Profit and Loss - Actual vs. Budget
The Profit and Loss - Actual vs. Budget workbook compares actual results against a selected budget for the same timeframe. It includes two views side by side: Month to Date and Year to Date, so you can see whether performance is on track for the current period and for the fiscal year overall. For each profit and loss line, it shows the actual amount, the budgeted amount, and the variance in both dollars and percent, making it straightforward to identify where the business is ahead of or behind plan.
Selection page
When you open the workbook, the Selection Page appears before the report loads. Run As Date and Reporting Book are required fields and must be completed before you can proceed. All other filters are optional and help you narrow the results.
- Run As Date – the "as of" date used for the selected period. (required)
- Reporting Book – the primary reporting book used for actual amounts. (required)
- Adjustment Book
- Location – select a single location to avoid mixing currencies. (required for multi-currency)
- Budget ID
- Department
- Project
- Customer
- Product Line
- Class
Actual vs. Budget
The report compares actuals and budget across two blocks: Month to Date covers activity for the current period up to the Run As Date, and Year to Date covers activity from the start of the fiscal year up to the Run As Date.
- TY: actual financial performance of each profit and loss account for the period shown.
- Budget: budgeted financial performance of each profit and loss account for the same period.
- Var $: dollar variance between actual and budget (TY - Budget). A positive value means actual is higher than budget. A negative value means actual is lower than budget.
- Var %: percentage variance versus budget, calculated as (TY - Budget) / Budget x 100. If Budget is 0, the percentage may display as 0% or blank.
Parameters and mapping
Parameters
The workbook displays the key dates and settings used to generate the profit and loss statement, including the as-of date, books, and any active filters. Review these values to confirm they match your selection. If something looks incorrect, return to the Selection Page, adjust your choices, and reopen the workbook. Only blue cells are editable. All other values come directly from the selection page.
| Setting | Description |
|---|---|
| Reporting Book | The main book used to calculate profit and loss amounts. Set on the selection page. |
| Adjustment Book | Optional adjustment book. Set on the selection page. |
| Combine Reporting and Adjustment | When enabled, combines the Reporting Book and Adjustment Book into a single set of profit and loss amounts. |
| Statistical Accounts | Controls whether statistical accounts are included. These accounts store non-financial values such as quantities and do not represent GL transactions. Options: Exclude (default), Include, Only. |
For each dimension filter such as Location, Department, or Project, you can choose whether to include sub-dimensions. Enable this option when you want the selection to cover all child values under the selected dimension, for example a parent department and all of its sub-departments. If a sub-dimension toggle is not available, it means no hierarchy exists for that dimension in Sage Intacct.
Mapping
The profit and loss statement is organized into sections including Revenue, Cost of Sales, Expenses, and Income. Each section is linked to a Sage Intacct Account Group, which determines which accounts appear in that section and how totals are calculated. You typically only need to update this mapping if your Intacct account groups differ from the default setup, for example if you use different group IDs, have renamed your financial statement groups, or notice accounts appearing in the wrong section.
| Report Section | Account Group |
|---|---|
| Revenue | 178 |
| Other Revenue | 183 |
| Cost of Sales | 59 |
| Operating Expenses | 114 |
| Depreciation Expenses | 161 |
| Interest Income | 106 |
| Interest Expenses | 145 |
| Other Expenses | 234 |
| Income Tax | 112 |