APPX Software Library

5Graphs and Spreadsheets

Option 3Budgets vs. Actual by Month

This function creates a print file of net budget and account balances for an account/fiscal year that is readable by graphics utility software. The following processing steps accomplish this job.

  1. Step 1This function allows you to enter an account number, a fiscal year, and a Budget Type as parameters for the Budget vs. Actual by Month graph.

The screen shown below allows you to enter parameters needed for the Budget vs. Actual by Month graph.

Budget vs. Actual by Month screen

The Budget Analysis Budget vs. Actual by Month Screen
Figure 25

Data items for the preceding screen are described below:

Budget Type

Alphanumeric, up to 12 characters Required Scan available

Identify the budget type of the budget record to be graphed. The budget type must be on file in the Types file.

Account

Alphanumeric, up to 12 characters Required Scan available

Identify the single account, summary account balance, or account number of the budget amount to be graphed. The account must be on file in the Chart of Accounts.

Fiscal Year

Positive number, up to 2 digits

Supply the fiscal year of the account balance or budget amount to be graphed. The combination of account number and fiscal year must be in the Account Balances file, or the combination of Budget Type, account number, and fiscal year must be in the Budget Amounts file.

The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:

  • EBudget Type/Account/Fiscal year Not on File

Press ENTER to display system-supplied information and then press ENTER again to save the information on this screen.

  1. Step 2This disposition is used for all graphics output functions.
  2. Step 3In order to print the Budgets vs. Actual graph, this step formats the necessary parameters. The following data items are shown: Account, Description, Budget Type, Fiscal Year, Month Descriptor, Budget Amount, and Monthly Amount.

A sample output is shown below.

Account 3010001001MA
Sales, Manufacturing
Type FY89 Budget   Fisc Year 89

          Budget:        Actual:

Jun   -333333.33     -404744.38
Jul   -333333.33     -417700.15
Aug   -333333.33     -346774.40
Sep   -333333.33     -355911.28
Oct   -333333.33     -420149.51
Nov   -333333.33     -290440.98
Dec   -333333.33     -294081.59
Jan   -333333.33     -412740.46
Feb   -333333.34     -273507.10
Mar   -333333.34     -362910.19
Apr   -333333.34     -377486.22
May   -333333.34     -370861.59