diff --git a/content/applications/finance/accounting/reporting/analytic_accounting.rst b/content/applications/finance/accounting/reporting/analytic_accounting.rst index c9a229e10..392f83813 100644 --- a/content/applications/finance/accounting/reporting/analytic_accounting.rst +++ b/content/applications/finance/accounting/reporting/analytic_accounting.rst @@ -6,12 +6,16 @@ Analytic accounting helps you track costs and revenues, as well as analyze the p project or service. When creating your journal entries, the analytic widget allows the distribution of costs in one or more analytic accounts. +.. _accounting/analytic_accounting/configuration: + Configuration ============= Enable the :guilabel:`Analytic Accounting` feature by going to :menuselection:`Accounting --> Configuration --> Settings --> Analytics`. +.. _accounting/analytic_accounting/analytic_accounts: + Analytic accounts ================= @@ -25,14 +29,14 @@ and fill in the required information: - :guilabel:`Customer`: select the customer related to your project; - :guilabel:`Reference`: add a reference to make it easier to find the account when you are on your bill; -- :guilabel:`Plan`: add an :ref:`analytic plan `; +- :guilabel:`Plan`: add an :ref:`analytic plan `; - :guilabel:`Company`: if you are managing multiple companies, select the company for which the analytic account will be used; - :guilabel:`Currency`: select the currency of the analytic account; Then, fill in your :doc:`budget ` information. -.. _analytic_accounting/analytic_plans: +.. _accounting/analytic_accounting/analytic_plans: Analytic plans ============== @@ -83,6 +87,8 @@ Two smart buttons are available in the top-right corner: :ref:`Analytic Distribution Models `; - Each analytic plan must have at least one analytic account. +.. _accounting/analytic_accounting/analytic-distribution: + Analytic distribution ===================== @@ -98,6 +104,8 @@ accounts by modifying the percentage. .. _analytic_distribution_models: +.. _accounting/analytic_accounting/analytic-distribution-models: + Analytic distribution models ---------------------------- diff --git a/content/applications/finance/accounting/reporting/budget.rst b/content/applications/finance/accounting/reporting/budget.rst index db5b49e15..371e176b3 100644 --- a/content/applications/finance/accounting/reporting/budget.rst +++ b/content/applications/finance/accounting/reporting/budget.rst @@ -1,102 +1,170 @@ -================ +======= +Budgets +======= + +:ref:`Analytic budgets ` track specific activities and projects +using analytic accounts, helping businesses make informed decisions about specific departments, +projects, or other groups of transactions. In contrast, :ref:`financial budgets +` are tied to the general ledger accounts that appear on the profit +and loss and focus on the company's overall economic position. + +.. _accounting/budgets/analytic-budgets: + Analytic budgets ================ -Managing budgets is an essential part of running a business. Budgets help people become more -intentional with how money is spent and direct people to organize and prioritize their work to meet -financial goals. They allow the planning of a desired financial outcome and then measure the actual -performance against the plan. Odoo manages budgets using both **general** and **analytic accounts**. +Analytic budgets allow for allocating and tracking income and expenses in detail, breaking down +costs and revenues by specific projects, departments, or groups of transactions. Analytic budgets +can be applied across various departments or projects to measure profitability and performance. Odoo +manages analytic budgets using :doc:`analytic accounting `. -Configuration -============= +To activate the option for creating analytic budgets, go to :menuselection:`Accounting --> +Configuration --> Settings`, and enable :guilabel:`Budget Management` in the :guilabel:`Analytics` +section. -Go to :menuselection:`Accounting --> Configuration --> Settings --> Analytics section`, and enable -:guilabel:`Budget Management`. +.. important:: + Odoo structures budgets using :ref:`plans ` and + :ref:`accounts `, which must be configured + *before* creating a budget. -Budgetary positions -------------------- +.. _accounting/budgets/analytic-budget-set: -Budgetary positions are lists of accounts for which you want to keep budgets (typically expense or -income accounts). +Set an analytic budget +---------------------- -To define budgetary positions, go to :menuselection:`Accounting --> Configuration --> Management: -Budgetary Positions` and :guilabel:`New`. Add a :guilabel:`Name` to your budgetary position and -select the :guilabel:`Company` it applies to. Click :guilabel:`Add a line` to add one or more -accounts. +To create a new budget, go to :menuselection:`Accounting --> Accounting --> Analytic Budgets` and +click :guilabel:`New`. Make sure the following fields are appropriately completed: :guilabel:`Budget +Name`, :guilabel:`Period`, and :guilabel:`Budget Type`. + +Click :guilabel:`Add a line` in the :guilabel:`Budget Lines` tab to structure the budget with the +:ref:`analytic plans ` and :ref:`accounts +` previously created. While the :ref:`analytic +plans ` correspond to the column names, select the +:ref:`analytic accounts ` to define the budget +lines and set the amounts for each in the :guilabel:`Budgeted` column. Once all the budget lines are +settled, click :guilabel:`Open`. If changes need to be made once the budget's status is +:guilabel:`Open`, there are two options: + +- :guilabel:`Reset to Draft`: To overwrite the data, then reopen the budget. +- :guilabel:`Revise`: A new budget will be created. Once it is :guilabel:`Open`, a :guilabel:`Rev` + reference is added to the :guilabel:`Budget Name`. The original budget is then + :guilabel:`Revised`. + +.. _accounting/budgets/analytic-budget-check: + +Check an analytic budget +------------------------ + +Once the budget is :guilabel:`Open`, two additional columns are available: :guilabel:`Committed` and +:guilabel:`Achieved`. These columns' amounts are automatically calculated based on the related +:ref:`analytic distribution ` of journal +items. When the :ref:`analytic distribution ` +of a journal item within the budget's period is updated, the budget's columns for the analytic +account(s) selected in the distribution are automatically updated. The :guilabel:`Achieved` amount +reflects the current result according to the items of confirmed journal entries for the associated +:ref:`analytic account `. In contrast, the +:guilabel:`Committed` amount displays the full value of the :guilabel:`Achieved` amount, plus any +confirmed sales or purchase orders that have not yet been invoiced or billed. .. note:: - Each budgetary position can have any number of accounts from the chart of accounts, though it - must have at least one. + - When a line in a request for quotation or purchase order includes an analytic distribution, a + :guilabel:`Budget` smart button appears, providing a link to the :ref:`budget report + ` for more details. + - For :guilabel:`Open` budgets, if a request for quotation or a purchase order is created using + the associated analytic distribution and exceeds the allocated budget amount, the corresponding + purchase order line is highlighted in red. -Use case -======== +To reveal the :guilabel:`Theoretical` amount or percentage, use the :icon:`oi-settings-adjust` +(:guilabel:`adjust settings`) icon in the :guilabel:`Budget Lines`' header. The +:guilabel:`Theoretical` amount represents the amount of money that could theoretically have been +spent or should have been received based on the current date relative to the start/end dates. Click +:guilabel:`Details` to open a filtered view of the :ref:`budget report +` related to that specific budget line. -Let’s illustrate this with an example. +.. image:: budget/budget.png + :alt: open budget with committed, achieved, and theoretical amounts -We just started a project with *Smith & Co*, and we would like to budget the income and expenses of -that project. We plan on having a revenue of 1000, and we don’t want to spend more than 700. +.. note:: + Deleting a budget is only allowed in the :guilabel:`Draft` and :guilabel:`Cancelled` stages. -First, we need to define what accounts relate to our project’s expenses. Go to -:menuselection:`Accounting --> Configuration --> Management: Budgetary positions`, and click -:guilabel:`New` to add a position. Add the accounts wherein expenses will be booked. +To view the budget lines of one or multiple budgets directly from the :guilabel:`Budgets` list view, +select the budget(s) and click :guilabel:`Budget Lines`. -.. image:: budget/smith-and-co-expenses.png - :align: center - :alt: display the Smith and Co expenses +.. _accounting/budgets/analytic-budget-generate: -Let's repeat the steps to create a budgetary position that reflects the revenue. +Generate periodic budgets +------------------------- -.. image:: budget/smith-and-co-revenue.png - :align: center - :alt: display the Smith and Co revenue +To create periodic budgets (monthly, quarterly, and yearly) for the selected :guilabel:`Analytic +Plans`, click :guilabel:`Generate`. A new budget is created for each :guilabel:`Period` between the +start and end dates: -Analytical accounts -------------------- +- If a single analytic plan is selected, each budget includes a line for each account in that + analytic plan. +- If multiple analytic plans are selected, each budget includes a line for each account/analytic + plan combination. -Odoo needs to know which costs or expenses are relevant to a specified budget, as the above general -accounts may be used for different projects. Go to :menuselection:`Accounting --> Configuration --> -Analytic Accounting: Analytic Accounts` and click :guilabel:`New` to add a new **Analytic Account** -called *Smith & Co*. +To generate periodic budgets, follow these steps: -The :guilabel:`Plan` field has to be completed. Plans group multiple analytic accounts; they -distribute costs and benefits to analyze business performance. **Analytic Plans** can be created or -configured by going to :menuselection:`Accounting --> Configuration --> Analytic Accounting: -Analytic Plans`. +#. In the :guilabel:`Budgets` list view, click :guilabel:`Generate`. +#. In the :guilabel:`Generate Budget` window, set the dates and select the :guilabel:`Period` and + the :guilabel:`Analytic Plans`. -When creating a new customer invoice and/or vendor bill, you have to refer to this analytic account. + .. image:: budget/generate-budgets.png + :alt: all the options to generate periodical budgets -.. image:: budget/analytic-accounts.png - :align: center - :alt: add analytic accounts in a new invoice or bill. +#. Click :guilabel:`Split` to create the periodic budgets. +#. Click :guilabel:`Budgets` in the top-left corner to return to the :guilabel:`Budgets` list view. +#. One by one, click on the different periodic budgets with the :guilabel:`Draft` status to open + them and set the amounts in the :guilabel:`Budgeted` column for each analytic account linked to + the chosen analytic plans. +#. Click :guilabel:`Open` for each periodic budget. -Define the budget ------------------ +.. _accounting/budgets/analytic-budget-reporting: -Let’s set our targets. We specified that we expect to gain 1000 with this project, and we would like -not to spend more than 700. Go to :menuselection:`Accounting --> Management: Budgets` and click -:guilabel:`New` to create a new budget for *Smith & Co* project. +Reporting +--------- -First, fill in your :guilabel:`Budget Name`. Then, select the :guilabel:`Period` wherein the budget -is applicable. Next, add the :guilabel:`Budgetary Position` you want to track, define the related -:guilabel:`Analytic Account`, and add the :guilabel:`Planned Amount`. +To perform various reporting actions, go to :menuselection:`Accounting --> Reporting --> +Budget Report`, then: -.. image:: budget/define-the-budget.png - :align: center - :alt: budget lines display +- Track, analyze, and compare budget data. +- Filter and group data using the :icon:`fa-plus-square` (:guilabel:`plus-square`) or + :icon:`fa-minus-square` :guilabel:`(minus-square)` icon. +- Drill down into the report to see more details on the actual amounts and transactions. +- Export the data for further analysis or reporting needs. -.. Note:: - When recording a planned amount related to expenses, the amount must be negative. +.. _accounting/budgets/financial: -Check your budget ------------------ +Financial budgets +================= -Go to :menuselection:`Accounting --> Management: Budgets` and find the *Smith & Co* Project to see -how it evolves according to the expenses or income for the related analytic account. +Financial budgets are structured around specific income and expense accounts and transactions for +official financial reporting and compliance purposes. -The :guilabel:`Practical Amount` evolves when a new journal entry related to your analytic account -and an account from your budgetary position is created. +.. note:: + Financial budgets are available on the :ref:`Profit and Loss + ` report. -The :guilabel:`Theoretical Amount` represents the amount of money you theoretically could have spent -or should have received based on the date. For example, suppose your budget is 1200 for 12 months -(January to December), and today is 31 of January. In that case, the theoretical amount will be 100 -since this is the actual amount that could have been made. +.. _accounting/budgets/financial-budget-set: + +Set a financial budget +---------------------- + +To create a new financial budget, follow these steps: + +#. Go to :menuselection:`Accounting --> Reporting --> Profit and Loss` to open the + :ref:`Profit and Loss ` report. +#. Click the :icon:`fa-calendar` :guilabel:`(calendar)` button to use the date selector and choose a + period. +#. Click the :icon:`fa-bar-chart` :guilabel:`Budget` button and name the budget. A new column + labeled with the budget name will appear next to the :guilabel:`Balance` column. +#. Assign amounts to each account requiring analysis. +#. 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