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Other income and expenditure

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Is this your first budgeting round in Anago? Would you like to follow Anago's step-by-step budget creation plan? Click here!

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In addition to the funding, staffing, and investment planning, you must also estimate the other income (eg rental, secondment, other income) and the other expenditure (eg further education, external staff, housing costs, administration costs, ICT and teaching aids). The income and expenditure are entered per  ledger. The displayed ledger are defined and discussed with the functional manager when the system is implemented.

Other income and expenditure

Below are a few tips that will make data entry easier:

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  1. The view opens automatically with the filter set to Input. This means that you will only see the ledger that you can change. Switching the filter to Complete displays all of the ledger.
  2. You can add a comment for each cell in this view. In the cell you want to add the comment to, click the right mouse button to display the drop-down list:

    Or, click on the cell to display the below icons in the top bar:

    Click on the respective icon to export the table, add a comment, change a comment, and delete a comment.
  3. You can select to display data by month or by year, and for specific status(es) by ticking one or more of the status boxes for the month or the year. Click on the Columns settings button to select the columns you want to see. The below view will display. In this view, the first Budget status is the approved budget and the second Budget status is the multi-year budget for the coming years.
  4. If you select the rolling forecast (actuals + the remaining months of the budget/forecast), you can change it yourself. Click here to change the rolling forecast.
  5. If a ledger is marked for mapping by cost centre in the Ledger view, you can budget by cost centre. To budget by cost unit, click on the cell of the ledger with mappingfor the desired budget year.
  6. Clicking on the cell of the mapped ledger opens a new view where you can enter the amounts by cost centre and year.
  7. If a ledger is marked for mapping by budget lines in the Ledger view, you can budget by budget lines. To budget by budget line, click in the cell of the ledger under the desired year and then click on the drill-down arrow.
  8. Clicking on the cell of the mapped ledger opens a new view where you can enter the amounts by budget line and year. You can also add new budget lines in this view.
  9. You can also map a ledger by cost centre and budget line. To do this, you must tick two boxes on the Mapping tab in the Ledger view. You can now map by budget line and link a specific budget line to a cost centre in this view. If the two boxes are not ticked, the amount will automatically display on the standard budget line General:The breakdown by budget line can also be viewed in the Monthly financial report view.
  10. When you have finished entering the data (possibly at the request of the functional manager), you can submit the view by clicking on Other income and expenditure. Submitting the view freezes the view for the respective establishment and changes can no longer be made. The functional manager can see whether the other income and expenditure have been submitted per establishment in the Progress and approve budget view and approve or reject the submitted budget. If the other income and expenditure are rejected, you can change them for the respective establishment and resubmit them.
  11. If you would like to immediately see the effect of changes in the administration (1st tab) on the multi-year budget, click on Recalculate multi-year budget in the Multi-year budget tab. The changes are also calculated when you save the view.

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Use the Before/after distribution filter to view the amounts before the redistribution. NOTE: If you set the filter to After GAG pooling the changes cannot be applied. This setting is view only.

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Other Income and Expenditure by establishment

Steps for input per establishment:

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  1. In the Other Income and Expenditure screen, go to Settings and select Row Layout to adjust the display.
  2. Refresh the screen (F5) to apply the new layout— ledger are now shown in filters and establishment as rows.
  3. Use the Establishment Selection filter to view only the relevant group of establishment.
  4. You can still enter specified ledgers with establishments. These fields are greyed out but clickable per establishment.
  5. The following screen is displayed with the cost centres.
  6. High-level entry per establishment is possible by switching to Full View and selecting the aggregation level.
  7. Adjust the Higher Level setting to define where you want to enter the data.
  8. Cells will turn green when the correct establishment selection is shown. In this example the establishments 'Total'.

Higher level

Forecasts and budgets can also be created for establishments at a higher level and even at the trust level (establishment Total). This is done as follows:

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  1. Open the Other income and expenditure view for a higher-level establishment, such as establishment Total.
  2. In the top bar, click on Higher level.
  3. This opens the below view where you can indicate that you want to create the forecast or the budget or both at a higher level:
  4. It is not possible to create a forecast/budget at the establishment level Total or the sector level. Selecting one of the options invalidates the other. This means that you can create a forecast/budget either at the sector/intermediate level or at the trust level.
  5. Once you have made your selection and closed the view, you will see that the forecast can be changed at the establishment level Total:
  6. You can now make changes at the consolidation level or at the ledger level. These changes are applied to the underlying ledger and establishments. The next chapter explains exactly how these amounts are applied/distributed.
  7. You can also perform transactions at a higher level by ledger or consolidation in the Rolling forecast. The transactions are automatically applied to the underlying establishments.

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End users who are authorised for a lowest level establishment cannot change the forecast or budget if the Higher level box is ticked.

A functional manager can make changes at a lower level. This change is overwritten as soon as a change is made to a higher-level establishment.

Unticking the Higher level box enables end users to create forecasts and budgets for a lowest-level establishment.

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Allocation at a higher level

There are three allocation scenarios depending on the level at which data are entered:

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  1. This scenario shows how data entered in a higher-level ledger are applied to the underlying establishments.
  2. This scenario shows how data entered in a higher-level consolidation are applied to the underlying ledgers and establishments.
  3. This scenario shows how data entered in a mapped ledger are applied to the cost centre and establishments.

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Scenario 1

No data have been input. Once the amount has been entered, the amounts are distributed proportionally to the lower level:

  Before input After input
3.1.1 empty 4000 (input)
8000 empty 1000
8001 empty 1000
8002 empty 1000
8003 empty 1000

 

Scenario 2

0 has been input. Once the amount has been entered, the amounts are distributed proportionally to the lower level:

  Before input After input
3.1.1 0 4000 (input)
8000 0 1000
8001 0 1000
8002 0 1000
8003 0 1000

 

Scenario 3

No data and 0 have been input. Once the amount has been entered, the amounts are distributed proportionally to the lower level:

  Before input After input
3.1.1 0 4000 (input)
8000 empty 1000
8001 0 1000
8002 0 1000
8003 0 1000

 

Scenario 4

Data have been input. Once the amount has been entered, the amounts are distributed proportionally to the lower level:

  Before input After input
3.1.1 100 1000 (input)
8000 10 100
8001 20 200
8002 30 300
8003 40 400

 

Scenario 5

There are data, no data and 0 has been input. Once the amount has been entered, the amounts are distributed proportionally to the lower level:

  Before input After input
3.1.1 30 3000 (input)
8000 10 1000
8001 20 2000
8002 empty empty
8003 0 0

 

Multi-year budget

If you would like to immediately see the effect of changes in Other income and expenditure on the multi-year budget, click on Recalculate multi-year budget. If you go to the Multi-year budget tab you can view the updated multi-year budget. The changes are also calculated when you save the view. You can view the multi-year budget here by year and by establishment.

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You can also filter the establishment at a higher level, for example, at the sector or the Trust level.

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