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Intelligent Technologies, Inc.

Tracking Budget Changes in Microsoft Dynamics GP 2010

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In a previous blog we discussed the increased efficiency recognized with budgeting in Microsoft Dynamics GP 2010 by consolidating multiple budgets into a single budget.  Basically, multiple departmental budgets can be combined into a single consolidated budget, removing the need to cut and paste and otherwise jump through hoops to deal with budgets created by different departments.

Another new feature of Microsoft Dynamics GP 2010, is the ability to enter budget only transactions.  As we all know, the first draft of a budget is rarely the same as the final draft of a budget.  Often there are numerous iterations of the budget as various additions, subtractions, and modifications are requested.  With previous versions of Dynamics GP we would have to make each change directly to the budget, which would correctly update the budget, but we immediately lost the original version of the invoice.  If we wanted to keep a copy of the original for review, we would have had to either export it to Excel and save it or we would have to create a new budget based off of the original and then modify the new budget.

Budget Transactions make it a little easier to not only enter changes to current budgets, but to also track those changes.  As long as we enable Budget Transaction history in the General Ledger setup window, we can use the Budget Transaction Summary window to review the adjustments that have been made to the budget.  The Budget Transaction Summary window shows the original amount in the budget and includes an Adjustments column.  The adjustments column includes a handy “drill back” link (which is common throughout the entire Dynamics GP system) that allows us to open up the specific budget transactions that total the amount shown in the column.  This makes it a snap to quickly see the original budget, any adjustments, and the ending amounts all in one area.  If there is a question about an adjustment, then clicking on the drill back link will allow us to open the transaction details and see each individual adjustment that was made to the budget.

The new ability to combine individual budgets into a single consolidated budget, as well as the new Budget Transaction windows (along with the inquiry and reports associated with it) are two ways in which Microsoft Dynamics GP continues to improve the efficiency surrounding tedious tasks, allowing users to move on to more important or pressing matters.  If you have questions about other new features in Dynamics GP 2010, or need more information about budgeting, feel free to contact us in our Greensboro, NC office.

by Intelligent Technologies, a South Carolina Microsoft Dynamics GP Partner

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