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407 lines
11 KiB
407 lines
11 KiB
<?xml version="1.0" encoding="UTF-8"?>
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<chapter id="details.budgets">
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<chapterinfo>
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<authorgroup>
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<author>
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<surname>Colin Wright <cdwright@gwi.net></surname>
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</author>
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</authorgroup>
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<date>2009-08-03</date>
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<releaseinfo>1.0</releaseinfo>
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</chapterinfo>
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<title id="details.budgets.title">Budgets</title>
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<sect1 id="details.budgets.define">
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<title>What is a budget?</title>
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<para>
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A budget is a categorized list of expected income and expenses for a period.
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</para>
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<para>
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The Budget facility of &kappname; allows you to create annual budgets. More
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than one Budget can be created for any year. You set monthly Budget values
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against any Income or Expense categories that you have defined. The values can
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be set in three ways, depending on the Period:
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</para>
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<variablelist>
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<varlistentry>
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<term>Monthly</term>
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<listitem><para>(Default) specify a single value applied to every month in
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the Budget</para></listitem>
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</varlistentry>
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<varlistentry>
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<term>Yearly</term>
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<listitem><para>specify a single value to divide evenly across each month in
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the Budget</para></listitem>
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</varlistentry>
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<varlistentry>
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<term>Individual</term>
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<listitem><para>specify separate values for each month.</para>
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<para>This is used for income and expenses spread irregularly through the
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year.</para></listitem>
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</varlistentry>
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</variablelist>
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<para>
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&kappname; provides a number of reports which compare actual income and
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expenses against the entered Budgets.
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</para>
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</sect1>
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<sect1 id="details.budgets.create" >
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<title>Your budgets</title>
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<para>
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You can access your budgets by clicking the appropriate icon in the navigation
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pane at the left hand side of your &kappname; window.
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</para>
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<sect2>
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<title>Creating, changing, and deleting budgets</title>
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<para>
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This section of the Budgets window displays the list of Budgets contained in
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the current file. If no Budget has yet been created the list will display a
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single empty Budget called "Budget <year>" where <year> is the
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current fiscal year. The list of Budgets has two columns:
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</para>
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<variablelist>
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<varlistentry>
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<term>Name</term>
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<listitem>
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<para>Name of the Budget</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Year</term>
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<listitem>
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<para>Fiscal year of the Budget</para>
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</listitem>
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</varlistentry>
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</variablelist>
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<para>
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Values from the selected Budget are displayed to the right. To select a
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different Budget you can click on the Budget in the list. Alternatively, when
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the list has focus, you can select a different Budget using the up and down
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keys. If you have made changes to a Budget and then select a different budget
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&kappname; will ask you whether you want to discard the changes.
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</para>
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<para>
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There are five buttons above the list of Budgets.
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</para>
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<variablelist>
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<varlistentry>
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<term>New</term>
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<listitem>
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<para>Create a new budget</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Rename</term>
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<listitem>
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<para>Edit the name of the selected Budget.</para>
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<para>You can also edit the name of a Budget by clicking on the name of
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the selected Budget or double-clicking on the name of a different
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Budget.</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Delete</term>
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<listitem>
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<para>Delete the selected Budget</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Revert</term>
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<listitem>
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<para>Reverts the selected Budget to its last stored state.</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Save</term>
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<listitem>
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<para>Accepts any unsaved changes to the selected Budget and
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stores them.</para>
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</listitem>
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</varlistentry>
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</variablelist>
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<para>
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Additional options are available on a menu accessed by right-clicking on a
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Budget.
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</para>
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<variablelist>
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<varlistentry>
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<term>New Budget</term>
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<listitem>
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<para>Create a new, blank Budget.</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Rename Budget</term>
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<listitem>
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<para>Rename the selected Budget.</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Change budget year</term>
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<listitem>
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<para>Displays a window with a list of years to select a different budget
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year.</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Delete budget</term>
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<listitem>
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<para>Delete the selected Budget.</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Copy budget</term>
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<listitem>
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<para>Creates a copy of the selected Budget. The new Budget has the name
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"Copy of <budget>", where <budget> is the name of the copied
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Budget.</para>
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</listitem>
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</varlistentry>
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</variablelist>
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</sect2>
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<sect2>
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<title>Account List</title>
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<para>
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The Account List displays the list of Income and Expense Categories. As in
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other places in &kappname; the list is organized in a tree structure. The list
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can be expanded or collapsed to show or hide Subcategories within a
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Category. The Account List has a number of columns:</para>
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<variablelist>
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<varlistentry>
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<term>Account</term>
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<listitem>
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<para>Account name</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Type</term>
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<listitem>
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<para>Account Type (Income or Expense)</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Tax</term>
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<listitem>
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<para>Checked if a Category included in Tax Reports</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>VAT</term>
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<listitem>
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<para>Checked if a Category marked as a VAT Category</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Balance</term>
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<listitem>
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<para>Current balance of Account. Blank for Categories</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Value</term>
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<listitem>
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<para>Total yearly value in the Budget. If an Account has Subaccounts and
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the Account's list of Subaccounts is collapsed the value displayed is
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the sum of the values for the Account and all of its Subaccounts.</para>
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</listitem>
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</varlistentry>
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</variablelist>
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<para>
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The Account List can be filtered using "Hide unused Categories". In Budgets
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this hides any Categories for which no value has been assigned to the Category
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or any of its Subcategories.
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</para>
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</sect2>
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<sect2>
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<title>Assignments</title>
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<para>
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The Assignments area shows the value for the selected Account.
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</para>
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<variablelist>
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<varlistentry>
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<term>Account</term>
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<listitem>
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<para>Displays the name of the selected Account. If the Account is a
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Subaccount, the full name of the selected Account is displayed in the
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Account:Subaccount format.</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Total</term>
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<listitem>
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<para>Displays the total yearly value assigned to the Account</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Include subaccounts</term>
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<listitem>
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<para>In Reports show actual income or expenses in Subcategories belonging
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to the Category against the Category instead of the Subcategory.</para>
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<para>If a Subcategory has a value defined in the Budget the income and
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expenses are shown against the Subcategory.</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Clear</term>
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<listitem>
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<para>The Clear button resets the budgeted account value or values to
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zero.</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Period</term>
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<listitem>
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<para>The Period radio buttons allow you to select the period for which
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the value applies</para>
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<variablelist>
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<varlistentry>
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<term>Monthly</term>
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<listitem>
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<para>A single value is entered, specifying the amount per
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month. This is the default setting.</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Yearly</term>
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<listitem>
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<para>A single value is entered, specifying the amount per
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year.</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Individual</term>
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<listitem>
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<para>Values are specified for each Calendar month. This is used
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where expense or income is spread irregularly through the
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year.</para>
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</listitem>
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</varlistentry>
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</variablelist>
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<para>
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If a value is or values are already specified and the Period is changed
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&kappname; will ask whether to use the current total yearly value to
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assign the new values.
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</para>
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</listitem>
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</varlistentry>
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</variablelist>
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</sect2>
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<sect2>
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<title>Update and Revert</title>
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<para>
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For performance reasons, changes made to a Budget are not saved
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immediately. Instead, they first have to be stored using the Update button and
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then permanently saved using the &kappname; Save.
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</para>
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<para>
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When a Budget's values are first modified, the Update and Revert buttons are
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enabled. Multiple changes can be made to the Budget. Pressing Update will
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store the changes, disable the Update and Revert buttons and enable the
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&kappname; Save.
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</para>
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<para>
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The &kappname; Save only saves changes that have been stored using the Update
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button. Thus, if you have modified a Budget but not yet stored the changes
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&kappname; Save will not affect the modified Budget and the Update and Revert
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buttons remain enabled.
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</para>
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<para>
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Revert undoes any changes made to a Budget since the last Update and disables
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the Update and Revert buttons.
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</para>
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<para>
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Changes stored using Update but not yet saved using &kappname; Save can only
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be reverted by reloading the &kappname; file.
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</para>
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</sect2>
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</sect1>
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<sect1 id="budget.details.reports">
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<title>Budget Reports</title>
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<para>
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&kappname; provides a number of reports to compare actual income and expenses
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against Budgets. These are listed in Reports under "Budgeting". There are two
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types of Reports:
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</para>
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<variablelist>
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<varlistentry>
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<term>Budget only</term>
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<listitem><para>Reports displaying values from a Budget: Monthly Budget
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Displays the monthly values from a Budget. Yearly Budget Displays the
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monthly values from a Budget, with yearly total.</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Compare Budget and Actual</term>
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<listitem><para>Reports comparing values from a Budget to actual income and
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expenses: Budget vs. Actual This Year Month-by-month comparison for the
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current year so far, with total. Monthly Budget vs. Actual Month-by-month
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comparison, defaulting to the current month. Yearly Budgeted vs. Actual
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Month-by-month comparison for the whole of the current year, with
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total. These reports provide a base from which custom reports can be
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created by changing the date range and Budget. Of the Budget reports, only
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the "Budget vs. Actual This Year" does not allow the Budget to be
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changed.</para>
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</listitem>
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</varlistentry>
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</variablelist>
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</sect1>
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</chapter>
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