Budget revenue and expenses for any time period (month, quarter, year, etc.) then run reports to compare what actually happened with your original budget figures.

Before You Begin

Budgets are based on the time periods you have previously set up (months, quarters, years) in the General Ledger Dates screen. If you want to make a budget for next year you must set up dates for that year.

Getting There

  1. From the Procare Home screen click Configuration > System.
  2. Go to Accounting Management > Expenses & Ledger > dbl-click School Budgeting.
    Hint: If you have multiple locations use the Change School button to set the budget for another location.

Enter New Budget Information

At the School Budgeting screen:

  1. Choose a time period you wish to work on from the General Ledger Dates list (upper left). It’s best to start with the smallest time frame, such as a single month, then import it to the quarter and year (see below).
  2. Choose to start with Revenue or Expenses by clicking the appropriate tab (just below General Ledger Dates).
  3. Click the plus sign (+) next to a category like “Revenue from Services” to display the Account Number and Description.
  4. Enter the budget Amount for each account as needed and click Save.
  5. Select another month from the General Ledger Dates list and repeat. If each month is identical, or you want one month to be a starting point for another, use the Import button.

Import Budget to Another Time Frame

You may enter budget data once (for example, month by month) then import it to other time frames. This is useful to import data from several individual months to the quarter, from the quarters to the year, or just to use one period as a starting point for another.

  1. Choose a time period you wish to IMPORT TO from the General Ledger Dates list (upper left), such as the quarter or year.
  2. Click the Import button (lower left).
  3. Select the dates you wish to IMPORT FROM. Hold the Shift Key (on your keyboard) to select a series of dates in a row, or the Ctrl Key to select multiple dates that are not in a row (non-consecutive).
    To select January, February and March all together click once on January > hold the Shift Key > click once on March. All three months are selected.
    To select January and March only (without February) click once on January > hold the Ctrl Key > click once on March. Just two months are selected.
  4. Click Import. You may now edit the budget if needed.
    Important! The budgets are not linked together. If you change one budget (say an individual month) it does not change the quarter or year. You can either re-import or manually edit the related budgets.
  5. Click Save > Exit.

Edit / Change an Existing Budget

  1. Choose a time period you wish to work on from the General Ledger Dates list (upper left).
  2. Select Revenue or Expenses by clicking the appropriate tab.
  3. Click the plus sign (+) next to a category like “Revenue from Services” to display the Account Number and Description.
  4. Change the budget Amount for each account as needed. Remember, the budgets are not linked together. See important note above.
  5. Click Save > Exit.

Budget Reports / Budget Variance

You may print reports that show the budgeted figures only, or reports that show the difference between budgeted and actual amounts (sometimes known as the budget variance).
From the main screen of Expenses & Ledger:

  • Go to Reports > Standard Reports > Expenses & Ledger > Budget Summary.
  • The “School Budget” reports show budgeted amounts only.
  • The “Summary” reports (like “School Budget Summary”) are your budget variance reports. They show the actual and budgeted amounts, remaining budget, and percentage difference.
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