Creating Budgets That Span Multiple Periods

Are you using budgets on your financial statements? Are you tired of going into FRx or Management Reporter every year and reselecting the new budget for each year? With the new functionality of Dynamics GP 2010, you can create a budget that spans multiple periods. You also are able to combine budgets and use the consolidated budget on your financial statements. Here’s how it works:

Create Fiscal Periods

Fiscal periods for all of the budget periods must first be created. You can close all of the series so that transactions are not mistakenly entered for these future periods.

Create a Source File

Create a source file that includes this year’s data, but columns with zeros for all other years included in the budget.

When you import a budget to Microsoft Dynamics GP, the budget must be in the following format:

  • Column A must be the account
  • Column B must be the description
  • Column C must be the beginning balance
  • Column D and the following columns must be your periods
  • You must include the column headings in Row 3
  • The date column headings must be in text format example:  Jul-11

Descriptions in the Description column aren’t necessary, but you must have data in all the other columns. You do not have to have a Total column for Microsoft Excel to import correctly.

It is important when creating the source file for multiple years to use the same headings and import the data using copy | paste special to create the source file.

Sample file


Create the Budget & Import

Cards | Financial | Budgets

Excel…Import from Excel


Select the file and the worksheet.

Import the file.

Repeat the Process for Next Year

Create a source file that includes this year’s data, but columns with zeros for all other years included in the budget. It’s important to use the same headings and import the data using copy | paste special to create the source file.

Cards | Financial | Budgets

Excel…Import from Excel


Import the budget.

Create a Generic Budget for All Years & Combine

Create a budget that will be used to combine the previous years’ budgets.  This budget ID will be used for Management Reporter budgets.

Cards | Financial | Budget

New | Using Dynamics GP


Click “Save.”

Click “Combine Budgets.”

Click “Process.”

Do this for each of the years’ budgets to be combined into the generic budget. You can choose to delete a budget after it is combined or leave the individual year’s budget on the system.

For more information about creating budgets to span multiple periods contact our Microsoft Dynamics GP support center at gpsupport@bkd.com

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