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Viewing Options

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The Viewing Options tab is used to select the accounts that need to be displayed in the Budget/Latest/Actual tab results.  The screen displays an Available Accounts list box  populated in accordance with your settings for the account level (divisional or cost centre), the account class (balance sheet and/or income statement) and the cost centre and/or division code specified.

 

The financial year for which budgets need to be displayed must also be selected.  The Adjust Latest frame provides the option to automatically set the latest budget amounts equal to the actual amount.  This is often done for past financial periods to compensate for under or overspending in earlier periods.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Accounts to be Included

It displays the accounts selected for inclusion for viewing or updating.  It displays the accounts selected from the Available for Division and Cost Centre list box.

hmtoggle_plus1Add

The  button is enabled when one or more accounts is selected in the Available For Division and Cost Centre list box.

 

When the  button is clicked, the selected account(s) are added to the Accounts To Be Included list box.

hmtoggle_plus1Add All

When the  button is clicked, the all the accounts in the Available For Division and Cost Centre list box are added to the Accounts To Be Included list box.

hmtoggle_plus1Adjust Latest

Select the financial period in the combo box (mandatory).

 

The Latest=Actual button is enabled when a financial period is selected.

hmtoggle_plus1Available for Division and Cost Centre

When a division and/or a cost centre is selected and Inquire is clicked, all the accounts, account codes and account descriptions for the specific division and/or cost centre selected, are displayed in this list box.

hmtoggle_plus1Class

Either Balance Sheet or Income Statement or both must be selected.  When you click on Inquire the list box populates with either balance sheet or income statement accounts or both depending on the class selected.

hmtoggle_plus1Cost Centre

It is populated with the cost centre code and cost centre description from the Cost Centre table.

 

The number of characters to be entered before the list is shown is governed by the value of populate length.

hmtoggle_plus1Division

It is populated with the division code and the division description from the Division table.

 

The number of characters to be entered before the list is shown is governed by the value of populate length.

hmtoggle_plus0Financial Year

Is populated with the financial year from the Financial Year table.  The default is the current year.

hmtoggle_plus1Inquire

If a person is the division or cost centre manager he does not need security profile rights to view his cost centre or divisions accounts.  A top-down structure is followed in the order of CEO, Division manager/accountant, Cost Centre Manager and Account Responsible Person. This means that the CEO can view all accounts , the division manager  can view only  his own division accounts and all the cost centre accounts which fall under the specified division, and the Cost centre manager will only be able to view his own cost centre accounts, while the Account Responsible Person will only see accounts he is responsible for.

 

Only the accounts that you will be able to view or update, will be displayed in the Available for cost centre/division list box.  When inquiring, all the active accounts are listed as well as suspended accounts where there are non-zero budgets (approved, latest and actual) for any of the financial periods for the year being inquired on.  For Approved budgets additional security is granted via settings on the Division function - Business Rules tab. The settings are Approved budget current year update by[****] and Approved budget future year update by[****]and Approved budget previous period update by.

 

Depending of these settings and whether the user is trying to update Approved or Latest Budgets - and what type of user it is - CEO, Division Manager or Accountant, Cost Centre Manager, Account Responsible Person, or just an average user - and taking into account a person who is acting for any of these people - the following rules apply:

 

WHO CAN UPDATE APPROVED BUDGETS?:

 

Updating of Approved Budgets is governed by the settings on Division function - Business Rules tab. The following rules can apply independently to previous, current, and future financial periods:

 

1.        "ONLY CEO CAN CHANGE" (CEO)

Only if the signed on person is the CEO or acting for CEO, then the approved budget can be changed.

 

2.        "DIVISIONAL MANAGER AND ACCOUNTANT CAN CHANGE" (DA)

The CEO, division manager and accountant or acting for the aforementioned can change the approved budget.

 

3.        "COST CENTRE MANAGER CAN CHANGE, ACCOUNTANT GETS MAIL" (CAM)

The CEO, division manager, division accountant, and cost centre manager or acting for the aforementioned, can change the approved budget for any account belonging to the cost centre (not divisional accounts). Mail will be sent to the cost centre manager if he is not the signed on user.  If the signed on user is the cost centre manager, mail will be sent to the divisional accountant.

 

4.        "COST CENTRE MANAGER CAN CHANGE" (C)

The CEO, division manager, division accountant, and cost centre manager or acting for the aforementioned, can change the approved budget for any account belonging to the cost centre (not divisional accounts). Mail will be sent to the cost centre manager if he is not the signed on user.

 

5.        "ACCOUNT RESPONSIBLE CAN CHANGE, ACCOUNTANT GET EMAIL" (AAM)

The CEO, division manager, division accountant, and account responsible person for the account, and cost centre manager only if the account is a cost centre account, or acting for the aforementioned, can change the approved budget. Mail will be sent to the divisional accountant.

 

An average user cannot update approved budgets.

 

WHO CAN UPDATE LATEST BUDGETS?:

 

If you are the CEO you can update the latest budgets for any financial period for both division and cost centre accounts.

 

If you are a Division Manager/Accountant (or someone acting for the division manager/accountant) you can update any division or cost centre account that falls within your division structure for any financial period.

 

If you are a Cost Centre Manager (or acting for a Cost Centre Manager) you can update only cost centre accounts that fall under your cost centre for any financial period. Division Accounts fall outside any cost centre and cannot be updated by you.

 

If you are responsible for an account or acting for someone responsible for the account, then you can update the latest budget for the account for any financial period.

 

If you are none of the above and just an average user, you cannot update latest budgets.

hmtoggle_plus1In a Specific Cost Centre

When this setting is selected, the Cost Centre combo is enabled allowing you to select a Cost Centre,  whose budgets and actual costs you wish to view.

 

Only Cost Centres for which you are the Manager, or Acting For the Manager will be displayed. The cost centres in which accounts are where the logged on user is the account responsible person will also populate.

hmtoggle_plus1In a Specific Division

When this setting is selected, the Division combo is enabled allowing you to select a division,  whose budgets and actual costs you wish to view.

 

Only Divisions for which you are the Manager, Accountant or Acting For will be displayed. The divisions in which accounts are where the logged on user is the account responsible person will also populate.

hmtoggle_plus1Latest=Actual

When Latest = Actual button is clicked, the system sets, the latest budgets equal to the actual costs, for the financial period, and accounts selected.

 

You can only do this if the divisional view is selected and you are the division manager, division accountant or the acting for division manager, or where the cost centre view is selected and you are the cost centre manager or acting for cost centre manager.

hmtoggle_plus1Remove

The  button is enabled when one or more accounts is selected in the Accounts To Be Included list box.

 

When the  button is clicked, the selected accounts are removed and added to the Available For Division and Cost Centre list box.

hmtoggle_plus1Remove All

When the  button is clicked, the all the accounts in the Accounts To Be Included list box are removed and added to the Available For Division and Cost Centre list box.

hmtoggle_plus1View All

The view level determines if divisional or cost centre budgets and actual costs will be viewed.