Budgeting in XFlow

1. What Is a Budget?

A budget is your financial roadmap—it sets targets for revenue, costs, investments, and cash‐flow. Uploading your budgets into XFlow ERP lets you:

• Compare forecast vs. actual performance
• Drive three-year profit & cash-flow projections
• Enforce real-time spending controls in procurement

2. Explore the Budget Module

1. Log in to XFlow ERP.
2. From the Dashboard, click Accounting in the sidebar.
3. On the Accounting page, select Data Key.
4. Click Add Budget to open the CSV upload dialog.

3. Downloading CSV Templates

In the Add Budget popup:

1. Click Download Sample CSV.
2. Choose the file(s) you need:

i. REVENUE AND INCOME BUDGET.csv

• Purpose: Capture all your top-line revenue forecasts.
• Typical Keys:
• SalesGoodsDomestic: Revenue from domestic product sales
• SalesGoodsExport: Revenue from exports
• SalesServices: Fees for services rendered
• SalesProjects: Income from project work
• InterestIncome: Bank interest or financing income
• InvestmentIncome: Dividends or gains on investments
• OtherIncome: Miscellaneous revenue streams
• How to Use: Delete the example rows, then enter your forecasted amounts under the Budget column and set the Financial Year.

ii. SELLING EXPENSE BUDGET .csv

• Purpose: Plan all expenses directly tied to selling your products or services.
• Typical Keys:
• MarketingExpenses: Ad spend, digital campaigns, events
• StaffCommissions: Sales team commissions
• DistributionCosts: Freight-out, logistics, delivery
• PackingCharges: Packaging materials
• PromotionalGifts: Giveaways and sample costs
• SalesIncentives: Bonuses, contests, loyalty rewards
• How to Use: Replace sample rows with your own cost estimates, then save.

iii. MANUFACTURING DIRECT COSTS BUDGET .csv

• Purpose: Budget the direct costs of making your products.
• Typical Keys:
• RawMaterialPurchases: Cost of raw inputs
• FactoryLabour: Wages for production staff
• ProductionUtilities: Electricity, water, gas for the plant
• DepreciationProduction: Depreciation on factory equipment
• WasteScrap: Material losses and spoilage
• How to Use: Enter each projected manufacturing cost under Budget, delete example lines, and save.

iv. GENERAL AND ADMIN EXPENSE BUDGET.csv

• Purpose: Cover all overhead and administrative outlays.
• Typical Keys:
• AdminSalaries / DirectorRemuneration
• DepreciationAdmin / AmortisationAdmin
• Insurance / ProfessionalFees / AuditFees
• Rent / Utilities / Telecom
• OfficeSupplies / RepairsMaintenance / Licenses
• BankCharges / Stationery / IncomeTax
• How to Use: Delete the sample rows, fill in your year’s admin costs, and save.

v. TRADING DIRECT COSTS BUDGET.csv

• Purpose: Plan costs for goods you buy to resell.
• Typical Keys:
• PurchasesFinishedGoods
• CustomsDuties
• FreightInward
• WarehousingCosts
• TradingOverheads
• How to Use: Replace example amounts with your expected trading costs, set the year, and save.

vi. INVESTING BUDGET .csv

• Purpose: Forecast non-CAPEX investments (equity stakes, project funding).
• Typical Keys:
• EquityInvestments
• JVProjectFunding
• StrategicStakePurchases
• How to Use: Enter each planned investment as a negative value (cash-out), set Financial Year, then save.

vii. CAPITAL EXPENDITURE BUDGET.csv

• Purpose: Budget for major asset purchases.
• Typical Keys:
• PurchasePPE (Property, Plant & Equipment)
• PurchaseVehicles
• FurnitureFixtures
• BuildingImprovements
• How to Use: Enter each CAPEX line as a negative number under Budget, choose the year, and save.

viii. FINANCING BUDGET.csv

• Purpose: Map out your debt and equity movements plus dividends.
• Typical Keys:
• ChangeInLTLoans: New or repaid long-term borrowings
• ChangeInSTLoans: Short-term loan changes
• ChangeInLeaseLiabilities
• ChangeInShareCapital: Equity injections
• ChangeInOtherNonCurrentLiabilities
• ProposedDividends (enter as negative to reflect cash-out)
• How to Use: Remove the sample rows, fill in each financing item (use negative for dividends), assign the year, and save.

Once you’ve prepped each file, you’re ready for Step 5: Uploading Your Budgets—where you’ll bring these numbers into XFlow and see them drive your P&L, cash-flow forecasts, and real-time spend controls.

Tip: Switch your UI to BM (top-right) to download Malay-language templates.

4. Populating Your CSVs

1. Open each CSV in Excel or Google Sheets.
2. Do not edit the Key or Description columns.
3. Delete the sample rows.
4. Enter your Budget Amount (use negative values for CAPEX, financing, and investments) and Financial Year (e.g., 2025)
5. Save each file locally.

5. Uploading Your Budgets

1. Return to the Add Budget dialog.
2. Click Choose File, select your populated CSV, then click Upload.
3. Confirm the preview table shows your Key, Year, and Budget values.
4. Click Save—look for the “Saved Successfully” toast.

6. Validating & Analyzing Budgets

1. Budget vs Actuals:

Go to Reports → Management Report → Budget vs Actuals.

See side-by-side comparisons of Budget, Actual, Variance, and Remaining Budget.\

2. Profit & Loss:

Under Reports, open Profit or Loss – [Manufacturing|Service|Trading].

Your Revenue, Expenses, and Direct Costs budgets are consolidated here.

3. Cash-Flow Forecast:

Open Cash Flows Forecast.

View Operating Cash (from P&L), CAPEX & Investing, and Financing sections.

Hover over Working Capital for auto-calculated receivables/payables forecasts.

7. Multi-Year Projections

• Select 3 Year Profit or Loss Projection under Management Report.
• Review the Assumptions footer for growth rates and ratio drivers behind the automated three-year forecast.

8. Real-Time Utilization Tracking

1. Go to Manage → Procurement → Purchase Order → Add New Products.
2. Select an Item and its Account Charge; XFlow shows your Budget, Used, Usable, and Remaining amounts.
3. Enter your Purchase Amount, click Submit, and watch the Remaining Budget update instantly.

9. Key Benefits at a Glance