Expense sheet

Overview

The Expense sheet is where you review and adjust the current year projection and next year’s budget for Expenses and Paid Hours. The Expense tab also captures data calculated on other budget tabs for paid hours, salaries, and detail accounts.

The categories include:

  • Salaries – All salary and contract labor accounts (Acct.BudgetType=’Salaries’). Most salary calculations are done on the Labor tabs – JobCode, Staffing, or Employee. The Labor Calc Method is used to summarize the salary dollars from the defined labor tab (JobCode, Staffing, Employee, JobCode ADC).
  • Benefits – All benefit accounts, if accounted for at the department level (Acct.BudgetType=’Benefits’). FICA is calculated at the JobCode level on the Labor tabs.

    • If FICA is not budgeted at the department level, there is the option to use the Monthly FICA by Dept report to summarize total FICA and add it to the Benefits department budget plan file.

  • Supplies – All medical and other supply expense accounts (Acct.BudgetType=’Supplies’). Usually budgeted on a rate-per-unit basis using the Variable calc method.
  • Other Expenses – All other expenses, excluding Bad Debt (Acct.BudgetType=’OtherExp’). Calc methods are usually Fixed, Detail, Depreciation, or GlobalExpense.
  • Paid Hours – All labor and contract labor hours accounts (Acct.BudgetType=’PaidHours’). Inputs for hours are done on the Labor tabs – JobCode, Staffing or Employee. The Hours calc method is used to summarize the paid hours.

NOTE: Be sure to provide comments in any comment field flagged red.

Expense Sheet

Drilling to detail

You can drill from an account on the Expense tab (this tab only) to GL Transactions detail. To activate this feature, open the Budget Configuration driverBudget Configuration driver. In the Expense Transaction Drilling, On or Off row, select Yes or No to turn on the drill. This is not budget group-specific so the election is for all plan files.

From the Expense tab, select the account desired, and drill on it from the year-to-date column. There are three ways to drill on the account:

  • On the Main ribbon tab, select Drill > JE Detail.
  • From value on the Expense tab, right-click the year-to-date value, and select Drill > JE Drill.
  • Double-click the selected row.

Expense Sheet

To close the drill to detail report, double-click Return to Report or close the drill report tab.

Adjusting supply percentage and amount for Next Year Budget

To adjust supply percentage and amount:

  1. Navigate to the Supply section of the sheet.
  2. In the supply line item, do any of the following to adjust for NYB:
    • In the % Adjust column (column O), type the percentage amount.
    • In the Amt Adjust column (column O), type the dollar amount.
  3. After you finish making your changes, in the Main ribbon tab, click Save.

Inserting a new expense line item

You can add new expense line items to individual sections, including:

  • Salaries
  • Benefits
  • Supplies
  • Other expenses
  • Paid hours

The system adds the line by inserting the appropriate calc method into the sheet. The following table lists the available calc methods used by the corresponding section in the sheet:

Calc Method Description Sheet Section
Add Detail - Input Monthly Use this to insert a row to populate an individual month.

Other Expenses
Add Detail - Input Total Use this to insert a row to enter an annual amount, and then decide how to spread it. Other Expenses
Add New Detail Zero-based expense calculations. Inputs are done on the Detail sheet in the budget plan file.
  • Benefits
  • Supplies
  • Other Expenses
Add New Hours Use this new labor calc method to add a new hours account to the Expense sheet. Paid Hours
Add New Input Monthly Month-by-month input. Use this calc method only when adding a new account.
  • Salaries
  • Benefits
  • Supplies
  • Other Expenses
  • Paid Hours
Add New Labor Use this new labor calc method to add a new labor account to the Expense sheet.

Salaries
Add New Variable Calculates based on the relationship to key statistics. As there is no history when inserting as new, use the Amt Adjust (column P) to enter a value. If a projection value is desired, enter a value in Manager Input (Column J).
  • Salaries
  • Benefits
  • Supplies
  • Other Expenses
  • Paid Hours
Fixed Use this fixed methodology and select how you want to spread.
  • Salaries
  • Benefits
  • Supplies
  • Other Expenses
  • Paid Hours
PctOfSalaries_FixedPct Calculates a designated fixed percent from Budget Expense Adjustment Driver file, Budget Expense Assumptions, based on the relationship to salaries. Monthly spread will be based on the spread of salaries.

Benefits
RatePerFTE_Fixed Allows you to define the fixed dollar amount per FTE in Budget Expense Adjustment Driver file to apply globally to benefit accounts.

Benefits

To insert a new expense line item:

  1. Navigate to the section to add the new line item.

  2. Double-click the Double Click to Insert... cell.

  3. In the Insert Calc Method(s) in sheet Expense dialog, select the calc method to insert, and click OK.

    NOTE: If the line only uses or your organization is only licensed for one type of calc method, this dialog will not display. The system will open the Calc Methods Variable dialog instead.

  4. In the Calc Methods Variable dialog, enter or select the account and department number, and click OK.
  5. Enter the appropriate values in the blue cells, as needed.
  6. After making your changes, in the Main ribbon tab, click Save.
See also