Profit and Loss - Actual vs. Budget
The Profit and Loss - Actual vs. Budget workbook compares your organization's revenues, expenses, and net income against the planned budget for the same period. It is the right workbook to use when you need to understand whether the business is tracking to plan and where the most significant budget deviations are occurring. Results are shown across Month to Date and Year to Date, covering both the current period and the cumulative position for the fiscal year.
Selection page
When you open the workbook, the Selection Page appears before the workbook loads. Fiscal Year and Fiscal Period are required fields and must be completed before you can proceed. You can also click the Selection Page sheet at any time to update your parameters directly.
- Fiscal Year – the fiscal year for the profit and loss statement. (required)
- Fiscal Period – the period used as the "as of" date for the report. (required)
- Company
- Department
- Cost Center
Profit and Loss
The report is split into two blocks: Month to Date and Year to Date. Each block compares actual results to budget for the same timeframe.
- Actual: actual financial performance posted to each profit and loss account for the period.
- Budget: budgeted financial performance of each profit and loss account for the same period.
- Var $: dollar variance between actual and budget (Actual - Budget). A positive value means actual is higher than budget. A negative value means actual is lower than budget.
- Var %: percentage variance between actual and budget, calculated as (Var $ / Budget) x 100.
Mapping
The profit and loss statement is organized into sections covering operating, investing, and financing activity. Each Report Section is linked to a Report Code that determines which accounts are included and how totals are calculated. Two mapping tables control this structure. In most cases, these tables should not be modified. Changes are typically only required if your Sage 200 account structure differs from the default setup or if accounts are appearing in the wrong section.
The first table defines the main cash flow sections and is refreshed manually when code assignments change in Sage 200.
| Report Section | Report Code |
|---|---|
| Sales Revenue | KPI_REVENUE |
| Other Revenues | KPI_OTHER_REVENUE |
| Cost of Sales | KPI_COGS |
| Other Income and Expense | KPI_SUSP |
| Operating Expenses | KPI_OPERATING_EXPENSES |
| Fixed Charges | KPI_FIXED_CHARGES |
| Amortisation | KPI_AMORTISATION |
| Interest Expenses | KPI_INTEREST_EXPENSES |
The second table controls which report codes are extracted and feeds the profit and loss dynamically. Update this table if specific account groupings need to be added or adjusted.
| Report Section | Report Code |
|---|---|
| Tax Payables | KPI_TAX_PAYABLE |
| Other Income and Expense | KPI_SUSP |
| Sales Return and Allowances | KPI_SRET |
| Discount | KPI_SDISC |
| Revenue | KPI_REVENUE |