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0001 <?xml version="1.0" encoding="UTF-8"?> 0002 <chapter id="details.budgets"> 0003 <chapterinfo> 0004 <authorgroup> 0005 <author> &Colin.Wright; &Colin.Wright.mail; </author> 0006 <author> &Jack.H.Ostroff; &Jack.H.Ostroff.mail; </author> 0007 </authorgroup> 0008 <date>2011-06-29</date> 0009 <releaseinfo>4.6</releaseinfo> 0010 </chapterinfo> 0011 0012 <title>Budgets</title> 0013 0014 <sect1 id="details.budgets.define"> 0015 <title>What is a budget?</title> 0016 0017 <para> 0018 A budget is a categorized list of expected income and expenses for a period. 0019 </para> 0020 0021 <para> 0022 The Budget facility of &kmymoney; allows you to create annual budgets. More 0023 than one Budget can be created for any year. You set monthly Budget values 0024 against any Income or Expense categories that you have defined. The values can 0025 be set in three ways, depending on the Period: 0026 </para> 0027 0028 <variablelist> 0029 <varlistentry> 0030 <term>Monthly</term> 0031 <listitem><para>(Default) specify a single value applied to every month in 0032 the Budget</para></listitem> 0033 </varlistentry> 0034 0035 <varlistentry> 0036 <term>Yearly</term> 0037 <listitem><para>Specify a single value to divide evenly across each month in 0038 the Budget</para></listitem> 0039 </varlistentry> 0040 0041 <varlistentry> 0042 <term>Individual</term> 0043 <listitem><para>Specify separate values for each month.</para> 0044 <para>This is used for income and expenses spread irregularly through the 0045 year.</para></listitem> 0046 </varlistentry> 0047 </variablelist> 0048 0049 <para> 0050 &kmymoney; provides a number of reports which compare actual income 0051 and expenses against the entered Budgets. These are described in 0052 more detail in 0053 <link linkend="budget.details.reports">another section</link>. 0054 </para> 0055 </sect1> 0056 0057 <sect1 id="details.budgets.create" > 0058 <title>Your budgets</title> 0059 0060 <para> 0061 You can access your budgets by clicking the appropriate icon in the navigation 0062 pane at the left hand side of your &kmymoney; window. 0063 </para> 0064 0065 <para> 0066 There are two major sections to the budget window. These are 0067 described in more detail below. On the left, the main section 0068 displays the list of budgets you have created. Above that are 0069 buttons for creating, renaming, and deleting budgets. On the right, 0070 there are three sections. At the top is the Accounts List. At the 0071 bottom is a display of the amounts assigned to the budget for the 0072 category selected in the Accounts List above. Between those two 0073 areas are some additional controls for managing the budget. 0074 </para> 0075 0076 <sect2> 0077 <title>Viewing, creating, renaming, and deleting budgets</title> 0078 0079 <para> 0080 This section of the Budgets window displays the list of Budgets 0081 contained in the current &kmymoney; file. If no Budget has yet been 0082 created the list will be empty. The list of Budgets has two 0083 columns: 0084 </para> 0085 0086 <variablelist> 0087 <varlistentry> 0088 <term>Name</term> 0089 <listitem> 0090 <para>Name of the Budget</para> 0091 </listitem> 0092 </varlistentry> 0093 0094 <varlistentry> 0095 <term>Year</term> 0096 <listitem> 0097 <para>Fiscal year of the Budget. Note that the starting month 0098 and day of the fiscal year can be specified in 0099 the <link linkend="details.settings.general.global">Configure 0100 &kmymoney; dialog.</link></para> 0101 </listitem> 0102 </varlistentry> 0103 </variablelist> 0104 0105 <para> 0106 Values from the selected Budget are displayed to the right. To select a 0107 different Budget you can click on the Budget in the list. Alternatively, when 0108 the list has focus, you can select a different Budget using the &Up; and &Down; 0109 keys. If you have made changes to a Budget and then select a different budget 0110 &kmymoney; will ask you whether you want to save or discard the changes. 0111 </para> 0112 0113 <para> 0114 There are three buttons above the list of Budgets. 0115 </para> 0116 0117 <variablelist> 0118 <varlistentry> 0119 <term>New</term> 0120 <listitem> 0121 <para> 0122 Create a new, empty budget. The default name of a new budget 0123 is "Budget <year>" where <year> is the current 0124 fiscal year. 0125 </para> 0126 </listitem> 0127 </varlistentry> 0128 0129 <varlistentry> 0130 <term>Rename</term> 0131 <listitem> 0132 <para>Edit the name of the selected Budget.</para> 0133 0134 <para>You can also edit the name of a Budget by double-clicking 0135 on the name of a Budget in the list.</para> 0136 </listitem> 0137 </varlistentry> 0138 0139 <varlistentry> 0140 <term>Delete</term> 0141 <listitem> 0142 <para>Delete the selected Budget.</para> 0143 </listitem> 0144 </varlistentry> 0145 0146 <!-- buttons moved in the UI - they are now described below. Will remove 0147 from here after this chapter has been reviewed. 0148 <varlistentry> 0149 <term>Revert</term> 0150 <listitem> 0151 <para>Reverts the selected Budget to its last stored state.</para> 0152 </listitem> 0153 </varlistentry> 0154 0155 <varlistentry> 0156 <term>Save</term> 0157 <listitem> 0158 <para>Accepts any unsaved changes to the selected Budget and 0159 stores them.</para> 0160 </listitem> 0161 </varlistentry> 0162 --> 0163 </variablelist> 0164 0165 <para> 0166 Additional options are available on a menu accessed by right-clicking on a 0167 Budget. 0168 </para> 0169 0170 <variablelist> 0171 <varlistentry> 0172 <term>New Budget</term> 0173 <listitem> 0174 <para>Create a new, empty Budget.</para> 0175 </listitem> 0176 </varlistentry> 0177 0178 <varlistentry> 0179 <term>Rename Budget</term> 0180 <listitem> 0181 <para>Rename the selected Budget.</para> 0182 </listitem> 0183 </varlistentry> 0184 0185 <varlistentry> 0186 <term>Change budget year</term> 0187 <listitem> 0188 <para>Displays a window with a list of years to select a 0189 different fiscal year for the budget.</para> 0190 </listitem> 0191 </varlistentry> 0192 0193 <varlistentry> 0194 <term>Delete budget</term> 0195 <listitem> 0196 <para>Delete the selected Budget.</para> 0197 </listitem> 0198 </varlistentry> 0199 0200 <varlistentry> 0201 <term>Copy budget</term> 0202 <listitem> 0203 <para>Creates a copy of the selected Budget. The new Budget has the name 0204 "Copy of <budget>", where <budget> is the name of the copied 0205 Budget.</para> 0206 </listitem> 0207 </varlistentry> 0208 0209 <varlistentry> 0210 <term>Budget based on forecast</term> 0211 <listitem> 0212 <para>Fills in budget amounts based on data from &kmymoney;'s 0213 Forecast values. See the section on 0214 <link linkend="details.forecast.define">Forecasts</link> for 0215 more information. 0216 </para> 0217 </listitem> 0218 </varlistentry> 0219 </variablelist> 0220 </sect2> 0221 0222 <sect2> 0223 <title>Account List</title> 0224 0225 <para> 0226 The Accounts List displays the list of Income and Expense Categories. 0227 (Remember, within &kmymoney;, categories are treated as a special type of 0228 account.) As in other places in &kmymoney;, the list is organized in a tree 0229 structure. The list can be expanded or collapsed to show or hide Subcategories 0230 within a Category. The Accounts List has a number of columns: 0231 </para> 0232 0233 <variablelist> 0234 <varlistentry> 0235 <term>Account</term> 0236 <listitem> 0237 <para>Account (Category) name</para> 0238 </listitem> 0239 </varlistentry> 0240 0241 <varlistentry> 0242 <term>Type</term> 0243 <listitem> 0244 <para>Category Type (Income or Expense)</para> 0245 </listitem> 0246 </varlistentry> 0247 0248 <!-- these seem to have been removed from the display. Remove from here 0249 once this is confirmed by the programmers. 0250 <varlistentry> 0251 <term>Tax</term> 0252 <listitem> 0253 <para>Checked if a Category included in Tax Reports</para> 0254 </listitem> 0255 </varlistentry> 0256 0257 <varlistentry> 0258 <term>VAT</term> 0259 <listitem> 0260 <para>Checked if a Category marked as a VAT Category</para> 0261 </listitem> 0262 </varlistentry> 0263 --> 0264 0265 <varlistentry> 0266 <term>Total Balance</term> 0267 <listitem> 0268 <para>Current balance of Account. This will be blank for Categories, unless the Category 0269 is defined in a foreign currency. In this case, Total Balance will show the value for the 0270 Category in its defined currency.</para> 0271 </listitem> 0272 </varlistentry> 0273 0274 <varlistentry> 0275 <term>Total Value</term> 0276 <listitem> 0277 <para>Total yearly value in the Budget. If a Category has Subcategories 0278 and the Category's list of Subcategories is collapsed the value displayed 0279 is the sum of the values for the Category and all of its Subcategories. 0280 If a Category is defined in a foreign currency, the Total Value will show 0281 the value in the base currency.</para> 0282 </listitem> 0283 </varlistentry> 0284 </variablelist> 0285 0286 <!-- It would be nice to include the actual button icons here to confirm 0287 which buttons are referred to. --> 0288 <para> 0289 Below the Accounts List are several controls. The <guibutton>Update</guibutton> 0290 and <guibutton>Revert</guibutton> buttons are described further below. The collapse 0291 and expand buttons collapse or expand the entire Accounts List. 0292 </para> 0293 0294 <para> 0295 The Accounts List can be filtered in two ways. Checking the <guilabel>Hide 0296 unused categories</guilabel> checkbox hides any Categories for which no value 0297 has been assigned to the Category or any of its Subcategories. To 0298 the right of this, is an unlabelled text box. Only categories which 0299 include whatever is typed in this box are listed, but their parent 0300 categories are also listed. 0301 </para> 0302 0303 <para> 0304 Note that changing either the <guilabel>Hide unused budget categories</guilabel> 0305 or the filter value is likely to change the list of Categories display. 0306 You may need to re-expand the list to see all the Categories that 0307 should be displayed with the current settings. 0308 </para> 0309 0310 </sect2> 0311 0312 <sect2> 0313 <title>Assignments</title> 0314 0315 <para> 0316 The Assignments area shows the values for the Category selected in 0317 the Accounts List. 0318 </para> 0319 0320 <variablelist> 0321 <varlistentry> 0322 <term>Account</term> 0323 <listitem> 0324 <para>Displays the name of the selected Category. If the 0325 Category is a Subcategory, its full name is displayed in the 0326 Category:Subcategory format.</para> 0327 </listitem> 0328 </varlistentry> 0329 0330 <varlistentry> 0331 <term>Total</term> 0332 <listitem> 0333 <para>Displays the total yearly value assigned to the Category.</para> 0334 </listitem> 0335 </varlistentry> 0336 0337 <varlistentry> 0338 <term>Include subaccounts</term> 0339 <listitem> 0340 <para>If this is checked, then Reports show actual income or 0341 expenses in Subcategories belonging to the Category against 0342 the Category instead of the Subcategory.</para> 0343 0344 <para>If a Subcategory has a value defined in the Budget, then 0345 the income and expenses are shown against the 0346 Subcategory.</para> 0347 0348 <para>If the Category selected in the Accounts List has its 0349 Subcategories collapsed, although its Total Value will show the 0350 sum of the Total Values for all its Subcategories, the amounts 0351 in the Assignments area may still show 0, unless this box has 0352 been checked or an amount has explicitly been assigned to the 0353 Category.</para> 0354 0355 <para>In general, for you will either check this box and assign 0356 values to the Category and not to any of its Subcategories, or 0357 not check the box, and assign values to the Subcategories but 0358 not the Category. If any Subcategories have assigned amounts 0359 when this box is checked, then those amounts are rolled up to 0360 the Category.</para> 0361 </listitem> 0362 </varlistentry> 0363 0364 <varlistentry> 0365 <term>Clear</term> 0366 <listitem> 0367 <para>The <guibutton>Clear</guibutton> button resets the budgeted 0368 category value or values to zero.</para> 0369 </listitem> 0370 </varlistentry> 0371 0372 <varlistentry> 0373 <term>Period</term> 0374 <listitem> 0375 <para>The <guilabel>Period</guilabel> radio buttons allow you to 0376 select the period for which the value applies</para> 0377 0378 <variablelist> 0379 <varlistentry> 0380 <term>Monthly</term> 0381 <listitem> 0382 <para>A single value is entered, specifying the amount per 0383 month. This is the default setting.</para> 0384 </listitem> 0385 </varlistentry> 0386 0387 <varlistentry> 0388 <term>Yearly</term> 0389 <listitem> 0390 <para>A single value is entered, specifying the amount per 0391 year.</para> 0392 </listitem> 0393 </varlistentry> 0394 0395 <varlistentry> 0396 <term>Individual</term> 0397 <listitem> 0398 <para>Values are specified for each Calendar month. This is used 0399 where expense or income is spread irregularly through the 0400 year.</para> 0401 </listitem> 0402 </varlistentry> 0403 </variablelist> 0404 0405 <para> 0406 If a value is or values are already specified and the Period is changed 0407 &kmymoney; will ask whether to use the current total yearly value to 0408 assign the new values. 0409 </para> 0410 </listitem> 0411 </varlistentry> 0412 </variablelist> 0413 </sect2> 0414 0415 <sect2> 0416 <title>Update and Revert</title> 0417 0418 <para> 0419 For performance reasons, changes made to a Budget are not saved immediately. 0420 Instead, they must first be stored using the <guibutton>Update</guibutton> 0421 button and then permanently saved using the <guibutton>Save</guibutton> button. 0422 </para> 0423 0424 <para> 0425 When a Budget's values are first modified, the <guibutton>Update</guibutton> 0426 and <guibutton>Revert</guibutton> buttons are enabled. Multiple changes can be 0427 made to the Budget. Pressing <guibutton>Update</guibutton> will store the changes 0428 and disable these buttons. 0429 </para> 0430 0431 <para> 0432 The <guibutton>Save</guibutton> button only saves changes that have been stored 0433 using the <guibutton>Update</guibutton> button. Thus, if you have modified a Budget 0434 but not yet stored the changes <guibutton>Save</guibutton> button will not affect 0435 the modified Budget and the <guibutton>Update</guibutton> and <guibutton>Revert</guibutton> 0436 buttons remain enabled. 0437 </para> 0438 0439 <para> 0440 Revert undoes any changes made to a Budget since the last Update and disables 0441 the <guibutton>Update</guibutton> and <guibutton>Revert</guibutton> buttons. 0442 </para> 0443 0444 <para> 0445 Changes stored using <guibutton>Update</guibutton> but not yet saved using 0446 <guibutton>Save</guibutton> can only be reverted by reloading the &kmymoney; file. 0447 </para> 0448 </sect2> 0449 </sect1> 0450 0451 <sect1 id="budget.details.reports"> 0452 <title>Budget Reports</title> 0453 0454 <para> 0455 &kmymoney; provides a number of reports to compare actual income and expenses 0456 against a Budget. These are listed in Reports under "Budgeting". There are two 0457 types of Budget Reports: 0458 </para> 0459 0460 <variablelist> 0461 <varlistentry> 0462 <term>Budget only</term> 0463 <listitem><para>These reports display values from a Budget.</para> 0464 <variablelist> 0465 <varlistentry> 0466 <term>Monthly Budget</term> 0467 <listitem><para>Displays the monthly values from a Budget.</para> 0468 </listitem></varlistentry> 0469 <varlistentry> 0470 <term>Yearly Budget</term> 0471 <listitem><para>Displays the monthly values from a Budget, 0472 with yearly total.</para> 0473 </listitem></varlistentry> 0474 </variablelist> 0475 </listitem> 0476 </varlistentry> 0477 0478 <varlistentry> 0479 <term>Budget vs. Actual</term> 0480 <listitem><para>These reports compare values from a Budget to 0481 actual income and expenses. In each budget report you can find 0482 the columns Budget, Actual, and Difference. Each report differs 0483 in the period that is shown.</para> 0484 <variablelist> 0485 <varlistentry> 0486 <term>Budget vs. Actual This Year</term> 0487 <listitem><para>From the beginning of the year until today</para> 0488 </listitem></varlistentry> 0489 <varlistentry> 0490 <term>Budget vs. Actual This Year (YTM)</term> 0491 <listitem><para>From the beginning of the year until the last 0492 day of the previous month</para> 0493 </listitem></varlistentry> 0494 <varlistentry> 0495 <term>Monthly Budgeted vs. Actual</term> 0496 <listitem><para>From the beginning of the year until the last 0497 day of the current month</para> 0498 </listitem></varlistentry> 0499 <varlistentry> 0500 <term>Yearly Budgeted vs. Actual</term> 0501 <listitem><para>From January 1st until December 31st</para> 0502 </listitem></varlistentry> 0503 <varlistentry> 0504 <term>Yearly Budgeted vs. Actual (Graph)</term> 0505 <listitem><para>Same as the previous report but it shows the 0506 graph by default</para> 0507 </listitem></varlistentry> 0508 </variablelist> 0509 0510 <para>These reports provide a base from which custom reports can 0511 be created by changing the date range and Budget, among other 0512 options. </para> 0513 </listitem> 0514 </varlistentry> 0515 </variablelist> 0516 </sect1> 0517 </chapter>