This guide covers budgeting in Controller. In Controller, you can create a budget for both the profit and loss statement and the balance sheet. Controller's budgeting is suitable for all company forms. Revenues are budgeted with a positive value and expenses with a negative value. The budget can be created at the account group level, account level, or cost object level. Budget creation is now possible with account numbers of any length.

You can open budgeting by selecting Controller > Budgeting.

CONTENTS


Budget input

The budget is a tool for estimating fiscal year revenues and expenses based on actual and budgeted values or imported accounting data.

Start creating a new budget

  1. Select Controller > Budgeting > Create new.
  2. Enter a name for the budget.
  3. Define the time range for the budget.
  4. Select whether you will enter the budget:
    • on a blank template, or
    • based on existing figures (actuals or a previous budget).

Use existing figures as the basis for the budget

  1. Select the material to be used when creating the budget (e.g. actuals or a previous budget).
  2. Use the latest monthly values from the selected material for each month of the budget:
    • If the base material or the budget being created is longer than one year, use the same values for the same months in different years.

Combine actual figures from two financial periods

  1. First create the budget using actual figures, for example according to the 2024 actuals.
  2. Select Import figures.
  3. Set the time range, for example 07/2023–12/2023.
  4. Select the 2023 actuals as the data source.
  5. In this way you will use:
    • the 2024 actuals from january to june
    • the 2023 actuals from july to december.

Note the restrictions related to budget structure and input

  • Enter budget figures as integers; decimals are not supported.
  • Edit the chart of accounts before creating the budget:
    • once a budget has been created, its structure cannot be modified
    • make changes to the chart of accounts for the accounts to be budgeted before creating the budget.

Manage budgets

  1. Open the budget list in the Controller > Budgeting view.
  2. Select the three-dot menu on the budget row.
  3. Select the desired action:
    • delete the budget
    • copy the budget
    • set the budget as primary.

The primary budget appears first in the Reports comparison series selection and at the top of the budget listing.


Budget status and editing

  • The budget can be in the state Ready or In progress.
  • Edit the budget only when it is in the In progress state.
  • Do not try to edit a budget that is in the Ready state, as it cannot be edited.

Enter a value in the budget total column

  • Enter a value in the budget – total column when you want to distribute the amount across the months.
  • Let the system distribute the value evenly across the budget months.
  • Note that any remainder is set to the first month of the budget.

Enter the budget with multiple users

  • If necessary, several users can enter the budget simultaneously.
  • After each value entry, let the system update all changed values in the budget.
  • This ensures that values entered simultaneously by other users are also visible.

Use keyboard shortcuts in budget input

  • Copy (Ctrl + C) – copies the values of the selected cells.
  • Paste (Ctrl + V) – pastes the copied values into the selected cell and onward to other cells based on the copy.
  • Cut (Ctrl + X) – removes the values of the selected cells and copies them to the clipboard.
  • Fill (Ctrl + K) – inputs the value of the selected cell (one cell) into the remaining cells of that row in the table. Execute the command from the cell containing the value to be copied.
  • Delete – removes values from the selected cells.


Ensure that accounts are eligible for budgeting

  1. Open the Netvisor specification of accounts and account settings.
  2. Make sure that all accounts to be budgeted have the option "Allow budgeting for account" selected.
  3. In the chart of accounts, ensure that the top-level account groups are active so that the account can be selected in the budget.
  4. If you have activated an account group and the accounts are in order, calculate Controller manually:
    • otherwise, background calculation takes place the following night.

 

What to do if a new budget does not bring up accounting accounts

  1. Check the company's chart of accounts.
  2. Make sure that the top rows of the profit and loss statement are not hidden.
  3. If the top rows are hidden, send a request to customer support:
    • ask to restore the entire chart of accounts to be visible
    • ask to have Controller calculated manually.
  4. After this, create a new budget with empty values so that the accounting accounts are brought into view.



Budget import/export

General information about importing and exporting budgets

  • Export budget values to Excel and import them back into Controller.
  • Edit the values in Excel before importing them back.
  • Use the imported budget template, which shows in columns:
    • account
    • possible cost object headers
    • months.

Prepare the Excel template

  • Do not remove cost object headers to ensure a successful import.
  • To budget by cost objects:
    • enter the desired cost object exactly correctly under the correct cost object header
    • note that accounts are matched by number and cost objects and headers by name.
  • If you do not want to budget by cost objects, leave the row data in the cost object header columns empty.
  • Enter budget data row by row at account level:
    • data entered at account level will be updated to the account group level in Controller.

Check account settings before import

  • In Netvisor, make sure that all accounts to be imported into the budget have the option "Allow budgeting for account" selected.
  • Note that if this option is missing, the transfer will result in an error.

How to act in error situations during import

  • If an error message occurs during the transfer stating that there are no cost objects/tracking objects and these are not used:
    • remove the entire column in question from Excel before transferring back to Controller.
  • If changes have been made to cost objects:
    • update Controller manually before the transfer.

Export the budget to Excel and import the figures back

  1. Open Controller > Budgeting and select the desired budget.
  2. Open the three-dot menu in the budget view.
  3. Select Download Excel.
  4. Make the necessary changes in Excel.
  5. Save the Excel file.
  6. Return to Controller and select Import figures.

 

Note how Excel import affects existing figures

  • If there are already figures on the budget template in Controller:
    • you can import additional figures via Excel for accounts/cost objects that do not yet have budgeted figures when you want to add to the budget.
  • If you import figures via Excel for an account/cost object that already has figures in Controller:
    • import in Excel all the figures that are to be replaced
    • note that the value imported in Excel will replace the value in the Controller budget template.

Input for account group

Enter the budget for an account group

  • Enter a value for the account group when you want to record an amount under the account group.
  • The system saves the value to the first account of the account group.
  • Note that inputting for an account group overrides previous values under the account.

Input for cost object

Enter the budget for a cost object

  1. Open Controller > Budgeting and select the budget.
  2. Select the cost object in one of the following ways:
    • select the cost object from the cost object filter, or
    • open the account view by clicking the account or move from the cell to the account view with the arrow button.
  3. In the account view, select Add cost object.
  4. If necessary, change the selected account in the account view from the menu at the top of the table.

Enter values for a cost object combination

  • Select the desired cost objects simultaneously when you want to enter a value for a cost object combination.
  • Enter the value, and it will be recorded for all selected cost objects.
  • Note that the combination can include a maximum of 3 cost objects from different cost object headers.
  • Remember that when entering a cost object budget, the budgeted amounts also increase the total budget.

 


Allocation to cost objects

Understand unallocated rows

  • Review the unallocated row:
    • the row shows the value entered for the account that has not been allocated to any cost object.
  • If unallocated is > 0:
    • values entered for cost objects automatically reduce the unallocated value.
  • When you remove a value entered for a cost object:
    • the value is transferred back to unallocated, unless the unallocated row is empty
    • if the unallocated row is empty, it is not updated automatically.
  • If you allocate more than the account balance:
    • unallocated goes to zero
    • the difference is added to the account value.

Use the cost object hierarchy

  • Review the unallocated value of the cost object header:
    • the value is the sum of all values that have not been assigned a cost object under that header.
  • Note that in the cost object hierarchy, values can be present at all levels:
    • values from lower levels of the hierarchy are included together with values at higher levels.

Default header selection

Select the default header

  • Select a default header for cost objects when you want to see summary rows in the table.
  • Use the summary rows:
    • from the summary rows you can see the sum of all cost object combinations containing that cost object.
  • Remember that the default header selection is user-specific.
  • Note that the default header selection does not affect saved values, so you can change it as needed.

Budget printing


In Controller, you can retrieve the budget and forecast prepared for your company from the Reports tab and print them either to Excel or PDF.

Retrieve a budget or forecast to a report

  1. Select Controller > Reports.
  2. Open the search criteria in edit mode from the arrow button on the right.



Select a budget or forecast for the report

  1. In the search criteria, find the Figures field.
  2. Change actuals to the desired budget or forecast.



Download the report to Excel or PDF

  1. Generate the report with the selected search criteria.
  2. Select the download function from the three dots on the right side of the report.
  3. Select whether to download the report to Excel or PDF.



Create an actual–budget comparison

  1. Select the financial period actuals in the Figures field.
  2. Select the budget or forecast in the Comparison figures field.
  3. Generate the report and, if necessary, download it to Excel or PDF.

Frequently asked questions about budgets


Q: Can the budget created in Controller be included in accounting reports?

A: Comparison reports are taken on the Controller side, and budgets cannot be included in accounting reports. Currently, the "profit and loss statement, budget comparison" visible in accounting reports is a function of the old Controller that will be removed.

Q: Can the budget be created on a weekly basis?

A: The review period can be selected as a month, quarter, half-year, year, or financial period.

Q: Can the budget be created by entering a total amount that Controller distributes proportionally monthly?

A: Unfortunately, this is not possible. Figures are entered as numbers, and custom distribution rules cannot be built in Controller at this time.

Frequently asked questions

Q: How do I start creating a new budget in Controller?

A: Select Controller > Budgeting > Create new, enter a name and time range for the budget, and choose whether to use a blank template or existing figures.

Q: Why can I not edit the budget?

A: The budget can only be edited when its status is “In progress”. If the budget is in the “Ready” state, it cannot be edited.

Q: Why are not all accounts visible in the budget?

A: Make sure that “Allow budgeting for account” is selected in the specification of accounts settings and that the top-level account groups in the chart of accounts are active. If a new budget does not bring up accounting accounts, also check that the top rows of the profit and loss statement are not hidden.

Q: How do I import a budget from Excel into Controller?

A: First download the budget to Excel by selecting “Download Excel” from the three dots in the budget view. Edit the values in Excel, make sure cost object headers are not removed, and that accounts and cost objects are entered correctly. Import the figures back by selecting “Import figures”.

Q: What happens if I import figures via Excel for an account that already has a budget?

A: The value imported in Excel replaces the value in the Controller budget template for that account or cost object. If you want to keep the previous figures, only import for accounts/cost objects that do not yet have budgeted figures.

Q: How does cost object budgeting affect the total budget?

A: Amounts budgeted to cost objects also increase the total budget for the account. The unallocated row shows the part of the account value that has not been allocated to any cost object.

Q: How do I print a budget or an actual–budget comparison?

A: Select Controller > Reports, open the search criteria, and select the desired budget or actuals in the Figures field and the budget or forecast in the Comparison figures field. Generate the report and download it from the three dots on the right to Excel or PDF.

Q: Why does importing a budget from Excel give an error message about cost objects?

A: If you do not use cost objects/tracking objects and receive an error message related to them, remove the relevant column from Excel before transferring back to Controller.

Keywords: budgeting, controller, profit and loss statement, balance sheet, account group level, account level, cost object, Excel, import, export, permissions, budget sharing, cost object hierarchy, budget status, keyboard shortcuts

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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