Create budget analyses and transfer to the G/L
After you calculate a budget payroll run, the calculated values are available for analysis on the Budget Schedule Overview page. You can switch between column layouts, view key figures such as FTE and headcount, export the analysis to Excel, and transfer the approved budget values to the Business Central G/L budget.
Prerequisites
- The budget payroll run is calculated, and values are visible in the Budget Schedule Overview.
- The column layout and version are selected for the required analysis.
- The amounts and periods to transfer have been approved.
Analyze budget values
The Budget Schedule Overview page is the central work page for all budget analyses. It shows the lines of the selected budget structure and calculates the values of the active column-layout columns for each structure line.
Header
The header controls which data the page shows:
| Field | Description |
|---|---|
| Structure Name | Budget structure whose lines are shown. When you change it, the first available version of the new structure is selected automatically. |
| Column Layout Name | Column layout that defines the displayed columns. The layout determines which values are calculated and whether columns are editable. |
| Version Name | Budget version whose entries are used in the analysis. You can use the lookup to choose a different version. The page is updated with the corresponding version filter. |
| View by | Period granularity of the calculation: Week, Month, Quarter, or Year. The field controls the increment of the Previous Period and Next Period buttons. |
| Date Filter | Date filter that limits the analysis period. You can enter a range, for example, 01.01.2025..31.12.2025. The system saves and normalizes the expression you enter. |
Structure lines and column values
Structure lines appear with indentation and formatting (bold for subtotals, headings, begin-totals, and end-totals). Each line shows the values from the active column-layout columns. Columns marked as editable in the column layout allow direct entry. All other columns are read-only.
Selecting a column value (drilldown) opens the related detailed entries.
Analyze key figures with Budget Statistic Key Figures
The Budget Statistic Key Figures page shows HR key figures aggregated from the calculated budget statistic entries. You can open this page from the Role Center or through search.
| Field | Description |
|---|---|
| Period Type | Period granularity: Day, Week, Month, Quarter, or Year. |
| Period Start | First day of the period. |
| Period End | Last day of the period. |
| Period Date Filter | Date filter used to calculate the FlowFields. |
| Company Name | Company. |
| Number of FTEs | Total FTE values of all statistic entries in the filter period. Includes the active filters for Cost Object, Department, Salary Class, Job Type, Place of Work, Gender, Marital Status, and Dimension. |
| Number of Employments | Number of employees joining in the filter period. |
| Number of Resignations | Number of employees leaving in the filter period. |
| Number of Employees | Number of people (headcount) in the filter period. |
Tipp
Set table filters on the required dimensions (Department, Cost Object, Job Type, and so on) to restrict the key figures to a subpopulation.
Export the budget analysis to Excel
Use the Export to Excel action on the Budget Schedule Overview page to start the Export Acc. Sched. to Excel report. The report writes all visible structure lines and columns from the active column layout to a new Excel workbook.
Export the analysis to Excel
- Open the Budget Schedule Overview page.
- Set Structure Name, Column Layout Name, Version Name, and Date Filter to the required values.
- Choose Functions > Export to Excel.
- In the request page, specify whether to output a detail line for each employee.
- Choose OK.
Report option
| Field | Description |
|---|---|
| Detail | If selected, a detail line for each employee with the relevant individual values is output below each structure line of type Line. The report calculates the date range from the active column layout. If cleared, only the aggregated line values are exported. |
In the generated Excel file, row 1 contains the filter information and a header with the column headings from the column layout. Formatting (bold, italic, and underlined) from the structure definition is retained. Zero values appear as blank cells.
Check approval before transfer
Before you transfer budget values to the general ledger, check the calculated values for plausibility:
- Check all relevant column values on the Budget Schedule Overview page.
- If necessary, switch to a comparison layout (actual versus budget) to identify variances.
- Make sure that all lines in the budget entries (Budget Entries) are linked to a G/L account. Entries without a G/L account number are ignored during transfer.
Wichtig
The transfer writes differences only. If an amount in the G/L budget already matches the budget value, no new entry is created. If you transfer the same period again, the existing G/L budget entry increases only by the difference.
Transfer budget values to the general ledger
Use the Budget Transfer into G/L action on the Budget Schedule Overview page to start the Budget Transfer into G/L report. The report reads all budget entries for the active structure and version in the specified period, summarizes them by G/L account, date, and dimensions, and writes the difference from the existing G/L budget.
Transfer budget values to the general ledger
- Open the Budget Schedule Overview page.
- Set Structure Name and Version Name to the version to transfer.
- Choose Functions > Budget Transfer into G/L.
- Fill in the fields in the dialog, and then choose OK.
Fields in the transfer dialog
| Field | Description |
|---|---|
| G/L Budget Name | G/L budget to which the values are written. When you first open the field, it suggests the first existing G/L budget. |
| Date from | First day of the period to transfer. When you change it, Date to is automatically set to the end of the year for the entered date. |
| Date to | Last day of the period to transfer. |
Transfer behavior
- The report reads all budget entries for the structure and version in the Date from–Date to period.
- Entries without a G/L account number are ignored.
- Budget entries are summarized by G/L account number, date, business unit code, global dimensions (1 and 2), and budget dimensions (1 to 4).
- For each combination, the system totals the amount that already exists in the G/L budget and calculates the difference. A new G/L budget entry is created only if the difference isn't 0.
- The posting description is Salary Budget Structure [Strukturname], Version [Versionsname].
- When the process is complete, the system shows the number of G/L budget entries created.
Hinweis
Transferring the same period again is possible and safe. Only differences are added. If you manually change the budget entry after a transfer and repeat the transfer, the system writes only the changed amount to the G/L budget.
Good to know
- You transfer the same period again and expect duplicate general ledger values—the transfer writes differences only.
- You change budget entries manually after the transfer and don't transfer them again—the difference reaches the general ledger only during the next transfer.
- You use a layout without the appropriate actual/planned columns and try to read budget-to-actual comparisons—the matrix doesn't show the comparison columns.