<?xml version="1.0" encoding="UTF-8"?>
<chapter id="details.budgets">
<chapterinfo>
<authorgroup>
<author> &Colin.Wright; &Colin.Wright.mail; </author>
</authorgroup>
<date>2010-07-25</date>
<releaseinfo>4.5</releaseinfo>
</chapterinfo>
<title>Budgets</title>
<sect1 id="details.budgets.define">
<title>What is a budget?</title>
<para>
A budget is a categorized list of expected income and expenses for a period.
</para>
<para>
The Budget facility of &kappname; allows you to create annual budgets. More
than one Budget can be created for any year. You set monthly Budget values
against any Income or Expense categories that you have defined. The values can
be set in three ways, depending on the Period:
</para>
<variablelist>
<varlistentry>
<term>Monthly</term>
<listitem><para>(Default) specify a single value applied to every month in
the Budget</para></listitem>
</varlistentry>
<varlistentry>
<term>Yearly</term>
<listitem><para>specify a single value to divide evenly across each month in
the Budget</para></listitem>
</varlistentry>
<varlistentry>
<term>Individual</term>
<listitem><para>specify separate values for each month.</para>
<para>This is used for income and expenses spread irregularly through the
year.</para></listitem>
</varlistentry>
</variablelist>
<para>
&kappname; provides a number of reports which compare actual income and
expenses against the entered Budgets.
</para>
</sect1>
<sect1 id="details.budgets.create" >
<title>Your budgets</title>
<para>
You can access your budgets by clicking the appropriate icon in the navigation
pane at the left hand side of your &kappname; window.
</para>
<sect2>
<title>Creating, changing, and deleting budgets</title>
<para>
This section of the Budgets window displays the list of Budgets contained in
the current file. If no Budget has yet been created the list will display a
single empty Budget called "Budget <year>" where <year> is the
current fiscal year. The list of Budgets has two columns:
</para>
<variablelist>
<varlistentry>
<term>Name</term>
<listitem>
<para>Name of the Budget</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Year</term>
<listitem>
<para>Fiscal year of the Budget</para>
</listitem>
</varlistentry>
</variablelist>
<para>
Values from the selected Budget are displayed to the right. To select a
different Budget you can click on the Budget in the list. Alternatively, when
the list has focus, you can select a different Budget using the up and down
keys. If you have made changes to a Budget and then select a different budget
&kappname; will ask you whether you want to discard the changes.
</para>
<para>
There are five buttons above the list of Budgets.
</para>
<variablelist>
<varlistentry>
<term>New</term>
<listitem>
<para>Create a new budget</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Rename</term>
<listitem>
<para>Edit the name of the selected Budget.</para>
<para>You can also edit the name of a Budget by clicking on the name of
the selected Budget or double-clicking on the name of a different
Budget.</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Delete</term>
<listitem>
<para>Delete the selected Budget</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Revert</term>
<listitem>
<para>Reverts the selected Budget to its last stored state.</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Save</term>
<listitem>
<para>Accepts any unsaved changes to the selected Budget and
stores them.</para>
</listitem>
</varlistentry>
</variablelist>
<para>
Additional options are available on a menu accessed by right-clicking on a
Budget.
</para>
<variablelist>
<varlistentry>
<term>New Budget</term>
<listitem>
<para>Create a new, blank Budget.</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Rename Budget</term>
<listitem>
<para>Rename the selected Budget.</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Change budget year</term>
<listitem>
<para>Displays a window with a list of years to select a different budget
year.</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Delete budget</term>
<listitem>
<para>Delete the selected Budget.</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Copy budget</term>
<listitem>
<para>Creates a copy of the selected Budget. The new Budget has the name
"Copy of <budget>", where <budget> is the name of the copied
Budget.</para>
</listitem>
</varlistentry>
</variablelist>
</sect2>
<sect2>
<title>Account List</title>
<para>
The Account List displays the list of Income and Expense Categories. As in
other places in &kappname; the list is organized in a tree structure. The list
can be expanded or collapsed to show or hide Subcategories within a
Category. The Account List has a number of columns:</para>
<variablelist>
<varlistentry>
<term>Account</term>
<listitem>
<para>Account name</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Type</term>
<listitem>
<para>Account Type (Income or Expense)</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Tax</term>
<listitem>
<para>Checked if a Category included in Tax Reports</para>
</listitem>
</varlistentry>
<varlistentry>
<term>VAT</term>
<listitem>
<para>Checked if a Category marked as a VAT Category</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Balance</term>
<listitem>
<para>Current balance of Account. Blank for Categories</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Value</term>
<listitem>
<para>Total yearly value in the Budget. If an Account has Subaccounts and
the Account's list of Subaccounts is collapsed the value displayed is
the sum of the values for the Account and all of its Subaccounts.</para>
</listitem>
</varlistentry>
</variablelist>
<para>
The Account List can be filtered using "Hide unused Categories". In Budgets
this hides any Categories for which no value has been assigned to the Category
or any of its Subcategories.
</para>
</sect2>
<sect2>
<title>Assignments</title>
<para>
The Assignments area shows the value for the selected Account.
</para>
<variablelist>
<varlistentry>
<term>Account</term>
<listitem>
<para>Displays the name of the selected Account. If the Account is a
Subaccount, the full name of the selected Account is displayed in the
Account:Subaccount format.</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Total</term>
<listitem>
<para>Displays the total yearly value assigned to the Account</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Include subaccounts</term>
<listitem>
<para>In Reports show actual income or expenses in Subcategories belonging
to the Category against the Category instead of the Subcategory.</para>
<para>If a Subcategory has a value defined in the Budget the income and
expenses are shown against the Subcategory.</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Clear</term>
<listitem>
<para>The Clear button resets the budgeted account value or values to
zero.</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Period</term>
<listitem>
<para>The Period radio buttons allow you to select the period for which
the value applies</para>
<variablelist>
<varlistentry>
<term>Monthly</term>
<listitem>
<para>A single value is entered, specifying the amount per
month. This is the default setting.</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Yearly</term>
<listitem>
<para>A single value is entered, specifying the amount per
year.</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Individual</term>
<listitem>
<para>Values are specified for each Calendar month. This is used
where expense or income is spread irregularly through the
year.</para>
</listitem>
</varlistentry>
</variablelist>
<para>
If a value is or values are already specified and the Period is changed
&kappname; will ask whether to use the current total yearly value to
assign the new values.
</para>
</listitem>
</varlistentry>
</variablelist>
</sect2>
<sect2>
<title>Update and Revert</title>
<para>
For performance reasons, changes made to a Budget are not saved
immediately. Instead, they first have to be stored using the Update button and
then permanently saved using the &kappname; Save.
</para>
<para>
When a Budget's values are first modified, the Update and Revert buttons are
enabled. Multiple changes can be made to the Budget. Pressing Update will
store the changes, disable the Update and Revert buttons and enable the
&kappname; Save.
</para>
<para>
The &kappname; Save only saves changes that have been stored using the Update
button. Thus, if you have modified a Budget but not yet stored the changes
&kappname; Save will not affect the modified Budget and the Update and Revert
buttons remain enabled.
</para>
<para>
Revert undoes any changes made to a Budget since the last Update and disables
the Update and Revert buttons.
</para>
<para>
Changes stored using Update but not yet saved using &kappname; Save can only
be reverted by reloading the &kappname; file.
</para>
</sect2>
</sect1>
<sect1 id="budget.details.reports">
<title>Budget Reports</title>
<para>
&kappname; provides a number of reports to compare actual income and expenses
against Budgets. These are listed in Reports under "Budgeting". There are two
types of Reports:
</para>
<variablelist>
<varlistentry>
<term>Budget only</term>
<listitem><para>Reports displaying values from a Budget: Monthly Budget
Displays the monthly values from a Budget. Yearly Budget Displays the
monthly values from a Budget, with yearly total.</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Compare Budget and Actual</term>
<listitem><para>Reports comparing values from a Budget to actual income and expenses. In
each budget report you can find the columns Budget, Actual and
Difference. Each report differs in the period that is shown:</para>
<variablelist>
<varlistentry>
<term>Budget vs. Actual This Year:</term>
<listitem><para>From the beginning of the year until today</para>
</listitem></varlistentry>
<varlistentry>
<term>Budget vs. Actual This Year (YTM):</term>
<listitem><para>From the beginning of the year until the last day of the previous month</para>
</listitem></varlistentry>
<varlistentry>
<term>Yearly Budgeted vs. Actual:</term>
<listitem><para>From January 1st until December 31st</para>
</listitem></varlistentry>
<varlistentry>
<term>Monthly Budgeted vs. Actual:</term>
<listitem><para>From the beginning of the year until the last day of the current month</para>
</listitem></varlistentry>
<varlistentry>
<term>Yearly Budgeted vs. Actual (Graph):</term>
<listitem><para>Same as the previous report but it shows the graph by default</para>
</listitem></varlistentry>
</variablelist>
<para>These reports provide a base from which custom reports can be created by
changing the date range and Budget, among other options. </para>
</listitem>
</varlistentry>
</variablelist>
</sect1>
</chapter>
