Take a Vacation From Long-Term Financial Concerns:
Use QuickBooks' Budgeting Tools
If your summer vacation is
filled with worry over what's happening back at the office, you can ease that
anxiety by using one of QuickBooks' budgeting tools. This powerful feature can provide insight on how wisely you're
managing your income and expenses.
Using a budget, you can
determine how your real income and expenses compare to what you'd anticipated.
It can also be a jumping-off point for discussions about long-term planning.
A Good Benchmark
Budgets. Many people make
them, but few succeed at staying on top of. QuickBooks simplifies this process,
making it easy to track your progress. Still, before you take on this task,
you'd be wise to consult your accounting professional; it'll increase your odds
of creating a successful financial blueprint.
To get started, click on the Company menu. Select Planning & Budgeting, and then Set Up Budgets. If you've already set
up a budget, that one will appear. You'll be able to edit it or create a new
one. If you haven't created a budget, the window shown in Figure 1 opens.
Figure 1: You'll start working on your budget by
selecting its year and content.
Select Profit and Loss to include all of the previous year's activity and
click Next.
On the next screen, you'll
also be able to include the criteria, (Customer:Job or Class),so you can budget for individual
customers/jobs or classes instead of by account only. Leave this box unchecked
for now. Click Next.
Determining the Content
Next, you'll indicate
whether you want to start from scratch with your own figures or let QuickBooks
pre-populate your budget with last year's numbers. Select Create budget from scratch. Click Finish. A window similar to the one shown in Figure 2 opens.
Figure 2: Budgets in QuickBooks are account-based, so
yours will be set up that way.
Click on Rent Expense and enter 3,500 in the
January column. Hit Tab. You'll
notice that the Annual Total column
changes to reflect that entry. If you expect that your number will fluctuate
over the year, continue to enter those figures in the month columns. If it will
remain the same, click Copy Across in
the lower left corner. Every column (except for Annual Total) now displays
3,500.
When you're satisfied with
your budget, click Save.
You can easily access and edit it anytime from the Company menu.
More Budgeting Tools
QuickBooks' budget
flexibility doesn't end there. Let's say that your major office supply vendor
has just lowered its bulk prices by 5%, halfway through the year. It's easy to
make this change to your existing budget. Click the Office Supplies row, and then click on Adjust Row Amounts at the bottom of the screen. The window shown in Figure 3 opens.
Figure 3: Need to make a global dollar amount or
percentage change to a row? QuickBooks makes this easy.
At the top of the window,
you can choose to have the change begin at the first month of your budget or at
the currently selected month. Check one of the two buttons below that to
indicate whether you want an increase or decrease, and then enter the numerical
value in the box.
Tip: Want to start over?
Click on the Clear button in the
lower right corner. This deletes all of the data in the current page of the
budget.
To switch back and forth
among budgets, click the arrow under Budget in the upper left corner of the window. A list of your budgets drops down.
To build a new one, click on the Create
New Budget button in the upper right corner.
Seeing the Fruits of Your Labor
Keep in mind that you can
only create one budget per fiscal year for each account, customer or job, and
class combination, as shown in Figure 4.
This still gives you a lot of budgeting power. You can create budgets for
individual customers, for example, and use some of the same accounts found in
your overall company budget.
Figure 4: You can create one budget per fiscal year
for each unique combination of accounts, customers and jobs, and classes.
Of course, the real power of
QuickBooks budgets lies in its budget reports. Using these, you can get an
instant, insightful look at how your income and expenses are performing. Go to Reports | Budgets and Forecasts to find
them. They include Budget Overview,
Budget vs. Actual, and Profit &
Loss Budget Performance.
These reports will tell you
precisely what you may be doing wrong-and right. If you're doing more of
the former than the latter, get a copy of your budgets and corresponding
reports to us for advice.
Carefully crafted budgets
are a key piece of your business success puzzle. QuickBooks can help you shape
them.