Creating a Budget


From the launching station, click on the Billing button and select Add Budget. (You may also choose Add New Budget from the Startup menu, or Add New Budget from the Billing menu.) This window will open:


Here you enter expenses for your house and your chapter. The House Manager calculates your revenue based on your membership information and then displays the surplus or shortfall for your budget.
The House Manager fills in your chapter's name automatically. The House Manager also fills in the information for In House %, Members in House, Out of House and Pledges from the Members information. You may edit those numbers, if you wish, by entering new values over the values shown.

Bad Debt

The Bad Debt % is the percentage of revenue that has typically gone uncollected in the past. By default the percentage is set to 3; however, you may change it if you wish.

Term

Enter the term for this budget. For example "Fall 1997." This will be the name of your budget.

Expenses

Fixed Expenses (House and General) are expenses that your organization incurs regardless of membership numbers. Civic taxes on a house would be an example.
Variable Expenses are expenses that increase and decrease according to the number of members. An example would be the cost of mailouts.

Add an Expense

To add an expense, click on the Add Item button directly above the appropriate list of expenses. The window below will open.


Type in the description of your item, and press Tab. If the item has not been entered before, you will be asked if you would like to add it. Added items are remembered in a pop-up list for you to use the next time you enter that item -- your budget for next term, for example.
In the future, you may choose from the list you have made by clicking on the down-arrow button on the right. Clicking the arrow brings up a list. Clicking on any item in the list enters it onto your budget page.
The Save & Close button closes the Add New Item window after adding the new item to the list.
If you are entering a list of expenses, use the Save & Repeat button. Clicking this button leaves the Add New Item window open after adding the new item to the list so that you may enter another directly.
Click Cancel to leave the expenses unchanged and close the window.
Each time you add or modify an expense, The House Manager updates the totals for the expense area you have modified, the total expenses, and the budget surplus.

Delete an Expense

Select any item to be deleted, and click on the Delete Item button. Totals for the expense area you have deleted, the total expenses, and the budget surplus are all updated automatically.

Sort Expenses

Your lists of expenses my be sorted by item, or by cost. Simply click on the Sort By button to change the sort order.

Expense Breakdown

Expenses are summarized in the Expense Breakdown area. Amounts are updated automatically as expenses are added.

Revenues

Use Suggested Amounts

Click in the Use Suggested Amounts checkbox to have The House Manager automatically calculate what your house needs to charge its members in order to balance the budget.
If you leave the Use Suggested Amounts checkbox unchecked, you may enter fees manually, and The House Manager will determine the budget surplus (or shortfall) based on member and expense information already entered.

Other Revenue

Click on the Other Revenues button to enter sources of revenue other than fees, such as a car wash. Clicking the button brings up this screen:


Enter the item name in the bottom left, use the TAB key to move to the next field where you can enter the expected revenue amount, then click the Add button.

Update or Modify Other Revenue Items

To update an item:
1. Click on the item to select it
2. Modify the information for that revenue item.
3. Click on the Update button.

Delete an Other Revenue Item

To delete an item
1. Click on it to select it
2. Click on the Delete button.
When you click on the Close button, the other revenues are tallied and included in the budget surplus calculation.

Print

Click this button to print out your budget for the term.

I've deleted the Cancel and Save text because it's wrong. The changes the user makes in the included layouts (i.e. other revenue and expenses) are permanent regardless of which button you click. I've just brought this to David's attention. We'll have to let him decide how he wants to play this out. I've suggested he use a "Close" button.

List Budgets

Selecting List Budgets from the Budgets menu allows you to examine budgets that have been saved. When you select this item, you will get a screen like the picture on the following page
This window is useful for searching and generating reports. For more information on these functions, please refer to Chapter 7.