The Budget Builder streamlines the creation of budget file structures for the desired Budget Year and Cycle.

Using the Budget Builder, you can swiftly create budget files and templates. Simply drag and drop fields into the Rows area and export to Excel, or split them for use as template files. 

The result is Excel reports with dynamic Datarails formulas, which bring in historical data to form the basis of your budget planning. You can fine-tune the budget file in your Excel workbook or add your calculations as before.

Moreover, data entered into the budget builder files is automatically stored and mapped into the database, making it available for querying and analysis.

Access the Budget Builder

You can access the Budget Builder through both the Workspace and the Excel add-in.

Via the Workspace 

1. 1. Access the Budget module from the left side panel. 
   2. Navigate to the Budget Files tab and click New. 
   3. In the 'Add new Budget file' window, enter a name for your budget and select Budget Builder. 

Update an existing budget builder file 

1.  Locate the file you want to update in the Budget file tab.
2. Click the three dots ellipsis icon next to the file and select 'Go to budget builder'.
3. Alternatively, click the green 'Budget builder' icon under the Type column. 

Via the Excel add-in

Learn more about Excel add-in.

1. Download and open the relevant file.
2. Navigate to Datarails add-in in the toolbar and select 'Budget Builder'. 
3. If your file already contains a Budget Builder, the Budget Builder editor window will open with the existing budget. If your file does not yet include a Budget Builder, a new Budget Builder will be created. You can then create and publish your budget.

Budget Builder Structure

The Budget Builder editor is organized into the following main areas:

• Function Name: Defines the specific budgeting function being used.
• Function Fields: Input fields for configuring the selected budgeting function.
• Rows: Represents the different budget line items or categories.
• Filters: Options to narrow down or specify particular data sets for the budget.
• Actuals Ending: Indicates the cut-off point for actual data to be included in the budget.
• Missing Actuals: Manages how to handle any missing data within the actuals.
• Preview: Displays a summary or view of the budget based on the current configurations.

Create a Budget Builder file

1. Select the desired function. Hover over the function name to see the table, field, and aggregation in use. Note that only 'sum' functions are allowed.
2. Drag relevant fields to the Rows section to structure your report. Dragging fields on top of each other will create connections between the fields.
3. Drag relevant fields to the Filters section to filter your report.
4. Actuals Ending: Adjust the data brought for the year before the budget year.
   Missing Actuals: Manage any missing data within the actuals.
5. Use the Preview area to validate your desired structure.
6. Click Save and Download to Excel.
7. In Excel, fill in the yellow and blue cells with the necessary data.
8. Click submit.

How to structure the Columns in the Budget Builder

The Budget Builder columns are designed to provide a historical view by bringing in data from two years prior to the budget year. This helps in making informed budgeting decisions.

Since the budget process often starts before the current year ends, you need to configure the current year's data appropriately.

Actuals Ending 

Definition: This column defines the last month of actual data for the current year.

Configuration:

• Include actual data up to the last available month.
• Adjust according to the organization's fiscal year (e.g., if the fiscal year ends in March, the months available for actuals ending will be from March to February).

Missing Actuals

Definition: This column fills in the months of the current year that do not have actual data yet.

Configuration: Choose a method to fill the missing months (manual entry, budget values, or forecast values). The methods are:

Manual Entry: Enter values directly in Excel or online. Manually entered values will not be automatically mapped into the database.

Budget Values: Use predefined budget values to fill the gaps.

Forecast Values: The system will pull the most recent forecast version. Example: If the actuals ending month is June '24, the system will look for forecast version 6+6 (2024). If unavailable, it will revert to an earlier forecast version for 2024.

Important Considerations: 

• The system will gray out options if it cannot identify forecast or budget data for the designated months.
• Only values in yellow cells (automatically generated by the system) will be mapped into the database upon submission.

How to Structure the Rows in the Budget Builder 

The Budget Builder extends the capabilities of the Report Builder, allowing advanced filtering, formatting, and nested report hierarchies (parent/child connections).

Adding Budget year data

1. Add any relevant fields to the Rows section and create connections.
   

   Date fields cannot be dragged into the rows section and will appear greyed out. 

   
2. Click on the three dots ellipsis icon in the rows section.
3. Toggle on the 'Add budget year data' option.
   
4. An 'Add existing data for budget year' icon will appear next to all parent fields in the rows section. 
5. Click on the icon to bring data for the relevant rows into the report for the same budget year.
   

How to use Filters in the Budget Builder

To apply filters in your Budget Builder, follow these steps: 

1. Drag the relevant field you want to filter into the filter section of the Budget Builder.
2. Click "Save" and download the file to Excel. The field will be added as a global filter in the Excel file.

Only filters with a single selection (e.g., Department = R&D) will be added to your mapping. For instance, if you set the filter to Department=R&D in the Budget Builder, the data saved into the database will reflect and be associated with the R&D department.

If you need to split the budget file by a certain dimension (e.g., Department), do not add this field (“Department”) as a filter in the Budget Builder.

How to enter data into a Budget Builder file

1. Once you have structured your Budget Builder, click “Save and Download to Excel”.
2. Open the downloaded Excel file. In the Budget Builder area of the Excel file, you can enter your budget data in the designated cells: 
   Yellow Cells: These cells will be mapped into the database and will be available for any future queries and drill-downs.
   Blue Cells: These cells can be used for text, numbers, assumptions, or any other manual notes. They will not be mapped back into the database.
3. After entering your budget numbers, click “Submit”. The information will be saved into the database.

Besides entering data into the yellow and blue cells, avoid changing the data or structure within the Budget Builder area in the Excel file. Do not add or delete columns or rows, and do not change the content of gray cells.

Design options

Budget Builders can be created using one of three design options: compact, tabular or repetitive. To adjust it, select the desired design option from the 'Design options' section. 

From this section, you can also select a new color palette and apply the new design option to customize the appearance of your Budget Builder.

You can adjust the numbers format from the Format section. 

Editing the Budget Builder Rows and Filters 

You can access the Budget Builder for editing through the web interface and the Datarails ribbon in Excel.

In the preview area, you will see the Budget Builder structure. Budget year data entered in Excel will not appear in the preview.

Editing the Budget Builder structure only affects the budget cycle from which you accessed it. This ensures the structures of previous cycles remain unchanged.

After making changes to the Budget Builder structure, click “Save and Download to Excel”. Rows may be added or deleted, and data manually entered in the yellow area of your original file will be updated accordingly.

Updated September 03, 2024 09:32