across to excel as well so if you are after that type of information what you would do you click export now if you click export on any report it will default to PDF but there will be Excel options available to you now if you're saving as an Excel file what you may as well do just cancel out of that is actually send the report to excel in the first place now these are very different what you're going to get so one is to send the report to excel so it's actually going to look like this within Excel itself so let me just show you that one so you might have additional columns in there and possibly additional rows Etc some rows information will be sort of spread across a number of rows so it really depends what what you want so that's essentially transfer transferring the report format the other option that you've always got available is data to it Excel as well I suppose so I suppose it depends if you want to analyze the information sends that information in a whole different format that but again you've got options where you can you can start filtering it down if you needed to so we could you know we could we could pick on a specific nominal code if we wanted to let's just pick on 4,000 so we we've got that type of information available to us at that point hold not bother saving that one obviously profit and loss by department so it's very similar to what we looked at remember when we in in session one if you were around for session one when we looked at the the likes of the the standard sort of variance reports the ones where you would have gone into into nominal cords and you would have run uh you would have had your variance report at the top here uh or your comparative P so this one's going to be very similar so if we go into departments into reports Advanced budgets we'll choose that one and we'll run it oh just me got no figures in there to to to show that I'll just hover over it so you can see what that would actually look like so it's it's very similar in in the to the variance report within nominal codes when you're on the standard method it's going to have an actual column based around your chart of accounts it's going to have budget information it'll pull that through for you and also oh just disappeared it'll have that variance information as well so actual less the budget so it'll include that on that and again you could send that information to excel if needed the other one to mention is the the one within the the variance so you've got the departmental budget report in depth now as it suggests for this one this is for the uh Department indepth uh budgeting method only this one and again that would be explained on the on the uh The Help Center article which lists the reports if needed so let's just run this one I'll just accept all the criteria and again it'll it'll pull that information through for you now again this is another one where it's probably more beneficial at this stage just to actually send that information across to Excel and then start analyzing it yourself could be quite lengthy if you were just to generate that report because of the the spacing on it as well but have a good look through those reports see what's available can you get out the information that you specifically need now if I pop back to the slides for couple of minutes keep mentioning give it a go I've mentioned this throughout the budget sessions or one two and three use the demonstration data use the practice data have a go of these see how they work make sure you can get at the information you want once you've keyed it in uh much better to find that out and maybe you can't quite get what you're have than to key in loads of information and then you think right I've just spent all that time in actually because of my understanding I I can't really get out the information now I'm really after so try the demonstration data and the practice data you can amend the the the budgeting methods in there and then start playing around with the reports as well again if you want that list of reports it's on the previous slide so use that that link easy enough to find within the help center itself though if you are prompted for a log on when you're you're going into either the uh the demo data or the practice data just be manager and there shouldn't be a password for that so you'll either when you're opening stage you'll get a bit like what you can see in the screen there the larger image there you'll be prompted to access or it will include on the company selection list demonstration data or practice data or if you're already in your company you just go file open and then you'll get the two options open demo data open practice data and off you go now this is what I mentioned earlier this is something I would encourage you to explore so if you can't find what you need you can submit a query online now for for the reporting side of things we don't normally accept the it's normally best these days to submit your query online I've included the link on there but if you you access any any sort of support article relating to reports what what information is or isn't available or you're wanting maybe something specific then you can submit your query online and that would potentially be escalated to our report design service now depending on your level of cover you may be entitled to some free reports a support team would be able to advise you on that whether you are you want uh but if you are then things like the advanced budget forecasting report may be included if not you you could always maybe just be chargeable so there is an Excel report design Service as well and again I'm assuming as I mentioned earlier that a lot of you will be familiar with working in Excel particularly when you're talking about budgets a lot of people are so there is a there's a great uh Excel uh report that you can gain access to if you follow the link on the the uh the slide there if you've downloaded the handout then it will take you to the relevant information there's some great reports that you can have access to within Excel they may or may not be included as part of your your subscription but our support team would be able to advise you on that sometimes if it's not sometimes it's not possible or not as easy to design those reports within the s report designer and therefore we'd sometimes escalate that to our Excel report design service so when I had a demonstration of this one uh last week we're looking at that and and it uses a combination of uh a number of pivot taable so if you're want to bring in forecast years or historic years you can do that so I would encourage you to maybe uh investigate that route as well if you can but I've included the link should you want to see it right now it does bring me to the end of the demos so if you've got any questions if you want to pop them in there now and either myself or Jackie will try and answer those for you if not if they are a little bit more complicated we need to look into them a little bit more I'll get an answer to back to you either by the end of today or at some point tomorrow but if you got any questions if you want to pop them in there now uh by all means email them in as well well if you prefer if you weren't quite with us at the beginning and you've got any questions you just need to click your little little speech bubble icon on your toal bar and then you can start typing in the the questions panel at the bottom right hand corner just to remember our help center is available there's loads of information in there I've provided obviously some links uh across to our Excel report design service that type of thing lots of information about budgeting as well uh especially that budget reports it will guide you into the right area to to run the reports we've covered today give you an idea of what's available per budgeting method as well if you didn't get a chance to attend budgets part one or part two they are available from our recordings Library the link will be included on your followup email just let you know some of the sessions we've got planned in for over the next couple of weeks from report designer tomorrow morning we'll be looking at adding in analysis Fields into your documents so maybe pulling through additional information onto the likes of your invoices uh we'll be looking at inactive records tomorrow uh we'll then be starting a series of emailing documents uh webinars so we're looking at invoices and statements remote data access you see that flexibility of working for multiple locations either you or your colleagues possibly even your accountant as well giving them access to your accounts so while than traveling back and forwards they can just link directly into your accounts and also Bank feeds as well I've been running that one for quite some time the bunk feed sessions so ever popular those if you are interested then as I say links to both the live registration page and our recordings page they all included in your Follow by email right last call for questions I'm sure you'll probably think of some afterwards so you can reply to any of your webinar emails they will the questions will then come direct to myself and we'll try and get that sorted for you so if you do think of anything afterwards nice and easy right okay does bring us to the end of the webinar and unless any questions do come through uh very quickly uh we just got one from Emma there I'll try and pick that up in a minute uh will so let me quickly thank you for just for coming along hope you've enjoyed it giving you a little bit of an insight into the reporting side I can't encourage you enough to go and have a go of it it's it's the best bit of advice I can give you with the budgeting side because it is some is very unique to your type of business the way you want to report but there will be a short survey pop up it's just as normal if you can take a minute to complete that any thoughts ideas you want to share with us pop it on there we greatly appreciate it follow up email we'll be with you in run about an hour's time so if you want to register for future webinars watch recordings bit of a recap on what we covered today that will be available for you right quick one from Emma then let's let's see if I can pick this one up then so mentioned about the comparative p&l uh the comparative p&l report is not available using the advanced method uh if not is there any that gives the same information so the compar of p&l let me just share my screen I'll even try and share the right screen that would probably help there we go let's just get rid of that Excel that we're looking at earlier on that report so I think we're talking about uh this one here the compare p&l so you've still got that one available so when you run that one and you're running it from this specific area the problem with this specific report is that the budget information that it's going to pull through is from nominal code level so it's not pulling through your your budget information based on the advanced budgeting methods so that's where you would need to go down and look at the the the sort of the the reports that you do have available to you so I think the one you'd be after the closest you're going to get is this one here so within Department ments reports Advanced budgets it's going to be that one profit and loss by Department Advanced budget and variance so I think that's the one to maybe take a look at there Emma is anything you do need or remember there is that where you can submit that query online they'll have a great idea of what's already being requested what's available to you Etc so do do use that right right that was the only question we've had so far so I think we'll we'll wrap the webinar up at that point so once again many thanks for coming along you can take a minute to complete that short exit Ser would be appreciated first time you run this specific session so it's always a good idea to almost like just gauge people's reaction was it in enough detail do you want more detail uh that type of thing so any thoughts that you want to share with us pop it on there be greatly appreciated right we'll wrap the webinar up at that point though many thanks for coming along C if and hopefully we'll see you on some other sessions soon many thanks