Budgeting & Controls


Microsoft Dynamics 365 Budgeting & Controls

Improve your organization’s flexibility to develop, modify, and control budgets with Microsoft Dynamics 365 2012. Various budget types are supported within Microsoft Dynamics 365 2012 from budgeting based on historical transactions, budget transfers, budget encumbrances, project budgets to fixed asset budgets.

Microsoft Dynamics 365 gives organizations the capacity to define budget amounts and track budget to actuals as well as forecasts to actuals. Budgets can be defined using a top-down approach, a bottom up approach or using a mix of the two approaches.

Organizations can define budget approval workflows to ensure that budgets go through multiple level of approvals based on the parameters such as the relevant organization unit including cost center, departments or divisions. Native budget control ensures that spend is compliant with the budget limits that are approved.

Microsoft Dynamics 365 allows you to:

  • Determine the financial components used to establish and control budgets.
  • Update or revise budgets based on economic events.
  • Define workflows and policies that match organizational requirements.
  • Use a budgeting tool that is right for the organization.

Budget Planning in Microsoft Dynamics 365

Microsoft Dynamics 365 provides a flexible model for budget planning.

  • Top Down approach.
    Creating an organizational budget and then allocating it down to the various organizational units such as cost centers.

  • Bottom Up approach.
    Creating a budget by organizational unit such as department and cost centers and then rolling it up into an organization level budget.

  • Hybrid approach.
    Having both approaches maintained in different simulation models and then developing a budget that seems appropriate for the organization.

The budget planning process has the following components:

  • Responsibility centers.
    Organizational units that will administer the budget components e.g. Sales Department manages the Sales Budget; Operations will manage the Operations Budget.

  • Scenarios.
    Multiple scenarios can be developed such as historical, top-down, bottom-up which can be used for comparison.

  • Stages.
    The various steps in the budget planning process.

  • Workflows.
    The linking of the various stages in the budget and the relevant responsibility center owners.

  • Templates.
    Excel based templates that can be distributed in case users prefer to develop budgets in Microsoft Excel which has native integration with Microsoft Dynamics 365.

Types of Budgets

Microsoft Dynamics 365 supports multiple budgets at the General Ledger (GL) level and the sub-ledger level including:

  • General Ledger Budgets
  • Project Budgets
  • Fixed Asset Budgets
  • Inventory Forecasts and Budgets
  • Supply Forecasts and Budgets
  • Sales Forecast by Item, Item Group, Customer, Customer Groups

Budgets can be tracked for revisions and transfers through the use of budget types which include:

  • Original Budget
  • Revisions
  • Transfers
  • Pre-Encumbrances
  • Encumbrances

This provides granularity and the ability to track results at multiple levels. For example, actuals and forecasts can be compared with original budgets, original budgets with revisions, original budget and transfers plus revisions.

Budget Control with Microsoft Dynamics 365

Built into Microsoft Dynamics 365 is the ability to track budget versus actuals and stop over-spend at the point of approval or entry of a transaction. Budget control dimensions can be selected from the financial accounting structure that will be used for budget control.

Budget control can be applied to a variety of transactions including purchase requisitions, purchase orders, vendor invoices, expense reports, travel requisitions and more. If a budget fund is about to be exceeded due a transaction, then Microsoft Dynamics 365 can stop the transaction from moving forward, warn the user or go through relevant approvals to allow the spend to exceed the budget.

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