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Acumatica Budget Vs Actual Reporting

Acumatica’s Analytical Reports, or ARM Reports, are the main tools for creating your income statement and balance sheet. (Here’s our guide on getting started). Here we’ll help you add a little more depth, using Acumatica Budget Vs Actual reporting capability. This is just another way to configure your existing financial reports.

You will:

  • Check for Budget Ledger
  • Copy an existing financial report for modification
  • Customize the column sets to conditionally show the Actual or Budget numbers

First, you need to make sure that the budget ledger has been loaded along with your other financial data. To check that, see screen GL2015PL for Ledgers, and confirm that:

1. The Budget Ledger exists (sometimes coded as BUD01)

2. You have data loaded into the Budget ledger.

Acumatica Budget Vs Actual Reporting image

Modeling Budget vs Actuals from an Existing Report

Next, navigate to the Report Definitions Screen (CS2060PL). Here, select DPLB (Profit and Loss versus PTD Budget). We will copy this report and use it as the basis for our Acumatica Budget Vs Actual Reporting.

Choose “Copy Report” and enter a new Report Code. I chose “PLBUDACT” for “Profit & Loss – Budget vs Actuals”.  Now we’ve got our report ready for modification.

Copy existing report

Here, review the report definition and confirm that there is no value in the “Ledger” field in the “Default Data Source Settings” area. That means that when you run the report, you won’t be prompted to define a Ledger.

Now, for the fun part: the column sets.

It’s wise here also to copy the default column sets first, and edit the copies.  Instead of using the default column sets, you will create your own. So – first, create 12 columns with the “Actual” Ledger defined as the Data Source. Then, you’ll create 11 columns with “Budget” Ledger defined as the Data Source.

Here’s what it looks like to define “Actual” Ledger as the data source for the column “Actuals – January”

Actual Ledger

Using “Actuals – January” as our example, you will then define the “Visible formula” for all columns. This defines whether or not to show a column on your report. As an example, for March, we would just want to see columns for Actuals & Budget for March – December. Accordingly, we would want to suppress columns for January and February from appearing.

Here are some examples of what the “Visible Formula” will be for the first two columns:

  • for January (period 1):  =Iif(Left(@StartPeriod,2)>1,true,false)
  • for February (period 2): =Iif(Left(@StartPeriod,2)>2,true,false)

Here’s where that information is stored in your Acumatica Budget Vs Actual Reporting setup:

Acumatica Budget Vs Actual Reporting visible formula

Carry this logic through your column sets, test regularly, and you will be all set with Acumatica Budget Vs Actual Reporting.

Questions? Let us help.