dynacbudget user guide user... · 2009. 9. 16. · dynacbudget user guide iii purging a prior...

DynacBudget User Guide

Version 1.5 May 5, 2009

Copyright 2003 by Dynac, Inc. All rights reserved.

No part of this publication may be reproduced or used in any form without the express written permission of

Dynac Inc. 28 Sutherland Walk

Kitchener, ON N2R 1G5 phone: 519-571-3254

fax: 519-745-6856

website: www.DynacTools.ca e-mail: [email protected]

Dynac is a registered trademark of Dynac Inc.

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Information in this document is subject to change without notice.

http://www.dynactools.ca/mailto:[email protected]

Table of Contents List of Figures ....................................................................................iv Introduction .........................................................................................1

Summary ...................................................................................................1 Features.....................................................................................................1 Concepts....................................................................................................2

Companies...........................................................................................2 Fiscal Calendar ....................................................................................2

Periods .....................................................................................2 Scope .......................................................................................2

Chart of Accounts ................................................................................3 CoA Structure...........................................................................4 CoA RELAQ Classification.......................................................6 CoA Considerations .................................................................7 CoA Parameters.......................................................................9 Cash Flow Accounts ..............................................................10 Key Accounts .........................................................................11 Integrity Checks .....................................................................12

Worksheets ........................................................................................14 Operation ...........................................................................................16

Data Flow...............................................................................16 Budgeting Process .................................................................17 Dynamic Budgeting ................................................................18 Recalculation..........................................................................25

Reporting ...........................................................................................25 Save Report Values ...............................................................25 Generate Trial Balance Report ..............................................25

User Interface ....................................................................................27 Main Menu Items....................................................................27 Row Functionality...................................................................27 Understanding the Worksheets..............................................28 Understanding the Modes of Operation .................................30 Saving the Template File .......................................................33

Tasks..................................................................................................38 Configuring Excel.....................................................................................38 Accessing the Templates.........................................................................38

Creating a New Template ..................................................................38 Creating a Template using DynacCommand .........................39 Creating a Template Manually ...............................................39

Opening a Template ..........................................................................40 Opening a Template using DynacCommand .........................40 Opening a Template Manually ...............................................40

Closing a Template ............................................................................40 Managing the Configuration.....................................................................41

Creating the Company Database.......................................................41 Defining the Company Information ....................................................42

Managing Company Information using DynacCommand.......42 Managing Company Information using DynacBudget............42

Defining the Fiscal Calendar..............................................................43

DynacBudget User Guide i

Monthly Calendar ...................................................................43 Custom Calendar ...................................................................43 Existing Calendar ...................................................................44

Defining the Chart of Accounts ..........................................................44 Defining the Chart of Accounts using Account Manager........45 Importing the Chart of Accounts into DynacBudget ...............45 Modifying the Chart of Accounts using DynacBudget ............46

Setting the Key Accounts...................................................................47 Creating the Worksheet Content........................................................47 Importing G/L Data.............................................................................48

Importing G/L Data using DynacCommand ...........................48 Importing G/L Data using DynacBudget.................................49 Entering Actual Data for Statistical Accounts.........................50

Preparing a Budget..................................................................................50 Creating a Proforma Worksheet ........................................................51 Preparing a Budget Manually.............................................................52

Setting a New Definition.........................................................52 Changing an Existing Definition .............................................52 Defining or Revising the Definition Drivers.............................52 Removing a Definition ............................................................53

Creating a Legacy Budget .................................................................53 Rolling a Template to the Next Fiscal Year........................................54 Copying Current Balances to Another Fiscal Year ............................55

Updating the Values ................................................................................56 Recalculating Values .........................................................................56 Reapplying Formulas .........................................................................56

Generating Reports .................................................................................56 Generating a Trial Balance Report ....................................................56 Saving Report Values ........................................................................57

Validating the Template ...........................................................................57 Checking Integrity ..............................................................................57 Validating the Chart of Accounts........................................................58 Rebuilding the Chart of Accounts ......................................................58 Rebuilding the Cash Flow Section .....................................................59 Rebuilding the Actual Worksheet.......................................................59

Modifying the Setup .................................................................................59 Setting the Scope...............................................................................59 Setting the Option ..............................................................................59 Hiding the Setup Items and Storage Worksheet................................60 Unhiding the Setup Items and Storage Worksheet............................60 Unlocking the Workbook ....................................................................60 Locking the Opening Period...............................................................61 Changing the Precise Mode Setting ..................................................61 Changing the Static Mode Setting .....................................................61 Importing a New Cash Flow Structure ...............................................61

Maintaining DynacBudget ........................................................................61 Activating the DynacBudget Add-in ...................................................61 Confirming the Software Version .......................................................62 Reloading Definitions and Drivers......................................................62 Deleting a Budget or Proforma Worksheet ........................................62 Restoring a Deleted Budget or Proforma Worksheet.........................62

DynacBudget User Guide ii

DynacBudget User Guide iii

Purging a Prior Fiscal Year ................................................................63 Purging Unused Accounts .................................................................63 Managing the Weight Factors ............................................................64

Adding a Weight Definition.....................................................65 Editing a Weight Definition .....................................................65 Deleting a Weight Definition...................................................66

Undoing a Roll Workbook Forward ....................................................66 Reference...........................................................................................67

Functionality.............................................................................................67 Main Menu .........................................................................................67 Row Menu..........................................................................................71

Chart of Accounts ....................................................................................72 Default Cash Flow Accounts..............................................................72 Default Styles.....................................................................................73

Definitions and Drivers.............................................................................73 Weighting Factors ..............................................................................78

Specific Weight ......................................................................78 Account Weight ......................................................................79

Troubleshooting................................................................................80 Definitions and Drivers.............................................................................80

Definition Omits Accounts from Calculation.......................................80 DynacBudget Notices ..............................................................................80

Unable to Save ..................................................................................80 Excel Interface .........................................................................................80

DynacBudget Add-in Disappears from Main Menu............................80 Excel Always Displays “Calculate” in the Status Bar .........................81 Excel Displays #NAME Throughout the Template.............................81 Excel Not Responding .......................................................................81 Excel Status Stops Updating .............................................................82 Excel Window is White.......................................................................82

Performance ............................................................................................82 Slow Response..................................................................................82

List of Figures Figure 1 – DynacTools application modules....................................................1 Figure 2 – Scope definition ..............................................................................3 Figure 3 – Scope setting..................................................................................3 Figure 4 – Mapping posting accounts to a Dynac entity CoA ..........................4 Figure 5 – Sample Charts of Accounts ............................................................5 Figure 6 – Dynac CoA structure ......................................................................6 Figure 7 – RELAQ classification system..........................................................7 Figure 8 – Account Editor window ...................................................................9 Figure 9 – Cash Flow code choices...............................................................11 Figure 10 – Integrity checks...........................................................................13 Figure 11 – Integrated Income Statement, Balance Sheet, and Cash Flow..13 Figure 12 – Main worksheets.........................................................................14 Figure 13 – Option setting .............................................................................15 Figure 14 – Actual worksheet referencing a proforma forecast .....................15 Figure 15 – Variance worksheet referencing a proforma forecast.................15 Figure 16 – DynacBudget data flow...............................................................16 Figure 17 – Budget worksheet.......................................................................17 Figure 18 – Proforma worksheets..................................................................18 Figure 19 – Budget value...............................................................................19 Figure 20 – Budget definition and drivers ......................................................20 Figure 21 – Simple definition example...........................................................21 Figure 22 – Powerful definition example........................................................21 Figure 23 – Excel Goal Seek explanation......................................................23 Figure 24 – Trial Balance Report window......................................................26 Figure 25 – Trial Balance Report...................................................................26 Figure 26 – Additional main menu functionality .............................................27 Figure 27 – Worksheet columns hidden ........................................................28 Figure 28 – Worksheet columns displayed....................................................29 Figure 29 – Mode indicators ..........................................................................31 Figure 30 – Workbook Unlocked window ......................................................32 Figure 31 – Cell content notice ......................................................................34 Figure 32 – Integrity imbalance notice...........................................................35 Figure 33 – Saving process ...........................................................................36 Figure 34 – Companies window ....................................................................42 Figure 35 – Edit Calendar window.................................................................44 Figure 36 – Companies window ....................................................................45 Figure 37 – Vertical CSV COA Import window ..............................................46 Figure 38 – Set Key Accounts window ..........................................................47 Figure 39 – Vertical CSV GL Import window .................................................49 Figure 40 – Edit GL Data window..................................................................50 Figure 41 – Saving process ...........................................................................65 Figure 42 – Specific weight parameters ........................................................78 Figure 43 – Account weight parameters ........................................................79 Figure 44 – Windows Task Manager icon .....................................................82

DynacBudget User Guide iv

Introduction

Summary DynacBudget is the core component of the DynacTools suite offering planning, budgeting, forecasting, and financial reporting capabilities.

Figure 1 – DynacTools application modules

For a general introduction to the DynacTools concepts, refer to DynacTools Overview.

Features DynacBudget is a powerful application for both actual and budget financial data. It shows you not only where your business has been but where it is now and where it is headed. DynacBudget runs within the Microsoft Excel application, thereby providing a familiar and flexible user interface. Analyse multiple years of historical financial statements. Project multiple years of pro-forma results. Perform multiple “what-if” scenarios. Simplify business valuations, business financial plans, and reviews of

financing and transfer-of-ownership scenarios.

DynacBudget emulates double-entry bookkeeping for the future and allows you to build dynamic "rolling forecasts" that provide a seamless transition from historical actual to a forward-looking scenario.

Note Some features in DynacBudget are also available in DynacConsolidator and the same windows are used in both applications. However, in DynacBudget,

DynacBudget User Guide 1

Introduction

some of the fields in the window may not be applicable and will appear dimmed. For those windows, the field is not discussed in this document. Refer to DynacTools Glossary for an explanation of terms and acronyms.

Concepts

Companies

DynacBudget analyses the finances of one set of accounting books. Typically, the set of accounting books applies to a company. However, because the set of accounting books could apply to other corporate structures, Dynac uses the term entity (ET).

The finances of multiple entities can be grouped together into a consolidated company, or headquarters (HQ). DynacConsolidator analyses consolidated companies.

For more information about consolidated companies and their data parameters, refer to DynacCommand User Guide.

Fiscal Calendar

DynacConsolidator can support any fiscal calendar. You can subdivide the calendar year into any number of periods that you choose – from a monthly, to a 4/4/5, to a weekly. However, the DynacBudget calendar must mirror the calendar that is used in your accounting books.

Periods

There are two types of fiscal calendars. Monthly – 12 calendar periods. Custom – any number of periods and user-defined start and end dates

for each period. Using the custom alternative, you can define any weekly combination such as 4-4-5, 4-5-4, or 5-4-4.

If you do not use a calendar with 12 periods, the quarterly reporting results may not be valid. The standard templates will still report quarterly values and the total of the quarterly values (that is, the annual value) will be correct. However, if there are not 12 periods, a quarterly value may be meaningless.

Scope

Because DynacBudget considers both historical (that is, actual) data and future (that is, budget or forecast) data, you define when the state of the data


Introduction

changes. Dynac refers to this crossover as the Scope, as illustrated in the following figure.

Figure 2 – Scope definition

In this example, where the Scope changes from actual values in period 4 to budget values in period 5, the Scope is set at period 4. If the fiscal year is 12 calendar months, the Scope setting will typically be displayed as illustrated in the following figure.

Figure 3 – Scope setting

Note The months are numbered based on your fiscal calendar. For example, if your fiscal year ends on March 31, month [1] is APR, [2] is MAY, etc. For a custom calendar, you define the label for each period. For example, if you define a weekly calendar, you can name the periods Week1, Week2, etc.

Chart of Accounts

The Dynac Chart of Accounts (CoA) feature enables you to develop a reporting structure to display trial balance data in a meaningful way.


Introduction

Dynac uses the term mapping to describe the process by which a G/L account from your accounting system (that is, a posting account) is linked, or mapped, to a summary account in the Dynac CoA reporting structure.

The concept of mapping is that each account in a “source” (that is, your accounting system) is linked to an account in a “target” (that is, a Dynac entity).

CoA Structure

In most accounting systems, each posting account is independent. Some accounting systems include a reporting structure and, in DynacTools, you can either maintain that structure or reorganize it.

Using DynacTools Account Manager, you can organize and structure posting accounts at the entity level. To use a physical analogy, your accounting system shows you only a pile of leaves (posting accounts); the Dynac CoA displays a tree-limb-branch-leaf indented reporting structure as illustrated in following figure.

Figure 4 – Mapping posting accounts to a Dynac entity CoA

Dynac provides two sample Chart of Accounts template files, as illustrated in following figure.


Introduction

Figure 5 – Sample Charts of Accounts

The sample files are named COA1.coa and COA2.coa and they are located in the C:\DynacTools\Templates folder. The files are text files that can be opened using Windows Notepad. You can use the sample files as a starting point to further define your own CoA structure. For an explanation of the file format, review the text file COA.txt located in the templates folder.

Note Before attempting to develop your own CoA text file, contact Dynac Professional Services to discuss your requirements.

The Dynac CoA structure allows you to define a report structure with multiple reporting levels. Header level Summary level

The concept is illustrated in following figure.


Introduction

Figure 6 – Dynac CoA structure

There can be an unlimited number of header levels. However, there must be a header for each RELAQ group (that is, one header for each of Revenues, Expenses, Liabilities, Assets, and Equities). Other headers are used to group user-defined statistical accounts.

For each header level there can be an unlimited number of summary levels.

Posting accounts are mapped from your accounting system to a Summary account. Posting accounts cannot be mapped to Header levels.

Additionally, the Dynac supports statistical accounts that can be used in DynacViews to calculate performance parameters (for example, net income per employee). Using Account Manager, you can create statistical accounts only at the

Header level. If you want statistical accounts that report to a Summary account, you can create the Summary account using Account Manager then add statistical accounts to it using DynacBudget (see next bullet item).

Using DynacBudget, you can create statistical accounts that report to either a pre-existing Summary account or a pre-existing Header level.

Statistical accounts must be assigned to a Header account that is not part of the prime accounting tree.

You can update statistical account data in two ways: Import the data from your corporate system or a secondary database.

Some accounting applications support statistical accounts. Enter numbers manually in DynacBudget using GL Edit Data row

functionality.

CoA RELAQ Classification

During the mapping process between your accounting system and the Dynac CoA, each item is appropriately classified as an Expense, a Revenue, an Asset, a Liability, or an eQuity, as illustrated in the following figure.


Introduction

Figure 7 – RELAQ classification system

Dynac refers to this classification as “RELAQ”, simply because this combination of letters can be pronounced easily. Therefore, you may hear a Dynac representative talk about “RELAQing” the data.

You create a Chart of Accounts by mapping each posting account from your accounting system and identifying its reporting hierarchy with its RELAQ classification. When mapping posting accounts, you are allowed to flip them within the Income Statement or Balance Sheet (for example, between Expense and Revenue, and vice versa). However, you are not allowed to map accounts from the Income Statement to the Balance Sheet, or vice versa.

For compatibility with previous versions, DynacBudget includes account editing options for managing the CoA. However, DynacCommand includes the Account Manager tool that provides a much more user-friendly and intuitive means of managing your CoA. For more information about the Chart of Accounts and the Account Manager tool, refer to the DynacCommand User Guide.

CoA Considerations

There are two main CoA considerations: Reporting structure Account activity

Reporting Structure Typically, the structure of the CoA is determined by your reporting requirements – that is, how you need to summarize the information for management. Remember, you have unlimited flexibility for implementing Summary levels within the CoA (see Figure 6 on page 6). Once you have decided upon a CoA structure, there are various ways to

define it. Use Account Manager exclusively. Use a Dynac CoA template (see Figure 5 on page 5) and modify it in

Account Manager.


Introduction

Have Dynac Professional Services create a custom import file based on the characteristics of your accounting system.

The best method to use depends on the complexity of your reporting requirements and on another consideration – account activity (see Account Activity on page 8).

In a multi-entity organization, you should also consider whether the structure should be the same in all entities. The tradeoff is between consistency (potentially a good choice if the same managers review multiple entities) and uniqueness (potentially a good choice if different managers need different information).

Account Activity Typically, your accounting system will have some accounts without any activity. Therefore, your first decision is whether or not you should include these accounts in your DynacBudget implementation. If you include all possible accounts, the CoA may be significantly larger.

This size of the CoA affects both DynacBudget performance (that is, computation times) and your convenience in working in the spreadsheet (that is, scrolling through more rows in the spreadsheet and remembering why some accounts are blank). Unfortunately, the performance consideration is difficult to assess because of the different hardware configurations available.

The benefit of this choice is that your CoA is always ready to accept the data if you start using these accounts in your accounting system.

Note In DynacViews, you can easily have these unused accounts excluded from the reports.

If you include only accounts with activity, DynacBudget performance will be its best and you will not be distracted by the extra accounts. However, if you start using these accounts in your accounting system, you must remember to add them to the Dynac CoA. Otherwise, the Resolving Bank Account integrity check will not be in balance.

This choice also affects how the CoA is built and populated. If you include only accounts with activity, typically it is more efficient to

use Account Manager to define the CoA structure then populate it manually with the accounts (see Figure 4 on page 4). In Account Manager, the left pane displays only those accounts with activity; therefore, you know exactly which accounts need to be mapped.

When considering the activity in an account, review all entities in your organization. The activity may not be the same in the same accounts in all entities. In that situation, you may want to include those accounts where there is activity in any entity.

If you include all accounts, typically it is more efficient to have Dynac Professional Services create a custom import file using the data from your accounting system.


Introduction

Note If you are not certain about whether or not to include certain accounts, it is best to include the accounts at the outset. It is much easier to remove dormant accounts than to add new accounts.

CoA Parameters

The reporting levels are defined by parameters.

The two primary parameters are an identifier and description. ID (for example “2”, “2.1”, “2.1.1” , “2.1_a”)) Description (for example, “HEADER level”, “SUMMARY level”, “CTA

account”

The ID can be any string of characters and digits. However, every ID must be unique – it cannot be the same as any other ID, even if they are different types of accounts.

A Header ID can include spaces. Summary and CTA IDs cannot include spaces. However, all IDs can include decimal (“.”), dash (“-”), and underscore (“_”) characters.

Tip Avoid using IDs that Excel can interpret as a decimal number ending in zero (for example, “1000.10”) or as a date (for example, “1000-10-5”) because DynacBudget then needs to run in “Precise Mode” which reduces calculation performance.

Additionally, each account is identified by other parameters as illustrated in the following figure.

Figure 8 – Account Editor window


Introduction

The parameters are explained in the following table.

Parameter Description User Editable NoteAccount ID Account identifier Yes

Description Account description Yes

Parent Account ID

Header or Summary level that the account is included in

No. However, it can be changed by moving the account to a different parent.

1

RELAQ RELAQ classification No; it is assigned when the account is created. However, it can be changed by moving the account to a different parent.

2

Class Type of account No. It is assigned automatically based on the type of account

3

Cash Flow Cash flow account code

Yes 4

Style Display style in the worksheet

Yes 5

Lock Opening Indicates if the account OPN period is locked and cannot be updated

Yes 6

Notes: 1 The Parent Account ID field is not applicable to Header accounts and the first

level of Summary accounts because their reporting parent is implied by their position in the CoA hierarchy. For other accounts, the value is assigned automatically based on the position of the account in the CoA hierarchy.

2 The RELAQ code is inherited from its parent when the account is created. 3 The Class codes are H – Header level S – Summary level P – Posting account D – Dynac-specific account 4 For a list of Cash Flow accounts, refer to Default Cash Flow Accounts on page

72. 5 For a list of Style codes, refer to Default Styles page 73. 6 Typically, the locking feature is used annually when you are preparing new Fiscal

Year DynacBudget templates. When a Fiscal Year is rolled forward to a new year you can edit, then lock, the Current and Retained Earnings accounts until the final G/L values are available in the accounting system.

Cash Flow Accounts

DynacBudget includes default cash flow accounts that allow you to see a fully-integrated cash flow statement based on your Balance Sheet accounts. To use the cash flow feature, you relate each Balance Sheet posting account to a Dynac cash flow account.


Introduction

For a list of accounts, refer to Default Cash Flow Accounts on page 72. Each account is pre-defined as an Asset, a Liability, or an eQuity. Therefore, when you assign a cash flow code to an account, your selections are limited to only those with the same RELAQ codes, as illustrated in the following figure.

Figure 9 – Cash Flow code choices

Note If you require changes to the default list of cash flow accounts, contact Dynac Professional Services.

Key Accounts

The Chart of Accounts provides an organized structure to your CoA and it establishes relationships between accounts. Specifically, it identifies the five main groupings (that is, the RELAQ groups).

The next step is to add accounting intelligence to the structure by defining key accounts that are used to ensure data integrity. The key accounts are listed in the following table.

Category Account Source Calculation Total Expense Summary account adds all expenses

Total Revenue Summary account adds all revenues

Income Before Taxes

calculated in Dynac Total Revenue minus Total Expense

Tax Provision Summary account adds all tax provisions

Income Statement

Net Income calculated in Dynac Income Before Taxes minus Tax Provision


Introduction


Category Account Source Calculation Total Assets Summary account adds all assets

Total Liabilities Summary account adds all liabilities

Total Equities Summary account add all equities

Current Earnings calculated in Dynac Cumulative Total Revenue minus Total Expense

Balance Sheet

Resolving Bank Account

either a posting account or a Dynac account1

returns the closing bank amount as calculated in the Cash Flow section

Note 1 Because your accounting system does not contain such a Dynac account, this

Dynac account (typically labelled DYNRB) should always be zero on the Actual worksheet.

Integrity Checks

The Dynac applications use DLLs to perform their computations and data manipulations thereby guaranteeing the integrity of the calculations. The applications do not rely on spreadsheet cell formulas that could be corrupted accidentally.

Additionally, there are two specific integrity checks. The Balance Sheet Check performs a trial balance to ensure that the

result is zero.

Assets - Liabilities - Equity = 0 The Resolving Bank Account Variance compares the Dynac-calculated

closing Bank Account to the value of the same account that is extracted from your accounting system to ensure that the two values are equal. G/L Bank Account - Dynac-calculated Balance = 0

Note Instead of using a value extracted from your accounting system, Dynac may use an internal resolving bank account (typically called DYNRB) in the calculation. The Dynac internal account should always be zero on the Actual worksheet. Therefore, to be in balance, the Dynac-calculated balance must also be zero. On a Budget worksheet, a DYNRB amount is allowed for those periods before the Scope line and indicates the variance between the actual and the budget worksheets. Because nobody budgets perfectly, a variance is normal.

Introduction

Figure 10 – Integrity checks

With each worksheet re-calculation, Dynac calculates the check values and thereby provides a double-locked integrity check. If either the Balance Sheet Check or the Resolving Bank Account Variance is not zero, you are warned of the imbalance when you attempt to save the template. You cannot save any report values until you correct the imbalance. However, as mentioned previously, a non-zero Resolving Bank Account Variance is allowed on budget worksheets for those periods before the Scope line.

Figure 11 – Integrated Income Statement, Balance Sheet, and Cash Flow


Introduction

Worksheets

A new DynacBudget template contains five worksheets: Storage – setup and configuration settings. Variance – the difference between actual and budget values (Variance =

Actual - Budget). Charts – a user-defined graphical representation of actual versus budget

values for user-defined parameters. Actual – a combination of both actual and budget values. Dynac refers

to this as a rolling actual. Budget – budget values.

Figure 12 – Main worksheets

Using DynacBudget menu functionality, you can create additional proforma, or forecast, worksheets. However, you must not delete any of the five original worksheets.

Typically, you manipulate the budget and proforma worksheets, then view the results in the Actual, Variance, and Charts worksheets. If there are no proforma worksheets, the data displayed in the Actual and Variance worksheets is in relation to the data in the Budget worksheet. However, when there are proforma worksheets, the data displayed in the Actual and Variance worksheets can be in relation to the data in either the Budget worksheet or any of the proforma worksheets. You control which data is displayed by setting each worksheet’s Option. For example, if you create two proforma worksheets, you will have three choices for displaying data in the Actual worksheet, as illustrated in the following figure.


Introduction

Figure 13 – Option setting

Similarly, you will have the same three choices for the Variance worksheet. The settings can be different in the Actual and the Variance worksheets. However, if the template is saved with different options, when it is next opened the template will automatically synchronize the option in the Variance worksheet to match the option setting in the Actual worksheet.

The titles in the worksheet indicate which Option is set, as illustrated in the following figures for the Actual worksheet referencing the Proforma1 forecast and the Variance worksheet referencing the Proforma2 forecast, respectively.

Figure 14 – Actual worksheet referencing a proforma forecast

Figure 15 – Variance worksheet referencing a proforma forecast

Note If you have only DynacBudget, you can maintain only one version of each budget and proforma worksheet and the Option list will display [Revision 1] beside each name. If you have DynacForecast for Accounts, you can maintain multiple versions of each budget and proforma worksheet and you can choose the revision names (for example, [Rev_1], [1], or [LATEST]).

In a similar way, you can set the Scope for both the Actual and Variance worksheets and the setting can be different in the two worksheets. .


Introduction

Similarly, the setting in the Variance worksheet will synchronize to the setting in the Actual worksheet when the template is opened.

Note When you open a template, the Variance Scope is automatically synchronized with the Actual Scope setting.

As explained previously (see Scope on page 2), the Scope setting defines where actual data ends and budget data begins. There may be times that you want to move the scope backward so that you can review what the rolling actual and budget were at a previous point in time. However, if you move the scope forward beyond where you have imported actual data, no data will be displayed except for the Resolving Bank Account, which will display the non-discounted liquidation value of the entity.

This scope setting is used in DynacViews and, therefore, it is important that you always reset the Actual Scope to the last period for which you have imported actual data from your accounting system.

Operation

Data Flow

DynacBudget displays data stored in the Dynac database. For actual values, it only reads the data in the database. Actual values

are imported from your accounting system. For budget values, it both reads and writes the data from and to the

database, as illustrated in the following figure.

Figure 16 – DynacBudget data flow

Note that data flows only from your accounting system to the Dynac database – it never flows back to your accounting system. Therefore, you cannot corrupt your actual accounting data. And, if you accidentally change an original accounting value in the spreadsheet, DynacBudget warns you of the inconsistency and allows you to rebuild the worksheet using the values stored in the Dynac database.

Some reporting setup and configuration information is stored within the DynacBudget template file.

You control when the actual data is imported into the Dynac database.


Introduction

You can import the data manually. On the main menu, choose DynacBudget > Data > xxxxxx GL Import, where xxxxxx is your accounting application.

You can automate the update process using the Scheduler feature of DynacCommand.

The accounting data is typically updated at the end of a period after which you reset the scope to the new period (that is, the last period for which actual data has been imported into the Dynac database from your accounting system). However, you can synchronize DynacBudget data with your accounting data at any time – mid-month, pre-close, mid-close, post-close, etc.

Budgeting Process

DynacBudget is designed on the concept is that there are two stages to budgeting. First, you develop a budget for the next fiscal year. Typically, it is

approved by management and perhaps even external financial organizations. There is only one budget and typically, after approval, it is not changed.

In DynacBudget, the approved budget is always the worksheet immediately to the right of the Actual worksheet, as illustrated in the following figure.

Figure 17 – Budget worksheet

Thereafter, you develop additional proforma budgets, or forecasts, to perform “what if” analyses or to respond to changing business conditions.

You can create multiple proforma budgets, as illustrated in the following figure.


Introduction

Figure 18 – Proforma worksheets

Regardless of whether you are developing the approved budget or a proforma budget, you have similar alternatives for populating the worksheet with values. Manually enter or change values. You can do this at any time.

Note You must use DynacBudget functionality to enter data. Do not enter data directly into a cell.

Use the information from the prior fiscal year by rolling the template forward. You can do this only once.

Use the Actual data as the basis for the budget. Dynac refers to this type of budget as a legacy budget because it is based on legacy, or historical, data. You can do this at any time, although it is typically done only once.

If you have other DynacTools modules, you can build a budget in them and use that information in DynacBudget. DynacForecast for Account DynacForecast SKU DynacForecast Lite DynacConsolidator

Using DynacConsolidator, you can build a high level budget (HLB) for the consolidated company and push it down to its component entities.

Dynamic Budgeting

DynacBudget is a dramatic departure from traditional spreadsheet budgets where you change values in individual cells for each account. In a Dynac budget, the body of the spreadsheet is only just for viewing – each cell contains a formula, as illustrated in cell F43 in the following figure.


Introduction

Figure 19 – Budget value

Definitions and Drivers The dynamic capability is added to the budgeting process through the concept of definitions and drivers. Definition – a mathematical relationship, or formula, that contains one or

more variables. Driver – a value for a variable in a formula. You generate a budget value by selecting a Definition, then entering values for the Driver(s) For the example in the preceding figure, the cell’s definition and drivers are illustrated in the following figure.


Introduction

Figure 20 – Budget definition and drivers

With dynamic budgeting, you do not enter values into spreadsheet cells. Instead, you apply a definition to an account. Each definition displays a pop-up dialog box in which you enter driver values.

In its simplest implementation, the definition is a value for each period. For example, definition 6 (that is, Monthly Disbursement) displays the dialog box illustrated in the following figure.


Introduction

Figure 21 – Simple definition example

Note that you have alternatives for entering the data that makes your data entry both convenient and informative (that is, with a knowledge of historical data).

A more powerful example is definition 2 (that is, Budget Driver x Accounts) that is illustrated in the following figure.

Figure 22 – Powerful definition example

In this example, the value for account 5000 (that is, Material) is dependent on the value in account 4000 which could be Product Sales. The dependency is defined by the value of the Budget Driver which, in this example, is 65.5%. That is, for budgeting purposes, the cost of material is 65.5% of the revenue from product sales.


Introduction

There are three definition choices. New Definition – Set or change a definition and then enter its driver

values. Apply Definition – Change the driver values for an existing definition. Remove Definition – Remove an existing definition.

Note If an acount does not have a definition, each of its period budget values is blank or null which implies zero. Some rows contain a predefined definition in the 1000 series (for example, 1001, 1002, 1003, etc) that is reserved for internal Dynac calculations. Do not change the Definition on these rows.

In some definitions, calculated values are dependent on the values in prior periods. Therefore, budget values in the Actual worksheet can be different than the values for the same periods in the budget and proforma worksheets. That is, in the Actual worksheet, a budget value in a period may be calculated using actual data whereas, in a budget worksheet, the budget value for the same period is calculated using budget data.

Note For a list of definitions, refer to Definitions and Drivers on page 73.

Goal Seek Range Additionally, DynacBudget provides a Goal Seek Range function for some definitions. This function allows you to determine the input value (that is, driver value) that you need in order to obtain a known answer. To assist with your understanding of the goal seek concept, Microsoft’s explanation for their Excel function is provided in the following figure.


Introduction

Figure 23 – Excel Goal Seek explanation

You can use Microsoft’s function in innovative ways to drive a single variant to obtain a desired result in a dependant outcome. For example, you can determine the management bonus needed to drive net income to a target value for tax purposes.

However, Microsoft’s implementation is very simple because it allows only one variable. Dynac’s implementation allows multiple variables and it uses its unique algorithm. Therefore, it is termed Goal Seek Range to differentiate it from Excel’s function.

Also, in the Dynac implementation, the target value is termed Calibration. To ensure that the dynamic budgeting capability is maintained throughout the fiscal year, the calibration target is defined as a formula:

(Budget YTD) - (Actual YTD) That is, when goal seeking is applied, the algorithm adjusts the driver values such that the new budget YTD equals the actual YTD – that is, the Calibration result is zero. You can use the goal seek capability to build a budget based on the actual data to date for the current year. In Dynac terms, this type of budget is termed a legacy budget. Typically, this budget is built near the end of the current fiscal year in preparation for the next fiscal year. In fact, the only reason for building a legacy budget is to roll it forward to the next fiscal year.

For example, consider this situation that uses a monthly calendar. Your fiscal year ends on December 31st, 2007. You are preparing 2008’s budget in October, 2007. You have imported Actual data to the end of September, 2007 (nine

months).


Introduction

The Dynac goal seek function enables you to build a budget based on your actual debits and credits for the first nine months.

However, because it is unlikely that the actual pattern will be exactly duplicated (that is, that you will incur the same amounts in each of the same periods), the Dynac goal seek algorithm uses this criteria for its calculation. The Budget YTD for each account equals its Actual YTD. The Budget YTD for each account is distributed throughout the actual

periods based on its Definition. For example, if an account’s definition prescribes equal values in each period, then the Dynac goal seek algorithm will also distribute the new budget total equally, regardless of whether or not the values were actually incurred that way.

The remaining periods, if any, for each account are seeded with a projected value either based on its Definition.

Note You do not need the entire year of actual data before preparing a legacy budget.

When developing a legacy budget, you can focus on the definitions and not worry about the driver values. After the goal seeking function is applied to the worksheet, each account’s budget YTD will equal its actual YTD.

The Goal Seek Range function starts with the first account in the selected range and progresses sequentially through the accounts in the selected range with one calculation performed on each account. For example, if all accounts are selected, the function will start with the Income Statement (Revenues, then Expenses) and progress through the Balance Sheet accounts (Assets, then Liabilities, then Equities).

However, because there are usually dependencies between accounts, it is unlikely that all calibration values can be driven to zero after only one goal seek operation. For example, when you change accounts that affect bank interest, bank interest calibration cannot be driven to zero after only one calculation.

Therefore, preparing the legacy budget is an iterative process.

1. Goal seek the range.

2. Review the calibration results and look for non-zero calibration values.

The non-zero values occur for two reasons: The account depends on other accounts. In this situation, more

iterations are needed. The account’s Definition does not support goal seeking. In this

situation, you may wish to adjust the account’s Driver values manually.

Repeat these two steps until all the calibration values in the range are zero, or the amount is not significant.


Introduction

If you have many accounts, Dynac recommends that you develop the legacy budget in parts.

1. Revenue accounts

2. Expense accounts

3. Balance Sheet accounts.

Note Do not goal seek the Cash Flow accounts because they are summaries of the Balance Sheet accounts.

Recalculation

Within the template, there are four recalculation choices: Selection – recalculate a selected range of cells. Worksheet – recalculate the current worksheet. Workbook – recalculate the entire template. Goal Seek Range – recalculate the current range of cells using the

Dynac goal seek feature (see Goal Seek Range on page 22).

Reporting

There are two reporting alternatives: Save the template values to the Dynac database and then use

DynacViews to create reports. Generate a Trial Balance report from within DynacBudget.

Save Report Values

You can save report values at any time – on the main menu, choose DynacBudget > Data > Save Report Values. Also, whenever you close the template, you are prompted whether or not you want to save report values.

You can save report values only if the template is in balance. For more information about the saving process, refer to Saving the Template File on page 33.

Generate Trial Balance Report

You can generate a Trial Balance report at any time – on the main menu, choose DynacBudget > Setup > Trial Balance Report.


Introduction

Figure 24 – Trial Balance Report window

The report is defined by three parameters: Company ID Fiscal year Worksheet

Figure 25 – Trial Balance Report

You can export the report to an Excel spreadsheet for formatting and printing.


Introduction

User Interface

DynacBudget runs within Microsoft Excel and maintains all of Excel’s functionality thereby allowing you to operate in a familiar environment. However, DynacBudget provides additional functionality in two ways. Main menu items. Additional row functionality.

Warning In order to maintain the integrity of the Variance, Actual, and Budget worksheets, you must not enter cell formulas or add any Excel programming. DynacBudget provides complete functionality. The Charts worksheet is the only place where you can enter formulas without affecting the integrity of the other calculation worksheets.

Main Menu Items

DynacBudget offers additional functionality on Excel’s main menu.

Figure 26 – Additional main menu functionality

For a description of the main menu items, refer to Main Menu on page 67.

Row Functionality

In some worksheets, DynacBudget offers additional row functionality that is displayed when you right-click on a row number. The items are different depending on the worksheet, as identified in the following table.


Introduction

Availability Row Item

Budget Proforma Actual Variance Charts StorageInsert Account √ √ √ √

Edit Account √ √ √ √

Delete Account √ √ √ √

Edit GL Data √

New Definition √ √

Apply Definition √ √

Remove Definition √ √

For a description of the row items, refer to Row Menu on page 71.

Understanding the Worksheets

In the calculation sheets (Variance, Actual, Budget, and Proforma), multiple columns are grouped together. You can easily hide and unhide a group of columns by clicking on the - and + buttons, respectively, at the top of the work area.

For example, the Actual worksheet has 5 groups of columns. If all five groups are hidden, there will be five + buttons at the top of the worksheet, as illustrated in the following figure.

Figure 27 – Worksheet columns hidden

Note Even when hidden, the first group still displays two columns (A and D). For this group the functionality is more properly explained as expand (+) and collapse (-).

To unhide, or expand, a group of columns, click its + button. For example, when the third groups of cells are unhidden, the worksheet displays the four Quarter columns, as illustrated in the following figure.


Introduction

Figure 28 – Worksheet columns displayed

The Charts worksheet does not have hidden columns.

Actual Worksheet The Actual worksheet displays five groups of data: CoA information – the basic account information is always displayed in

columns A and D. Supplementary information is available in hidden columns B (cash flow account) and C (parent account ID).

Period data – the opening value and the period values. Depending on the Scope setting, values may be either actual or budget.

Quarterly data – the data for each quarter. The data in a particular quarter can be either all actual values (if the three periods are before the Scope setting), a combination of actual and budget values (if the Scope setting falls within the quarter), or all budget values (if the three periods are after the Scope setting).

Annual data – the year-to-date (YTD) data is the total of only actual values and the total (TOTAL) data includes both actual and budget values.

Definitions information – commonly referred to as the “white pages” area. This information changes depending on the Actual Option (that is, the budget worksheet setting).

Budget Worksheet The Budget worksheet displays the same groups of data as in the Actual worksheet. However, the last group (that is, the “white pages” area) contains Definition, Driver, and Calibration information.

Variance Worksheet The variance worksheet displays four groups of data. CoA information – the basic account information is always displayed in

columns A and D. Supplementary information is available in hidden columns B and C.

Period variance – the difference between the actual values and the budget values for the Variance Scope period of the selected Variance Option.


Introduction

Year-to-date variance – the difference between the Actual YTD values and the Budget YTD values. Similarly, for the Variance Scope period of the selected Variance Option.

Total variance – the difference between the Actual TOTAL values and the Budget TOTAL values for the Variance Scope period of the selected Variance Option.

Charts Worksheet The charts worksheet displays various charts, or graphs. For each chart, there are three parameters: Actual – a Rolling Actual which is combination of actual and budget

values, depending on the Scope and Option settings. Budget – the budget values. Limit – a user-defined parameter that may be used to display targets

such as available line of credit. You can change the label appropriately.

Storage Worksheet The storage worksheet displays setup and configuration settings that you do not change. Typically, the worksheet is hidden using the DynacBudget > Setup > Hide Setup menu item. To unhide the storage worksheet and the setup menu items, see Unhiding the Setup Items and Storage Worksheet on page 60.

Understanding the Modes of Operation

DynacBudget has three modes of operation: Setup mode Lock opening period mode Precise mode Static mode

The status of the setup mode is indicated by the presence or absence of the Setup item in the DynacBudget menu and by the presence or absence of the Storage worksheet. The status of the other modes is indicated by presence or absence a checkmark beside each item in the Setup menu, as illustrated in the following figure.


Introduction

Figure 29 – Mode indicators

Setup Mode Setup mode – The Setup items are displayed on the DynacBudget

menu, the Storage worksheet is displayed, and the workbook runs in unprotected mode.

Non-setup mode – the Setup items are not displayed on the DynacBudget menu, the Storage worksheet is not displayed, and the workbook runs in protected mode

In non-setup mode, DynacBudget uses the Excel protection feature to prevent you from accidentally corrupting its formulas. Additionally, DynacBudget does not allow you to turn the Excel protection feature off because it requires a password to unprotect the worksheet.

However, some Excel functions need the protection turned off. Change settings in the Charts worksheet. Use the Excel Group and Ungroup functions.


Introduction

Use the Excel print formatting functions. Use the DynacBudget row functionality.

To perform those actions, you can run in setup mode. This mode is suitable if you regularly need protection turned off.

To turn protection off temporarily, use the Workbook Unlocked function (DynacConsolidator > Data > Workbook Unlocked).

Figure 30 – Workbook Unlocked window

The workbook is unlocked temporarily and any subsequent DynacBudget operation will automatically lock it again.

Lock Opening Period Mode You can lock the opening period (OPN) values in the Budget worksheet from further change. Typically, this is done after your budget has been approved and submitted. If the opening period values are not locked, changes in prior year balances will change the opening period budget values.

Precise Mode Precise Mode is a technique used by DynacBudget to differentiate between digits that represent account identifiers and those that represent numbers or dates. The technique adds overhead to the calculation times but it is required when your CoA includes account IDs that have these formatting characteristics: An account ID appears to be a decimal number that ends in zero (for

example “1000.10” or “1.5.10”). An account ID appears to be a date (for example “1000-10-5”).

When importing the CoA, DynacBudget advises you to use Precise Mode if it detects an account ID formatted in either of these ways. Thereafter, you must run in Precise Mode to ensure calculation integrity.

Note If you are uncertain as to whether you should be running in Precise Mode, validate your Chart of Accounts (see Validating the Chart of Accounts on page 58) and check that the Precise Mode setting is correct (see Changing the Precise Mode Setting on page 61).

Static Mode Static Mode is a technique used by DynacBudget to reduce calculation time by temporarily converting formulas into values in areas of the template that do not need recalculation.


Introduction

Typically, Static Mode is used when you have many proforma worksheets. In that situation, you do not need to recalculate most of those worksheets when you recalculate the workbook. For the purposes of analyzing the effects of budget changes, you typically focus on only those budgets that are defined by the Actual Option and Variance Option settings. Therefore, when you invoke Static Mode, DynacBudget converts formulas to values in these areas of the template: In the Actual worksheet, the area includes all cells before the Scope line

(that is, all actual amounts).

For example, in a fiscal calendar year with the Actual Scope set to MAR, all cells in four columns (OPN, JAN, FEB, and MAR) will be populated with values, not formulas.

In the worksheets not defined by the Actual Option and the Variance Option settings, the area includes all cells in the worksheet. For example, consider a template that has six budget worksheets (Budget, Proforma1, Proforma2, Proforma3, Proforma4, and Proforma5) with the Actual Option set to Proforma1 and the Variance Option set to Proforma2. In this situation, four budget worksheets (Budget, Proforma3, Proforma4, and Proforma5) will be populated with values, not formulas.

Note If you change any of the settings that define the areas (that is, Actual Scope, Actual Option, and Variance Option), DynacBudget adjusts the areas accordingly by reinstating formulas where they are now necessary and replacing formulas with values where they are no longer necessary.

Saving the Template File

The DynacBudget template includes two types of data: Data that is stored in the Dynac database.

Report Values that are used as input by DynacViews. Definitions and Drivers data that is used by DynacBudget.

Data that is stored in the DynacBudget template file. This data includes some Dynac settings unique to the worksheet and other Microsoft Excel settings.

Therefore, when closing a DynacBudget template file, there are more considerations than closing a standard Excel workbook file. Firstly, DynacBudget prompts if you want to save report values. Next, Excel prompts if you want to save the workbook. This save

involves two processes: DynacBudget saves the Definitions and Drivers data to the Dynac

database. Excel saves the workbook file.


Introduction

A notable consideration is that you cannot save DynacBudget report values if there are errors. There are two types of errors. Cell content errors. That is, a data cell does not contain a numeric value

(for example, division by zero, invalid reference, non-numeric content).

If there is an error in a report value cell, DynacBudget reports where the error occurs, as illustrated in the following figure.

Figure 31 – Cell content notice

Imbalance errors. That is, an Actual, Budget, or Proforma worksheet is not in balance. There are two balance indicators: Balance Sheet Check Resolving Bank Account Variance

Note For details about these indicators, refer to Integrity Checks on page 12. For guidance about resolving the imbalances, refer to Checking Integrity on page 57.

If there is an imbalance in any period, DynacBudget reports where it occurs, as illustrated in the following figure.


Introduction

Figure 32 – Integrity imbalance notice

However, the enforcement of the integrity checks depends on the type of worksheet. On the Actual worksheet, both the Balance Sheet Check and the

Resolving Bank Account Variance indicators must be zero. On a Budget or Proforma worksheet, only the Balance Sheet Check

indicator must be zero. The Resolving Bank Account Variance indicator can be non-zero because it correctly indicates the variance between the actual and budgeted values (that is, budgets are rarely perfect).

The saving process is summarized in the following figure.


Introduction

Figure 33 – Saving process

You should not wait until the end of your session to save your data. At any time you can save the report values and you can save the template file. To save the report values, on the main menu choose DynacBudget >

Data > Save Report Values. To save the template file, on the main menu choose File > Save.

Tip If you perform these saving procedures regularly, you may not have as many decisions to make when you try to close the template file.


Introduction


However, when confronted with the decisions, these are the important considerations. If the report values were not saved because DynacBudget detected an

error, then do the following: Make note of the details in the Unable to Save notice.

Tip Press Alt+PrtScr to copy the notice to the clipboard. Then, open the Microsoft Paint application and press Ctrl+V to paste the image from the clipboard.

In response to Excel’s prompt to save the template file, click Yes.

Warning Do not click “No” because you will lose the changes you made. Do not click “Cancel” because you will lose DynacBudget menu functionality.

Reopen the template file and resolve the errors.

Tasks Note If you are not familiar with the operation of DynacBudget, refer to Concepts

on page 2.

Tasks are grouped into categories: Configuring Excel Accessing the Templates Managing the Configuration Preparing a Budget Updating the Values Generating Reports Validating the Template Modifying the Setup Maintaining DynacBudget

Configuring Excel Because DynacBudget is built upon the Microsoft Excel foundation, there are certain settings that can help your understanding of the DynacBudget processes. Display the Excel status bar

The Excel status bar reports the current status of the workbook and DynacBudget uses it to report the progress of its operations. Additionally, Excel reports when there have been any changes in the workbook that need recalculation by displaying the word Calculate in the status bar. To display the status bar, on the main menu choose Tools > Options > View, then select the Status bar checkbox.

Accessing the Templates

Creating a New Template

There are two ways to create a new template. Using DynacCommand Manually

Note DynacCommand is an optional module of DynacTools. If you do not have DynacCommand, you must create a new template manually. Proceed to Creating a Template Manually on page 39.


Tasks

Creating a Template using DynacCommand

To create a new template using DynacCommand:

1. Start DynacCommand.

2. On the left side of the DynacCommand window, select a company to display its list of templates in the pane on the right side of the window.

3. Click anywhere in the template pane, then click New and select DynacBudget.

4. In the Add Dynac template dialog box, edit the default template filename, then click OK. The new template is added to the list of templates.

5. Click the new template name, then click Open. Proceed to Step 5 in the next section Creating a Template Manually.

Creating a Template Manually

To create a new template manually:

1. Using Windows Explorer, browse to the Dynac templates folder typically located at C:\DynacTools\Templates, then make a copy of the file DynacYxxxxx.xls.

2. Using Windows Explorer, browse to the appropriate company data folder. For example, C:\DynacTools\Companies\AAAA, where AAAA is the company ID, then paste the copy of the template file.

3. Rename the template file appropriately. For example, from DynacBudget_ET.xls to DynacBudgetXX.xls, where XX is the fiscal year.

4. Double-click the new template name to open it.

5. In the Excel dialog box, click OK to acknowledge the message warning that a connection could not be established with the database.

6. To establish the connection to the database, do the following: i. On the main Excel menu, choose DynacBudget > Setup > Connect

Database. ii. In the Choose Dynac Datasource dialog box, select SQL Server from

the Datasource list, then click OK. iii. In the SQLServer Database dialog box, click OK. iv. In the Workbook Fiscal Year dialog box, select the appropriate year

from the Fiscal Year list, then click OK. . Initially, the fiscal year will be 2004 (the year that the template was created) and, on recalculation, will update to the system date. The year cannot be changed until you define a calendar.


Tasks

Warning Do not change the default database parameters except under the guidance of either Dynac Support or your organization’s IT specialist.

7. Save the new template.

Opening a Template

There are two ways to open an existing template. Using DynacCommand Manually

Note DynacCommand is an optional module of DynacTools. If you do not have DynacCommand, you must create a new template manually. Proceed to Opening a Template Manually on page 40.

Opening a Template using DynacCommand

To open an existing template using DynacCommand:


2. On the left side of the DynacCommand window, select a company to display its list of templates in the pane on the right side of the window.

3. Click a template name, then choose Open.

Opening a Template Manually

To open an existing template manually:

1. Using Windows Explorer, browse to the location of the template file. For example, C:\DynacTools\Companies\AAAA, where AAAA is the company ID.

2. Double-click the filename. For example, DynacBudgetXX, where XX is the fiscal year.

Tip You can change the default file location in Excel (Tools > Options > General > Default file location) to C:\DynacTools\Companies. Thereafter, you can conveniently access your Dynac templates from within Excel.

Closing a Template

Note If you are not familiar with this procedure, refer to Saving the Template File on page 33.


Tasks

To close a template:

1. On the main menu choose File > Close. 2. In response to the Dynac prompt to save the report values to the

database, do one of the following: Click Yes if you want to update the Dynac database with the current

values in the template so that the latest information is available to DynacViews.

Click No if you do not need to update the Dynac database with the current values in the template.

3. In response to the Excel prompt to save changes to the template xls file, click Yes.

Note Do not base this choice on the choice that you made in Step 2. The choices are independent and it is better to save the changes in the template even if there are errors in the report values. The report values can be corrected later.

Warning Do not click Cancel.

Managing the Configuration There are configuration tasks that are performed in the following order: Establish a database connection (see Creating the Company Database

on page 41). Define the company information (see Defining the Company Information

on page 42). Define the fiscal calendar (see Defining the Fiscal Calendar on page 43). Define the Chart of Accounts (see Defining the Chart of Accounts on

page 44). Set the key accounts (see Setting the Key Accounts on page 47). Create the worksheet content (see Creating the Worksheet Content on

page 47). Import the G/L data from your accounting system (see Importing G/L Data

on page 48).

Creating the Company Database

Note Because the database must be created in Microsoft SQL Server, you may wish to contact either Dynac Professional Services or your IT specialist to help you perform this task.


Tasks

Defining the Company Information

There are two ways to manage the company information. Using DynacCommand Using DynacBudget

Note DynacCommand is an optional module of DynacTools. If you do not have DynacCommand, you must manage the company information using DynacBudget. Proceed to Managing Company Information using DynacBudget on page 42.

Managing Company Information using DynacCommand

To manage company information using DynacCommand:


2. On the main menu, choose Tools > Companies to display the Companies window.

Figure 34 – Companies window

For more information on managing company information, refer to the DynacCommand User Guide.

Managing Company Information using DynacBudget

To manage the company information manually:

1. On the main menu, choose DynacBudget > Setup > Company to display the Company Information window.

2. In the Company field, do one of the following: To add a new company, select . In the New

Company dialog box, enter its Company Name and Company ID, then click OK.


Tasks

To change the name of an existing company, select the company then, in the Name field, edit the company’s name.

3. Click Save.

Note The Company Information window contains address and contact fields. However, these fields can be left empty because the information is used for reference only.

Defining the Fiscal Calendar

There are three calendar alternatives. Monthly (that is, 12 months) Custom (any number of periods) Existing (a calendar that was already defined for the entity).

Monthly Calendar

To define a monthly calendar:

1. On the main menu, choose DynacBudget > Setup > Calendar. 2. In the Choose Calendar dialog box, select Monthly then click OK. 3. In the Monthly Calendar dialog box, do the following:

i. In the Calendar Name field, edit the name appropriately.

Tip If you have different monthly calendars, you can include their unique parameters in the name so that you are reminded what each one is. For example, you could name it “Monthly opening APR”.

ii. In the Opening Month dropdown list, select the appropriate opening month.

iii. In the Calendar Year field, edit the year appropriately associated with the opening month.

iv. In the Fiscal Year field, edit the year appropriately associated with the closing month.

v. Click OK.

Custom Calendar

To define a custom calendar.

1. On the main menu, choose DynacBudget > Setup > Calendar. 2. In the Choose Calendar dialog box, select Custom then click OK.


Tasks

Figure 35 – Edit Calendar window

3. In the Edit Calendar dialog box, do the following: i. In the Calendar Name field, enter a name for the calendar. ii. In the Fiscal Year field, enter the appropriate year. iii. In the Begin Date field, edit the default date (January 1 of the current

year). iv. In the Calendar Periods pane, use the buttons to change the default

information. Each button displays help text. v. Click OK.

Existing Calendar

To use an existing calendar:

1. On the main menu, choose DynacBudget > Setup > Calendar. 2. In the Choose Calendar dialog box, do the following:

i. Select Existing. ii. In the drop-down list, choose the appropriate calendar. iii. Click OK.

Defining the Chart of Accounts

There are two ways to define the CoA information. Using the Account Manager tool in DynacCommand. Using DynacBudget.


Tasks

Note DynacCommand is an optional module of DynacTools.

Defining the Chart of Accounts using Account Manager

To manage company information using DynacCommand:


2. On the main menu, choose Tools > Account Manager. 3. In the Select dialog box, choose the appropriate company from the drop-

down list, then click OK.

Figure 36 – Companies window

For more information on managing company information, refer to the DynacCommand User Guide.

Importing the Chart of Accounts into DynacBudget

This procedure requires an analysis of your requirements and the structure of your accounting system to prepare a properly-formatted CSV file that can be imported into DynacBudget.

Note Because of the variety of accounting systems, contact Dynac Professional Services to discuss your requirements.

To import the Chart of Accounts from a CSV file:

1. On the main menu, choose DynacBudget > Setup > Chart of Accounts.


Tasks

Figure 37 – Vertical CSV COA Import window

2. Browse to the location of your CoA file in CSV format.

3. Click Import. After the account structure has been imported, you can make changes to it with the additional row functionality of DynacBudget.

Modifying the Chart of Accounts using DynacBudget

Inserting an Account To add a new account:

1. Right-click on the row number that you want the new account to be inserted ahead of, then choose Insert Account.

2. In the Account Editor dialog box, enter the appropriate information then click OK.

Editing an Account To edit an existing account:

1. Right-click on a row number, then choose Edit Account. 2. In the Account Editor dialog box, change the appropriate information

then click OK.

Deleting an Account To delete an existing account:

1. Right-click on a row number, then choose Delete Account. 2. Click Yes to confirm the deletion.


Tasks

Setting the Key Accounts

Note If you are not familiar with the concept of key accounts, refer to Key Accounts on page 11.

To set the key accounts:

1. On the main menu, choose DynacBudget > Setup > Set Key Accounts.

Figure 38 – Set Key Accounts window

2. In the Set Key Accounts window, choose a CoA account for each of the key accounts.

Note CTA and Integrated CTA accounts do not apply to an entity. They only apply to a consolidated company.

3. Click OK to close the window.

Creating the Worksheet Content

Main Worksheets To create the content for each of the three main calculation worksheets:

1. On the main menu, choose DynacBudget > Setup > Create Actual. 2. On the main menu, choose DynacBudget > Setup > Create Budget. 3. On the main menu, choose DynacBudget > Setup > Create Variances.

Charts Worksheet A template contains undefined charts that are identified with the label TBA (To Be Assigned) in column A.

To define a new chart:


Tasks

1. Replace the label TBA with something that describes the content of the chart (for example, Total Assets).

2. On the actual (ROLLING) row, do the following: i. Move to the OPN period column. ii. Press “=” to start a formula, then browse to the appropriate cell in the

Actual worksheet (for example, the Total Asset row and the OPN column).

iii. Copy the formula to the other periods in the row.

3. On the BUDGET row, do the following: i. Move to the OPN period column. ii. Press “=” to start a formula, then browse to the appropriate cell in the

Budget worksheet (for example, the Total Assets row and the OPN column).

iii. Copy the formula to the other periods in the row.

4. Optionally, on the LIMIT row, do the following: i. Change the label from LIMIT to something more descriptive (for

example, Line of Credit). ii. Enter the limit values.

5. On the main menu, choose DynacBudget > Recalculate > Workbook.

Importing G/L Data

There are two ways to import G/L data from your accounting system. Using DynacCommand (see Importing G/L Data using DynacCommand

on page 48) Using DynacBudget (see Importing G/L Data using DynacBudget on page

49)

Additionally, there is a way to manually enter actual data for statistical accounts that you can use if your accounting system does not support statistical accounts. See Entering Actual Data for Statistical Accounts on page 50.

After importing new data, you should do the following: Ensure that new accounts have not appeared. See Validating the Chart

of Accounts on page 58. Reset the Scope appropriately. See Setting the Scope on page 59. Update the actual data for statistical accounts. See Entering Actual Data

for Statistical Accounts on page 50.

Importing G/L Data using DynacCommand

To import G/L data, use the Scheduler tool in DynacCommand. For more information about Scheduler, refer to the DynacCommand User Guide.


Tasks

Importing G/L Data using DynacBudget

Note The procedure varies depending on your accounting system. This document describes the procedure for importing the data using a CSV flat file. For details on a specific accounting system, contact Dynac Professional Services.

To import general ledger data from your accounting system:

1. On the main menu, choose DynacBudget > Setup > xxxxxx GL Import, where xxxxxx is the name of your accounting software. This example uses vCSV GL Import.

Figure 39 – Vertical CSV GL Import window

2. In the Vertical CSV GL Import window, do the following: i. In the CSV File field, browse to the location of the G/L data file. ii. In the Fiscal Year drop-down list, select the appropriate year. iii. In the Period drop-down list, select the appropriate period. iv. Optionally, select the Import Previous Periods checkbox to

synchronize data from the Open period to the Period specified in the preceding step.

v. Optionally, select the Clear Dynac Accounts checkbox to clear the data stored in Dynac-assigned accounts. Usually, but not always, these are the statistical accounts not on the prime tree.


Tasks

Entering Actual Data for Statistical Accounts

To enter the actual data for a statistical account:

1. Select the Actual worksheet. 2. Right-click on the row number for a statistical account, then select Edit

GL Data to display the Edit GL Data window, as illustrated in the following figure.

Figure 40 – Edit GL Data window

3. In the Revised column, enter the data in the appropriate period(s). 4. Click Recalculate to display the year to date total. 5. Click OK.

Preparing a Budget

Note If you are not familiar with the Dynac concept of dynamic budgets, refer to Budgeting Process on page 17.

A budget can either be the approved budget or a proforma budget. The approved budget worksheet is created as part of the configuration

process (see Main Worksheets on page 47).


Tasks

You can create multiple proforma budget worksheets (see Creating a Proforma Worksheet on page 51). Initially, a proforma worksheet is a copy of the approved budget.

For any budget worksheet, either the approved budget or a proforma budget, you can prepare and update it in various ways. Although each way is described separately, you can use more than one technique. Manually assign definitions and drivers to the accounts. See Preparing a

Budget Manually on page 52.

Note When a DynacBudget template is created, only Summary accounts have a Definition (1 – Total of Child Accounts (Parent)).

Use a previous year’s actual data to prepare a legacy budget. See Creating a Legacy Budget on page 53.

Roll this year’s budget template forward to the next fiscal year. See Rolling a Template to the Next Fiscal Year on page 54.

If you have other DynacTools modules, you can build a budget in them and use that information in DynacBudget. DynacForecast for Account DynacForecast SKU DynacForecast Lite DynacConsolidator

Refer to the appropriate User Guide for the procedure.

Creating a Proforma Worksheet

To create a proforma worksheet:

1. On the main menu, choose DynacBudget > Setup > Create Proforma. 2. In the Create Proforma dialog box, do the following:

i. In the Description field, enter a name for this worksheet. ii. In the Copy From drop-down list, select either the original Budget

worksheet or another proforma worksheet. iii. In the Proforma ID field, enter an identifier for this budget. This

identifier is used for the worksheet label.

Note The pr

dynacbudget user guide user... · 2009. 9. 16. · dynacbudget user guide iii purging a prior...

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