Consolidate budget categories

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20thWardClerk-p40
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Location: Orem, UT, USA

Consolidate budget categories

Postby 20thWardClerk-p40 » Wed Jul 15, 2009 10:29 am

In our student ward, we have Break The Fast and Munch and Mingle categories that were used to keep track of the separate costs. I've been asked to merge the two. What is the best way to do this?

atticusewig
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Joined: Fri Jan 19, 2007 9:48 am

Postby atticusewig » Wed Jul 15, 2009 10:55 am

I would create a third budget category, say
"Chew and Chat" or whatever you want to call
the combined name.

You then reallocate the budget so that the new category
has a budget equal to the combined remaining balances,
and the former two categories are allocated an amount
equal to their expenses.

Then you make sure the two former categories clear
the "active" flag. That is, uncheck the "active" box under
Add/update Categories.

If later in the year, you need to switch back, it is relatively
easy to do if you use this method.

- Atticus

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aebrown
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Location: Sandy, Utah

Postby aebrown » Wed Jul 15, 2009 11:20 am

20thWardClerk wrote:In our student ward, we have Break The Fast and Munch and Mingle categories that were used to keep track of the separate costs. I've been asked to merge the two. What is the best way to do this?


I would simply take steps to inactivate the category that has the fewest entries (I'll call this category B). To do this, you would want to adjust all expenses for the current year in that category to be in the other category (I'll call this Category A). To do this:

  1. Go into Finances > View/Update Expenses
  2. Click on the Category column header to sort by category.
  3. Scroll to the expenses for Category B.
  4. For each expense in Category B:
    • Click on the Reference number
    • Change the category to be Budget:Category A
    • Enter the reason (something like "Consolidate Category B into Category A")
    • Hit OK twice
  5. Then run a Budget Report by going to Finances > Budget Report. Check to make sure there is nothing left in Category B. If there is, run a Detail Report for Category B to see what remains to be moved to Category A.
  6. Go to View/Edit Budget and set the budget for Category A to be the sum of Category A & B, then set Category B to 0.
  7. Go to Add/Update Categories and deactivate Category B. If you'd like to rename Category A, you can do so by clicking twice on the Category A name (two slow clicks, not a double click).
atticusewig wrote:I would create a third budget category, say "Chew and Chat" or whatever you want to call the combined name.


I don't see a reason to create a third category; then you would just have two unneeded inactive categories hanging around for 3, 5, or 7 years, rather than just one such category.

atticusewig
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Posts: 308
Joined: Fri Jan 19, 2007 9:48 am

Postby atticusewig » Thu Jul 16, 2009 10:21 am

Alan is right. Less categories would be easier.

I only recommended 3 so it would be easier to
identify spending prior to the combination, but
because we are talking about church expenses,
this convenience really isn't necessary.

There really aren't that many transactions that
a clerk couldn't total the expenses if necessary for
future budgeting.

Plus, I forgot that you can use a date range in
the Income/Expense field which would negate the
benefits of a third category.

In any event, I would leave a note with your
printed budget materials indicating that you
combined the categories on such-and-such
a date.

- Atticus


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