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Budget Entity

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This function links budget entities to a budget id and baseline. The system will not allow any activity on a budget entity if the aforementioned entity is locked.

 

Users with the Budget Manager profile and who are either the div manager, div accountant, responsible person, entity manager or acting for may use this function for the entities for which they are responsible.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Add

This button allows a new entity to be added. It may be added here when creating a manual entity or if an existing entity has been selected and the user double-clicked on the line displaying that entity's information, the information would be filled in the fields on the budget entity tab and the entity could be added here.

 

On the add of a customer order type entity, a budget payment delivery record is automatically created and inserted with its entity key (top) matching its order key (bottom key), i.e. it automatically creates a customer order schedule for the customer order. If the entity was copied from the order line table (an existing ERP system customer order line, its sales account is entered in the account field of the customer schedule record. If the customer order was added manually, the over counter sales account for the division is entered in the account field of the customer schedule record.

hmtoggle_plus1Authorised To Approve

This check box is populated when a node is linked and is enabled when a manual node is created. When checked it means that the manager of this node may approve the costs accumulated against it.

If the WBS is 1, the 'authorization to approve' must be checked.

hmtoggle_plus1Budget Checking

This check box is populated when a node is linked and is enabled when a manual node is created. When checked it means that this node requires an approved budget before costs may be accumulated against it.

hmtoggle_plus1Baseline

This field displays the valid baselines available for selection and is enabled. Selection of this field is mandatory.

hmtoggle_plus1Budget Type

This field displays the budget type of the budget id selected on the Budget Header tab and is disabled.

hmtoggle_plus1Budget Id Description

This field displays the description of the budget id selected on the Budget Header tab and is disabled.

hmtoggle_plus1Budget Id

This field displays the budget id selected on the Budget Header tab and is disabled.

hmtoggle_plus1Company Specific Baseline

This field indicates which baselines are required. If the field is checked, only formal company specified baselines will be available for selection. If the field is unchecked, only non company specific baselines will be available for selection.

hmtoggle_plus1Change

This button allows the details of the entity to be changed.

All fields on manually created entities may be changed with the exception of the entity key itself. Copied (existing) entities allow only the notes/motivation and original

baseline checkbox to be changed.

On the change of a customer order type entity, the budget payment delivery record is automatically updated (if it still exists) if the part number, description, or product code was changed here.

hmtoggle_plus1Contract Number

This field is displayed when 'order' is selected in the Entity type field. It is populated with the contract number selected in the organization relation number field on the header tab.

hmtoggle_plus1Cost Centre

This field is displayed when 'account' is selected in the Entity type field. It defaults with the cost centre selected in the organizational relation number field on the header tab or it is blank if the aforementioned number is a division number.

It is populated with all cost centers belonging to the division if the organizational relation number field on the header tab is a division number. The elipse button that allows the user to populate the budget entity details grid (with valid accounts that may be linked as entities) may be clicked now.

hmtoggle_plus1Cost Limit

This field relates to node entities only. It is the maximum amount that may be spent against this node (Note that its underlying nodes' cost limits must also be subtracted from the amount allowed to be spent on this node). It is enabled when creating a manual node. It is not mandatory, but is mandatory when uploading into ERP system Nodes.

hmtoggle_plus1Created By

This field displays the name of the user who created the entity (i.e. linked it to the budget id and baseline or created it manually and thereby linked it to the budget id and baseline.)

hmtoggle_plus1Create Manual Node

This field is enabled when 'node' is selected in the Entity type field. This enables a user to create a manual node.

This is a node that will not be found in the ERP system in the node table. It is a user-created node.   A manually created node without a parent will automatically be allocated a WBS code of 1. This may be overwritten. The reverse is also true.

A manually created node with a parent may not be allocated a WBS code of 1.

Note that all node entities may only be non recoverable. The recoverable nodes are linked via order entities (i.e. they are nodes within a structure linked to non stock order lines).

The part number field (for order entities) becomes invisible and the requisition approval limit field is displayed.

Accounts may not be created here.

hmtoggle_plus1Create Manual Order

This field is enabled when 'order' is selected in the Entity type field. This enables a user to create a manual order.

This is an order that will not be found in the system in the order line table. It is a user-created order.

The part number field becomes visible in the place of the requisition approval limit field (for node entities).

Accounts may not be created here.

hmtoggle_plus1Creation Date

This field displays the date on which the entity was created (linked to the budget id and baseline).

hmtoggle_plus1Customer Name

This field is displayed when 'order' is selected in the Entity type field. It is populated with the external organization selected on the header tab.

hmtoggle_plus1Delete

This button allows the entity to be deleted. The user will receive a warning if the entity to be deleted contains budget payment delivery records or budget resource allocation records. He/she then has the choice to go ahead and delete the entity thereby losing all the attached records or to prevent the delete.

 

For nodes : If more than 1 structure exists per budget id / baseline combination, the delete will remove the entire structure of the selected top node existing in the budget system (that was copied from the main system) OR the entire structure of a manually added node structure if the top node is selected OR a single manually added node, if selected, which is not the top node in the structure.

A manually created node will however not be deleted if it is a parent of another node within the budget.

Another way to explain this is as follows: the system will allow the deleting of nodes that have been created manually or have a 1 WBS code. If they have a 1 WBS code, the entire structure below the selected node will also be deleted (but not any other structure(s) that may have been linked to that budget or any other single manually created nodes).

hmtoggle_plus1Division

This field relates to all entities. It is the division to which this node belongs. It is enabled when creating a manual node or order.

It is mandatory.

hmtoggle_plus1Division

This field is displayed when 'account' is selected in the Entity type field. It defaults with the division selected in the organizational relation number field on the header tab

or it is blank if the aforementioned number is a cost centre number. The elipse button that allows the user to populate the budget entity details grid (with valid accounts that may be linked as entities) may be clicked now. It requires that at least the division, the cost centre or account be entered prior to clicking on the elipse button.

hmtoggle_plus1End Date

This field defaults to the end applicable date on the header tab. It is overridden by the end/completion date of the node or order being linked (depending on which was selected) if the end date is inside of the applicable end date. If outside of this date, the applicable end date remains. Entities with start dates after the applicable end date are excluded from being linked. A message is displayed and the addition of that node is stopped. It is enabled when creating a manual entity. It is mandatory.

hmtoggle_plus1Entity Account

This field is populated with all the accounts belonging to either the cost centre or division selected in the 2 fields above. The elipse button that allows the user to populate the budget entity details grid (with valid accounts that may be linked as entities) must be clicked now if it has not been clicked yet.

hmtoggle_plus1Entity Completion Date

Once an entity order type has been selected, this field is enabled. The user may then select a valid order line completion date. The elipse button that allows the user to populate the budget entity details grid (with valid order lines that may be linked as entities) must be clicked now if it has not been clicked yet.

hmtoggle_plus1Entity Description

This field displays the description of the entity linked.

It allows the user to enter a description for manually created entities.

hmtoggle_plus1Entity Line Number

Once an entity order type has been selected, this field is enabled. The user may then select a valid order line number. The elipse button that allows the user to populate the budget entity details grid (with valid order lines that may be linked as entities) may be clicked now.

hmtoggle_plus1Entity Line Type

Once an entity order type has been selected, this field is enabled. The user may then select a valid order line type.

The elipse button that allows the user to populate the budget entity details grid (with valid order lines that may be linked as entities) may be clicked now.

hmtoggle_plus1Entity Order Number

This field is enabled when 'order' is selected in the Entity type field. It is populated with the order numbers that belong to the customer displayed above and those with the contract number displayed above. The elipse button that allows the user to populate the budget entity details grid (with valid order lines that may be linked as entities) may be clicked now.

hmtoggle_plus1Entity Order Type

Once an entity order number has been selected, this field is enabled. The user may then select a valid order type. The elipse button that allows the user to populate the budget entity details grid (with valid order lines that may be linked as entities) may be clicked now. It requires that at least the customer name, the contract number or order number be entered prior to clicking on the elipse button.

hmtoggle_plus1Entity Type

Once the baseline has been selected, this field becomes enabled.

The user may select the valid entity types as per the budget type selected. Nodes and Accounts are linked to Capital and Own funded budgets. Order and accounts are linked to Contract budgets. Only accounts are linked to cost centre and division budgets. Only (non recoverable) nodes are linked to Project budgets.

hmtoggle_plus1Explode To

This field is disabled and defaults to 'all' as the entire program node structure will be displayed when the elipse button that allows the user to populate the budget entity

details grid (with valid nodes that may be linked as entities) is clicked. This is so to ensure that the entire node structure is linked as entities belonging to this budget

id and baseline. This elipse button should be clicked at this point.

hmtoggle_plus1Existing Entities

This field displays a list of valid entities that already exist (i.e. are already linked to this budget id and baseline)

hmtoggle_plus1Fixed Overhead

This field relates to node entities only. It is the labour overhead account against which labour overhead costs are debited. If it is blank, the project management WIP labour overhead account is used. It is enabled when creating a manual node.

Only active accounts that allow for asset control (for capital budgets)

OR allow for node or node provisioning (for project or own funded budgets) are displayed here.

All accounts must belong to the same division and match the division of the entity.

hmtoggle_plus1Labour

This field relates to node entities only. It is the labour account against which labour costs are debited. If it is blank, the project management WIP labour account is used. It is enabled when creating a manual node.

Only active accounts that allow for asset control (for capital budgets)

OR allow for node or node provisioning (for project or own funded budgets) are displayed here.

All accounts must belong to the same division and match the division of the entity.

hmtoggle_plus1Locked

This check box is populated when any entity, which is linked or manually created, is locked in the Administration - Lock/Status function. It is unchecked when unlocked.

It is not updateable here.

hmtoggle_plus1Manager

This field is populated with the existing managers of the entity being linked. It is enabled for manual entity creation and is then populated with list employees. It is mandatory.

hmtoggle_plus1Material

This field relates to node entities only. It is the material account against which material costs are debited. If it is blank, the project management WIP material account is used. It is enabled when creating a manual node.

Only active accounts that allow for asset control (for capital budgets)

OR allow for node or node provisioning (for project or own funded budgets) are displayed here.

All accounts must belong to the same division and match the division of the entity.

hmtoggle_plus1Milestone Node

This check box is populated when a node is linked and is enabled when a manual node is created. When checked it means that this is a milestone node that may be shipped.

hmtoggle_plus1Motivation

This field is always enabled and allows the user to enter a motivation for capital budgets or notes for other budgets.

hmtoggle_plus1Original Baseline

This check box is enabled when any entity is linked and when a manual node/order is created. When checked it means that this entity is an original baseline entity. It is possible for more than 1 baseline's entities to be considered 'original'. 'Original Baseline' means it is the baseline on which assumptions considered important for the creation of this budget were based.

 

This box may be checked prior to clicking on the populate elipse button (for a copied creation). This will ensure that all the selected records on the populate grid that are added will have the original baseline checked.

This avoids checking the box for each record manually after its creation.

hmtoggle_plus1Overhead

This field relates to node entities only. It is the labour fixed overhead account against which labour fixed overhead costs are debited. If it is blank, the project management WIP labour fixed overhead account is used. It is enabled when creating a manual node.

Only active accounts that allow for asset control (for capital budgets) OR allow for node or node provisioning (for project or own funded budgets) are displayed here.

All accounts must belong to the same division and match the division of the entity.

hmtoggle_plus1Parent Node

This field is displayed when 'node' is selected in the Entity type field.

This field populates with all program and program/milestone nodes as well as milestone nodes (belonging to the division or division of the cost centre entered in the organization relation number field on the header tab or the division of the cost centre selected in the organization relation number field on the header tab). The entire node structure below the nodes populated here, once selected, will be added to specific baseline / budget as entities. Only non recoverable nodes are populated for Capital, Own Funded and Project budgets.

This elipse button should be clicked at this point. It requires that a parent node be entered prior to clicking on the elipse button.

 

Note that care must be taken to avoid duplication of entities. The budget system cannot prevent a node from being added to a non stock order line (which exists as an order entity for a baseline) after this node has been added as a node entity to the same baseline.

The budget In sync function will display the node number and affected budget /baseline if this   condition is found to be true.

hmtoggle_plus1Part Number

When creating manual customer orders for line types: PROD/SPAR/REP, the part number is mandatory and must be selected.

hmtoggle_plus1Product Code

This field relates to node entities only. It is the product code of the item for which the node exists. It is enabled when creating a manual node or order. It is mandatory.

hmtoggle_plus1Recovery

This check box is populated when a node is linked and is enabled when a manual node is created. When checked it means that this node's costs are recoverable.

hmtoggle_plus1Req. Approval Limit

This field relates to node entities only. It is the maximum amount that may be spent and approved against this node per requisition.

It is enabled when creating a manual node. It is not mandatory.

hmtoggle_plus1Start Date

This field defaults to the start applicable date on the header tab. It is overridden by the start date of the node or order being linked (depending on which was selected) if the start date is inside of the applicable start date. If outside of this date, the applicable start date remains. Entities with end dates before the applicable start date are excluded  from being linked. A message is displayed and the addition of that node is stopped. It is enabled when creating a manual entity.

It is mandatory.

hmtoggle_plus1Status

This field indicates the status of the entity. It is disabled and is updated from the Administration - Lock/Status function. All new entities will be created in 'Planned' status.

hmtoggle_plus1Wbs Code

This field displays the work breakdown structure of the node. It indicates the position of the node within its structure. The first block will always contain a "1" which should indicate that it is a program or program and milestone (top) parent. However, it also allocates a '1' for any milestone selected as the top node. So in fact, the 1 here indicates that it is the top node of a structure in the budget system.

 

It may have a '1' only if it does not have a parent.

If the WBS is 1, the 'authorization to approve' must be checked.

The last block entered indicates the position of the node in its level.

The number of blocks indicates in which level it is found.

 

It is enabled when creating a manual node. It is mandatory. When in manual mode and a parent node is selected, the WBS code is recalculated but may be overwritten.

When deleting, the system will allow the deleting of nodes that have been created manually or have a 1 WBS code. If they have a 1 WBS code, the entire structure below the selected node will also be deleted (but not any other structure(s) that may have been linked to that budget).