The Budget vs actual report will list the budget figures as well as the actual totals of posted batches and documents for selected period(s) or date(s). 

This report will display the following: 

1.Trial balance – The actual figures on the Trial balance - totals of transactions as posted (updated to the ledger) in batches (journals), sales documents (i.e. Invoices, Point-of-Sale Invoices and Credit notes) and purchase documents (i.e. Purchases and Supplier returns). 

2.Budget – Once any budget figures are entered or edited (and saved), these figures will automatically be updated to the applicable accounts and will be available in the Ledger analyser and any reports which supports budget figures. 

3.Difference – The difference amount actual trial Trial balance vs the Budget figures. 

4.Percentage – The difference expressed as a percentage. 

Budget vs actual options

To print a budget vs actual report: 

1.On the Reports ribbon, select Ledger analyser 1 or Ledger analyser 2

2.Select the “Budget vs actual” report type. 


3.Select “Per period” to select a period (Month, 2 Months, 3 Months, 4 Months, 6 Months or Year). 

You may click on the “Free selection” tab. You may select or enter any date or dates, which you need to include the "Budget vs actual" report.  

4."Ignore zero balances" - If this field is not selected, all accounts will be listed for the "Budget vs actual" report. If you select (tick) this field; only those accounts with balances and or budget figures, will be included in the "Budget vs actual" report.  

5."Include opening balances" - If this option is selected (ticked), it will include the opening balances of those accounts which have opening balances. If this option is not selected; the opening balances will not be included in the "Budget vs actual" report.    

6."Opening balances only" - If this option is not selected; this option will not be displayed. If this option is available; you may select (tick) this option to include only the opening balances. All other balances will then be ignored. 

7."Cost centre 1" and "Cost centre 2" - The Cost centres (2 Groups) will only be available, if Cost centres are added in Groups on the Setup ribbon; and if activated.

8.Click on the Report button. This will build or refresh the "Budget vs actual" report with the selected options. 

Example : Budget vs actual 

An example of the "Budget vs actual" report type, in the "Ledger analyser" screen, is displayed as follows: 


If any of these budget figures need some adjustment, click on the Edit → Accounts menu; select the applicable accounts and edit or enter the necessary figures. 

Printed example : Budget vs actual

Click on the Print button. An example of the printed "Budget vs actual" report, is as follows:


To save the Budget vs actual report as a PDF file:

1.On the "Reportman print preview" screen, select Save (Ctrl+S – This will launch the “Save Metafile As” screen. 

2.Select the directory (folder) where you need to save this file, if necessary. 

3.Enter a file name. 

4.Select the "PDF File – compressed" default file type.

5.Click Save.

Export to Spreadsheets

Export button for all Report types on Ledger analyser 1 / Ledger analyser 2 - 

You may save the export file as Text files (*.txt) (default file type); or as CSV files (*.csv) (Comma Separated Values) file type. This will automatically open (launch) the exported file in the program associated with the selected file type:

oText files e.g. (Export.txt) - This should automatically open the exported text file of your system's default text file program associated with Text file type (*.txt) file types (e.g. Notepad, etc). You need to close the exported text file and launch your spreadsheet program. In your spreadsheet program, Open the text file to launch the "Text Import" options.

oCSV files e.g. (Export.csv) - This should automatically open the "Text Import" options of your system's default spreadsheet program associated with Comma Separated Value file type (*.csv) file types (e.g. Microsoft Excel, Apache OpenOffice, LibreOffice, Ultra Office, etc.).