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Budget User Interface (BUI)

North America Surface Trans User Guide


(Updated September 2015)

Table of Contents

Accessing Budget Interface and Screens ...................................................................................................................................2


Filling out a template .................................................................................................................................................................3
Summary of Edit Sections ..........................................................................................................................................................4
Categories and Subtotals ...........................................................................................................................................................5
Reviewing your budget ..............................................................................................................................................................6
Saving & Closing your budget ....................................................................................................................................................6
Finalizing your budget ................................................................................................................................................................6
Save a Copy of your Budget .......................................................................................................................................................7
Rollup View ................................................................................................................................................................................8
Helpful tips and tricks ................................................................................................................................................................9
Adding Comments....................................................................................................................................................................10
Color Legend ............................................................................................................................................................................11

1
Accessing Budget Interface and Screens

I. To get to the Budget User Interface, click on the Citrix icon, then Applications, then Budget User Interface

II. You will see a Main Menu on the left side of your screen with two options that you can navigate to:
a. Budget Entry – This includes a list of P&L budgets you have access to. If you do not see a P&L on the list,
contact PandLSupport@chrobinson.com. You will select the P&L to budget on from this list.
b. Rollup View –This screen will allow you to roll your individual P&L budgets together to see a consolidated
view. This is a view only. Budgets must be in a status other than “not started” in order for their financials to
appear within the rollup view.

2
Filling out a template

I. Open your budget


a. In the Main Menu, click Budget Entry. This should open a tab called Budget – Branch Selection
b. From the list, open the budget you would like to fill out by double clicking on it or selecting the Fill Out
Template button at the bottom right hand corner of your screen

II. Fill out your forecast and budget


a. In the budget entry screen, you will see a grid with P&L items and the default view should be on the 2015
Forecast tab within the P&L View.
b. Enter in your numbers for the forecasts months or override the pre-populated cells, if applicable.

3
Summary of Edit Sections

 P&L View – this is your standard P&L with additional net revenue subcategories (ex: truck, ocean, air, etc). The net
revenue section will be read-only as it pulls from the Net Revenues & RBLC tab. Please add comments on the “Total”
rows (as applicable - see area outlined in green above. Ex: Truckload Total, LTL Total, Ocean Total, Air Total) as they will
be included in the reporting we provide to the Service Line leaders and Executives.
 Net Revenues & RBLC - enter net revenue and transaction counts (RBLC) by mode and your net revenue per RBLC will
automatically calculate within this section. The net revenues will also populate the P&L view
 Headcount & Full Time Equivalent (FTE) - enter headcount & FTE within this tab. We use these to determine salaries
which are calculated within the default view
 Assumptions – a quick reference and you can update salaries per head to be used when calculating personnel costs

a. Go to the Net Revenues & RBLC edit section


i. Within the 2015 Forecast tab – Populate Oct - Dec projections. Review all data for accuracy –
override values as necessary
ii. Select the 2016 Budget tab - enter Net Revenue and Transaction counts (RBLC: Role Based Load
Counts) by mode (net revenue per RBLC will then calculate)
b. Go to the Headcount and Full Time Equivalent (FTE) edit section
i. Within the 2015 Forecast tab – review data for accuracy – override values as necessary
ii. Select the 2016 Budget tab - enter headcount and FTE amounts

c. Go to the P&L View edit section


i. Within the 2015 Forecast tab –review data for accuracy – override values as necessary
ii. Select the 2016 Budget tab - enter budget data, update any YELLOW cells that are not estimated
correctly, review all data for accuracy

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Categories and Subtotals

 Click the Arrow next to a category to expand or collapse the view.


 The sub-totals for a category are shown above the items that are within that category (in past years these sub-totals
appeared below the items).
 If you see an asterisk by the Save (Save*), this indicates that you’ve made changes that will need to be saved prior to
closing this screen or they will be lost.

5
Reviewing your budget
I. Review tab
a. Use the Review tab to verify that certain areas of your budget are correct. If they are not, go back and make
any necessary corrections. We have added notes and points of reference to aid in the review process. You
will notice separate sections for the Headcount and Personnel Review as well as Performance Indicators.

Saving & Closing your budget


a. Make sure to save frequently by clicking the Save button in the bottom right corner of the budget entry
screen. An asterisk indicates changes have been made and not yet saved.

b. Closing your browser or clicking the Close button in the budget entry screen will not automatically save your
budget data and all unsaved changes will be lost.

Finalizing your budget


a. When you are completely done filling out your forecast and budget, click save and the Mark as Complete
button will appear. Click the “Mark As Complete” button and your budget will be saved and locked. This
will indicate to Accounting that you have completed your budget.
b. Once you have clicked the Mark as Complete button and closed your budget, it will be in a read only and un-
editable state. If you need to make changes when it’s in a complete state, email
PandLSupport@chrobinson.com and request that they change the Status back to one where you can edit
your budget.

6
Save a Copy of your Budget
 Your budget data will only be available in BUI for a few months. As we prepare for the new budget season the prior
data entered will be removed. In order to save a copy of your budget once it’s completed, export it to Excel.

 Choose the section(s) you would like to export to Excel. You can choose multiple sections by holding down the Ctrl
key and then clicking on the section(s). After you have made your selections, push the Export button (multiple
sections highlighted below):

 BUI is available through Citrix so when you export to Excel choose a Network Drive that you can access outside of
Citrix to save the file in.

7
Rollup View
This screen allows you to view your P&Ls rolled together. Select the P&Ls you would like to see. If the row is highlighted in a
salmon color, this means you have not opened and saved it within the budget entry screen. The highlighted P&Ls would not
be included in the rollup view. Go into the budget entry screen, open, then save and you should see them become available
within the rollup view.

8
Helpful tips and tricks

Copy\Paste functionality: To copy a value from one cell to another you can either Right Click and hit Copy or hit Ctrl C, move
to the cell (or hit shift and highlight multiple cells in the same row), and Right Click and hit Paste or Ctrl V.

To enter a formula in a cell, hit the equals key = first and then you can enter a formula. i.e. = 120000/12. You can then take
that value and copy across using the copy functions mentioned above.

Display Calculations: You have the ability to see the calculations of the pre-populated fields (originally highlighted in yellow).
Check the display calculations box, put your cursor in a calculated field and you will see the formula that is used.

Overridden calculated field: These values will be highlighted in orange. You have the ability to revert back to an original
calculated value by right clicking on the field and selecting that option

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Adding Comments
I. Add a comment to an individual cell
a. You have the ability to enter comments into cells. Right click on the field and select add comment. Use at
your own discretion. When reviewing budgets, Accounting will use this field to help understand variances.
If a comment has been added, the field will show a red triangle in the upper right hand corner.

II. Add a comment to an entire row


a. You have the ability to enter comments for an entire row. One the right side of the screen you should see a
Comments column. Double click and enter your comment. Hit enter and the comment will remain. If you
hover over the comment you should be able to see what was entered.
i. If you need to edit a comment, double click in that cell again to edit.

10
Color Legend

 A dark gray grid row indicates a category. A category will contain a header with a total. A category consists of similar
budget items grouped together. The category header is always read only.

 A light gray grid row or cell indicates that it is read only. These rows/cells are not editable.

 A yellow grid row or cell indicates that it is an editable calculated field. These rows or cells will have pre-populated
numbers in them that you can choose to override or leave them as is if they look correct.

 An orange grid row or cell indicates that a calculated field has been overridden. This is to highlight any changes that
you may have made to a pre-populated row or cell.

 Any grid rows or cells with this color indicate that a calculated (pre-populated) field is read only and you cannot
override it.

 Any grid rows or cells that are white are editable. They will be blank and will not have any pre-populated values in
them.

 Any grid rows or cells with this color indicate that a read-only field has been overridden, most likely by one of the
Accounting team admins

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