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Budget Register Entry Upload (Excel Add-in) for Microsoft Dynamics AX

NOTE – This guide is to add Budget Register Entry lines within a previously created Budget Register Entry header utilizing the native Dynamics AX Excel Add-in.

1. Open Microsoft Excel
2. Go to Dynamics AX tab > Options
3. Choose correct login information under ‘Connection’ and click ‘Connect’
4. Select Legal Entity and Default Account Structure under ‘Data’

5. Click ‘OK’
6. Click Add Data > Add Tables

7. Type into the Filter box ‘BudgetTransactionLine’ > select the proper table > click the ‘>’ button, and click ‘OK’ to begin choosing fields to import

8. Click and drag fields on the left-hand pane and pull them to the spreadsheet to include in the table. The minimum fields required to process an import are as follows.
   • Budget register entries.Entry number – the Budget Register Entry number that needs lines imported to
   • Budget register entries.Ledger name – the acronym of the Legal Entity within which the Budget Register Entry exists
   • Currency
   • Date – date for the individual budget line
   • Line number – if starting with a new Budget Register Entry, sequential numbering starting at 1 (i.e. 1, 2, 3, …, 150)
   • LedgerDimension. MainAccount – Main Account number
   • Any Financial Dimensions that are required within the earlier specified Account Structure
   • Transaction currency amount
   • Amount type – Revenue or Expense (field is also a drop-down)

9. Once all fields have been properly moved to the spreadsheet, click ‘Fields’ to close the fields pane

10. Fill out the table as needed (as lines are input below the table, they should include formatting from the table – every other row fills automatically with a blue color)

11. Once all data has been filled in correctly, Dimensions can be validated by clicking Validate Dimensions > Validate Dimensions (all rows) OR Validate Dimensions (selected row)
    • All rows will validate the entire table
    • Selected row will validate the selected row(s)

12. Once validation is complete, click Publish > Publish All OR Publish Selected
    • Publish All publishes entire table
    • Publish Selected only publishes selected line(s)
13. Once the update has been run, a new tab will be created which displays the publishing status

14. Go into Microsoft Dynamics AX > Budgeting > Common > Budget register entries > All budget register entries
15. Open the Budget Register Entry that was mentioned in the upload template
16. Validate that all of the fields transferred correctly

Basics of Journal Entries

Example 1:  Financing Activities

Owner invested $10,000 in the company.    Analysis of Transaction Steps Debit or Credit ? 1 Increase in Assets (Cash) by $10,000 Debit 2 Increase in Owner's Equity by $10,000 Credit    Journal Entry Debit Credit Cash 10,000 Owner's Equity 10,000    Description of Journal Entry Owner invested $10,000 in the company.    Results of Journal Entry Cash balance increases by $10,000.  --> Increase in Assets Owner's Equity balance increases by $10,000.  -->  Increase in Owner's Equity

Example 2:  Financing Activities

The company borrowed $20,000 from a bank.    Analysis of Transaction Steps Debit or Credit ? 1 Increase in Assets (Cash) by $20,000 Debit 2 Increase in Liabilities (Borrowings) by $20,000 Credit    Journal Entry Debit Credit Cash 20,000  Borrowings 20,000    Description of Journal Entry Borrowed $20,000.    Results of Journal Entry Cash balance increases by $20,000.  --> Increase in Assets Borrowings balance increases by $10,000.  -->  Increase in Liabilities

Example 3:  Investing Activities
The company purchased $12,000 equipment and paid in cash.    Analysis of Transaction Steps Debit or Credit ? 1 Increase in Assets (Equipment) by $12,000 Debit 2 Decrease in Assets (Cash) by $12,000 Credit    Journal Entry Debit Credit Equipment 12,000  Cash 12,000    Description of Journal Entry Purchased $12,000 equipment in cash.    Results of Journal Entry Equipment balance increases by $12,000.  --> Increase in Assets Cash balance decreases by $12,000.  -->  Decrease in Assets

Example 4:  Operating Activities

The company purchased $6,000 merchandise (600 units) on credit.    Analysis of Transaction Steps Debit or Credit ? 1 Increase in Assets (Merchandise) by $6,000 Debit 2 Increase in Liabilities (Accounts Payable) by $6,000 Credit    Journal Entry Debit Credit Merchandise 6,000  Accounts Payable 6,000    Description of Journal Entry Purchased $6,000 merchandise on credit.    Results of Journal Entry Merchandise balance increases by $6,000.  --> Increase in Assets Accounts Payable balance increases by $6,000.  -->  Increase in Liabilities

Example 5:  Operating Activities

The company sold 500 units of merchandise at the price of $11,000.  Customer paid $9,000 in cash at the time of sale.    Analysis of Transaction    Note:  This transaction includes both "REVENUE" and "EXPENSE" components.    (1) REVENUE side Steps Debit or Credit ? 1 Increase in Assets (Cash) by $9,000 Debit 2 Increase in Assets (Accounts Receivable) by $2,000 Debit 3 Increase in Revenue (Sales) by $11,000 Credit    (2) EXPENSE side Steps Debit or Credit ? 1 Increase in Expenses (Cost of Merchandise Sold) by $5,000 ($6,000 / 600 units = $10 per unit) ($10 per unit X 500 units sold = $5,000 cost) Debit 2 Decrease in Assets (Merchandise) by $5,000 Debit    (1) REVENUE Journal Entry Debit Credit Cash 9,000 Accounts Receivable 9,000 Sales Revenue 11,000    Description of Journal Entry Sold merchandise at $11,000 price and received $9,000 in cash.    Results of Journal Entry Cash balance increases by $9,000.  --> Increase in Assets Accounts Receivable balance increases by $2,000.  --> Increase in Assets Sales Revenue account balance increases by $11,000.  -->  Increase in Revenue

(2) EXPENSE Journal Entry Debit Credit Cost of Merchandise Sold 5,000 Merchandise 5,000    Description of Journal Entry To record the cost of merchandise sold.    Results of Journal Entry Merchandise balance decreases by $5,000. --> Decrease in Assets Cost of Merchandise Sold account balance increases by $5,000. --> Increase in Expense

Example 6:  Operating Activities

The company paid $3,500 salaries.    Analysis of Transaction Steps Debit or Credit ? 1 Increase in Expenses (Salaries Expense) by $3,500 Debit 2 Decrease in Assets (Cash) by $3,500 Credit    Journal Entry Debit Credit Salaries Expense 3,500  Cash 3,500    Description of Journal Entry Paid $3,500 salaries.

Example 7:  Operating Activities

The company paid $1,500 rent.    Analysis of Transaction Steps Debit or Credit ? 1 Increase in Expenses (Rent Expense) by $1,500 Debit 2 Decrease in Assets (Cash) by $1,500 Credit    Journal Entry Debit Credit Rent Expense 1,500  Cash 1,500    Description of Journal Entry Paid $1,500 rent.

summary of Transactions from  Above transactions

No. Date   Transactions (1) May 1   Owner invested $20,000 in the company. (2) May 3   Borrowed $10,000 from a bank. (3) May 6   Purchased $15,000 equipment in cash. (4) May 8   Purchased $9,000 merchandise (900 units) on credit. (5) May 15   Sold 500 units of merchandise at the price of $11,000.      Customer paid $8,000 in cash at the time of sale. (6) May 25   Paid $2,500 salaries. (7) May 26   Paid $1,500 rent.

Summary of Journal Entries from Above transactions

No.	Journal Entries		Debit	Credit
(1)	Cash		10,000
(1)		Owner's Equity		10,000
	Owner invested $10,000 in the company.
(2)	Cash		20,000
(2)		Borrowings		20,000
	Borrowed $20,000.
(3)	Equipment		12,000
(3)		Cash		12,000
	Purchased $12,000 equipment in cash.
(4)	Merchandise		6,000
(4)		Accounts Payable		6,000
	Purchased $6,000 merchandise on credit.
(5)-1	Cash		9,000
(5)-1	Accounts Receivable		2,000
(5)-1		Sales		11,000
	Sold merchandise at $11,000 price and received $9,000 in cash.
(5)-2	Cost of Goods Sold		5,000
(5)-2		Merchandise		5,000
	To record the cost of goods sold ($5,000 merchandise).
(6)	Salaries Expense		2,500
(6)		Cash		3,500
	Paid $2,500 salaries.
(7)	Rent Expense		1,500
(7)		Cash		1,500
	Paid $1,500 rent.

Calculating Accounting Balances

Cash Debit Credit (1) 10,000 (3) 12,000 (2) 20,000 (6) 2,500 (5)-1 9,000 (7) 1,500       Balance 23,000 Accounts Receivable Debit Credit (5)-1 2,000          Balance 2,000 Merchandise Debit Credit (4) 6,000 (5)-2 5,000 Balance 1,000 Equipment Debit Credit (3) 12,000       Balance 12,000 Accounts Payable Debit Credit  (4) 6,000               Balance  6,000 Sales Debit Credit        (5)-1 11,000                 Balance  11,000          Cost of Goods Sold Debit Credit (5)-2 5,000         Balance 5,000           Salaries Expense Debit Credit (6) 2,500          Balance 2,500 Rent Expense Debit Credit (7) 1,500          Balance 1,500

Balance Sheet and Income Statement

Balance Sheet As of May 31, 20XX Assets Liabilities and Owner's Equity Cash $ 23,000 Accounts Payable  $  6,000 Accounts Receivable  2,000 Borrowings   20,000 Merchandise 1,000 Equipment  12,000 Owner's Equity 12,000  (*1)      Total Assets $ 38,000 Total Liabilities and Owner's Equity  $ 38,000 Income Statement For the Period from May 1 to May 31, 20XX Revenue       Sales $ 11,000 Total Revenue $ 11,000 Expenses       Cost of Goods Sold $ 5,000       Salaries Expense 2,500       Rent Expense 1,500 Total Expenses 9,000   Net Income $ 2,000  (*2) (*1) Owner's Equity=Investment by Owner+Net Income=$10,000+$2,000=$12,000 (*2)  Net Income = Total Revenue - Total Expenses = $11,000 - $9,000 = $2,000