Excel-Based &Native Budgeting for Dynamics GP

GPUG® Summit 2011November 8-11

Caesars Palace – Las Vegas, NV

Excel-Based &Native Budgeting for Dynamics GP Bob McAdam | Tribridge

Zubin Gidwani | Dynamic Budgets

GPUG Summit 2011– Las Vegas www.gpug.com

Agenda New budgeting items – GP 2010– Combined Budgets into a ‘Master’– Budget Transactions

Watchout for these Gotchas SQL Scripts for Quick Budget Exports Excel Tips and Tricks Q&A


Combining Budgets


Budget Transactions


Budget Transactions


Budget Transactions


Budget Transactions


Budget Transactions


Budget Transactions


Watchout for these Gotchas

What’s the difference between these two screens?


Budget Transactions

From the Budget Transaction Entry screen are you making direct edits and calculation method edits to a single account?

If the Range is blank you are editing the single account in focus only



From the Budget Maintenance screen can you make direct edits and calculation method edits to a single account?

If the Range is blank you are editing all accounts in the entire budget



If you want to abort an edit to an account which button should you press to exit the screen?



If you want to abort an edit to an account which button should you press to exit the screen?


Lock Your Budgets to Minimize Unwanted edits



If the {Combine with BudgetID} is Locked and you elect to delete it after combining, will it do so?

Which of these two are the source and destination budgets?



When importing from Excel what will GP do with Budgeted Accounts which do not exist in the Chart of Accounts?


Moral of this Story: When in Doubt, hit SAVE Create budget Exports Frequently and Often Use a SQL dump to get the data out faster Restrict Security access to:

– Budget Maintenance and – Single-Account Budget Maintenance Windows

Lock your budgets to minimize unwanted “Edits” Try not to shoot yourself in the foot in Production Test in Test if unsure…


SQL Script for Budget ExportThe Native Export Budget to Excel process can be very,

very slow with large budgets. The following script will allow you to do an extract of thousands of accounts in a matter of seconds.

Disclaimer: SQL Scripts can damage or destroy data. Use these scripts with caution on a test system first. Backup your database before using.

Use the following script is at your own risk. We take no responsibility for any harm or data loss caused by these scripts nor do we warranty the validity of the results.

The script is provided to assist your budgeting activities, and must be independently validated against core system reports should you attempt to use these for final data extraction.


SQL Scripts for Budget Export

CREATE VIEW vw_BudgetData as

SELECT TOP (100) PERCENT 1 AS SOURCE, CAST(DB_NAME() AS char(5)) AS CompanyDB, a.BUDGETID, d.YEAR1 AS Year,a.PERIODID, a.BUDGETAMT, a.ACTINDX, RTRIM(b.ACTNUMST) AS ACTNUM, c.ACTDESCR

FROM dbo.GL00201 AS a INNER JOIN dbo.GL00105 AS b ON a.ACTINDX = b.ACTINDX INNER JOIN dbo.GL00100 AS c ON b.ACTINDX = c.ACTINDX INNER JOIN dbo.GL00200 AS d ON a.BUDGETID = d.BUDGETIDORDER BY a.BUDGETID

Budget data is natively stored in DynamicsGP as one row per period amount, the first view joins the budget header (GL00200) and details (GL00201)tables with the GL00100 & Gl00105 to provide full account strings and account names


SQL Scripts for Budget Export

Create VIEW vw_BudgetCrossTab as

SELECT TOP (100) PERCENT CompanyDB, BUDGETID, RTRIM(BUDGETID) + ' ' + ACTNUM + ' ' + ACTDESCR AS ASSUMPTION, Year, ACTINDX, ACTNUM, SUM(CASE PERIODID WHEN 0 THEN BUDGETAMT ELSE 0 END) AS P00, SUM(CASE PERIODID WHEN 1 THEN BUDGETAMT ELSE 0 END) AS P01, SUM(CASE PERIODID WHEN 2 THEN BUDGETAMT ELSE 0 END) AS P02, SUM(CASE PERIODID WHEN 3 THEN BUDGETAMT ELSE 0 END) AS P03, SUM(CASE PERIODID WHEN 4 THEN BUDGETAMT ELSE 0 END) AS P04, SUM(CASE PERIODID WHEN 5 THEN BUDGETAMT ELSE 0 END) AS P05, SUM(CASE PERIODID WHEN 6 THEN BUDGETAMT ELSE 0 END) AS P06, SUM(CASE PERIODID WHEN 7 THEN BUDGETAMT ELSE 0 END) AS P07, SUM(CASE PERIODID WHEN 8 THEN BUDGETAMT ELSE 0 END) AS P08, SUM(CASE PERIODID WHEN 9 THEN BUDGETAMT ELSE 0 END) AS P09, SUM(CASE PERIODID WHEN 10 THEN BUDGETAMT ELSE 0 END) AS P10, SUM(CASE PERIODID WHEN 11 THEN BUDGETAMT ELSE 0 END) AS P11, SUM(CASE PERIODID WHEN 12 THEN BUDGETAMT ELSE 0 END) AS P12FROM vw_BudgetDataGROUP BY CompanyDB, Year, BUDGETID, ACTNUM, ACTINDX, ACTDESCRORDER BY CompanyDB, Year, BUDGETID, ACTNUM

Budget data is natively stored in Dynamics GP as one row per period amount.This second view is a crosstab function to display 12 periods of budget values for one account in a single row (record).


Excel Tips & Tricks Run a Chart of Accounts extrtact and do a vlookup of

budget account numbers to ensure they exist in the COA, as GP will not warn you that unrecognized accounts were skipped during import.

Compare your Financial Report of Imported Budget Values to your Import Writeback file total.

Never underestimate how creatively your users can break your locked and protected budget templates.

Provide a skip or exclude functionality with conditional totals to allow for alternative scenarios, references, and line item visibility for your calculations.


Excel Tips & Tricks

Conditional Total (only include lines which do not have characters in the Skip Column)

Total =SUMIF($P8:$P19,"",C8:C19)


Thanks for joining us! Please fill out your

evaluation CPE credit is

available for GPUG Summit 2011

Follow-up questions?

See you in Houston at Convergence 2012 next March

See you in Seattle for Summit 2012

Browse out to www.gpug.com for more information

http://www.gpug.com/


Feel Free to Contact Us! Bob McAdam

Tribridge [email protected]

Zubin Gidwani Dynamic Budgets

[email protected]

mailto:[email protected]

mailto:[email protected]

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Excel-Based &Native Budgeting for Dynamics GP

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