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A budget figure on a report is often made up of several budget items, especially on a total row such as Materials and services or when you select several cells. The Overview panel lists every budget item behind your selection and lets you edit them. To change a single value or set fields from the keyboard, you can also work straight in the cell. See Budget in the report grid. In the Overview panel you can:
  • see every budget item behind the selected cells
  • create new budget items with double-entry logic
  • edit one budget item or several at once
  • delete budget items

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Open the Overview panel

The report must show a budget column. Then use one of these:
  • Right-click a budget cell and select Overview
  • Select a budget cell and press Ctrl+Shift+Enter (Cmd+Shift+Enter on Mac). Press it again to close the panel
  • Open Actions and select View > Overview…
  • In the field helper under a cell, click Overview panel
The panel opens on the right and shows the budget items behind the selected cells.
Clicking or double-clicking a budget cell doesn’t open the panel. Double-click edits the value in the cell instead.

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The budget item list

The top of the panel lists the budget items behind your selection, with their date and amount.
  • All budget items are selected by default. The lower part of the panel shows the fields of the selected items
  • Click to select one, several or all budget items. When you select several, fields with different values show Multiple selected
  • Use the left and right arrows to move from one budget item to the next
  • Drag the lower edge to change the height of the list, or use the arrow button to collapse it

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Budget item fields

The fields are grouped into sections.

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General

  • Item type: the type of the budget item, such as sales or salary. The item type sets the accounting logic and the default accounts
  • Budget: the budget or scenario the budget item belongs to. A budget item that is part of a recurring series can’t be moved to another budget or scenario
  • Account: click the field to open Accounts, where you set the Primary account and the Counter account. For some item types the counter account is fixed
  • Counterparty: the customer, supplier or employee, for detailed budgeting
  • Amount: the value of the budget item. Enter costs as negative values. You can type a calculation, for example 1000*1.1
  • Memo: a free-text description
Each budget item is posted with double-entry logic. One entry produces the income statement, the balance sheet and the cash flow budget.

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Recurrence

  • Frequency: One-time by default. You can choose Daily, Weekly, Monthly, Bi-monthly, Every 2 months, Every 3 months, Every 4 months, Every 6 months, Every 12 months or Quarterly, or type your own number of months at the end of the list
  • Start date: when the budget item starts
  • End date: when a recurring budget item ends. Without an end date, it repeats until the Model end of the budget
Under Add field you can also add Duration (for example 1y 2mo) instead of an end date, and Shift period (for example +1mo or -1q) to move the dates.
Changing the frequency, start date or item type of a recurring budget item rebuilds the whole series. Edits you made to single periods are discarded.

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Settings and dimensions

Use Add field to show more fields:
  • Settings: the variables that control the calculation, such as the VAT rate, invoicing date and payment terms. An empty field shows the inherited default, for example Inherited: 25.5. The defaults are managed on the Variables page
  • Dimension: allocate the budget item to dimension items, such as a department, location or business unit
The invoicing date and payment terms set the expected payment date of each budget entry. Caleido builds the cash flow forecast from these payment dates.
To remove a field you added, hover over it and click the remove icon (Remove field).

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The Actions menu

Click Actions at the bottom of the panel:
  • Create new: adds a new budget item on the selected row
  • Add field: adds any field to the panel
  • Reset default fields: shows only the default fields again
  • Delete: deletes the selected budget items. You are asked to confirm first

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Save your changes

Click Save at the bottom of the panel. With several budget items selected, the button reads Save all with the number of items. The report updates after saving. Until you save, the panel shows how many unsaved changes you have. Click the count to see the changes and discard single changes or all of them (Discard all). If you close the panel or move to another cell with unsaved changes, Caleido asks whether to save or discard them.