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Budget

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The Budget Header is the entrance to the Budget functionality. On this first tab of the functionality budgets are only registered for further use during the whole process. It can be used to get of a budget that is already registered and implemented or register a new one at the beginning of building a new budgets scenario.

 

budget that are not implemented and no transactions are registered against the specific Budget can still be deleted by using the Delete option at the bottom of the screen.

 

There are four tabs linked to this screen but the second tab which is much more used in adding specifics to the budget has got  an extra tab that will open when the Elipse button is pushed.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Add

This button allows a new budget id to be added. A sales schedule record is created each time a customer order budget entity record is created.

hmtoggle_plus1Applicable End Date

This field indicates the end of this budget. No data may exist outside of the end date. Any changes to this date will be prevented if data would be excluded.

hmtoggle_plus1Applicable Start Date

This field indicates the applicable start date of this budget. Data may exist outside of the applicable start date. Note that this date determines the start date of all new entities for this budget. It also determines the starting date of data that will be uploaded or downloaded. It defaults to the planned start date but may be changed as often as is required. It should be changed to accommodate the new financial year when required.

hmtoggle_plus1Budget Id

This field displays existing budget ids or a new id may be entered here. The user has a maximum of 20 characters for the budget id.

hmtoggle_plus1Budget Type

This displays a list of valid budget types: Contract (T), Capital (P), Project (J), Own Funded (O), Cost Centre (C) and Division (D). This field is mandatory.

hmtoggle_plus1Change

This button allows the details of the budget id to be changed. The id itself may not change. The budget type may not be changed if budget entities exist for this budget id.  The external organisation relation number and external organisation may not be changed if budget entities exist for this budget id.

Any changes to a customer order entity will automatically update the fields on the budget payment delivery table where the schedule is held.

hmtoggle_plus1Delete

This button allows the budget id to be deleted. The budget id may not be deleted if entity records exist for it. The entities must be deleted first and then the id may be deleted.

hmtoggle_plus1Description

This is the description of the budget id.  It is mandatory.

hmtoggle_plus1External Organisation

This displays a list of valid external organizations.  It is mandatory for contract budgets.

hmtoggle_plus1Existing Budgets Only

This check box allows the user to view only existing budgets and their corresponding data. It also allows the user to enter the function from a different viewpoint - i.e. not the usual budget id entry point. The user may first select a budget type and then select the organization relation number (if these are known and the budget id is not known) and then the system populates with the valid budgets matching these parameters.

In the case of contracts, the budget type must be selected first, the external organization second (only those existing in the budget system will be populated) and the organizational relation number third before the budget id will be populated.

hmtoggle_plus1Grouping Id

This field displays a list of valid budget groups (for budget classification purposes). It is mandatory.

hmtoggle_plus1Organisation Relation No

This field displays valid contract numbers if the contract budget type has been selected. It displays a list of valid cost centers if the cost centre budget type has been selected. It displays a list of valid divisions if the division or project budget types have been selected. It displays a list of valid cost centers and divisions if the capital or own funded budget types have been selected. It is mandatory for budget types cost centre, division, contract, ownfunded and project.

(Not mandatory for capital)

 

Note that if the user makes a change to this field, the responsible person field is 're-defaulted' to the manager of the new selection made. The user must then change this if it is not what they require.

hmtoggle_plus1Planned End Date

This field indicates the end of this budget. No data may exist outside of the end date. Any changes to this date will be prevented if data would be excluded.

hmtoggle_plus1Planned Start Date

This field indicates the start date of this budget. No data may exist outside of the start date. Any changes to this date will be prevented if data would be excluded.

hmtoggle_plus1Program

This field displays a list of valid budget programs (for budget classification purposes). It is not mandatory.

hmtoggle_plus1Responsible Person

This field displays a list of active and inactive employees. The field defaults to the logged on employee. The default changes to the cost centre / division manager if the cost centre, division budgets are selected.

It is mandatory.

As a general rule, the Responsible Person field is disabled if the logged on employee is not the responsible person and the budget type is not cc. In other words, in general, only the actual responsible person may change this field. The exception is the cost centre budgets , as well as  anyone with the Budget Header profile - who may change all fields.

 

Note that if the user makes a change to the organization relation field, the responsible person field is re-'defaulted' to the manager of the new selection made (for a cc/div budget) or is left blank (capital, own funded, project ) or defaults to the logged on employee (contract budget). The user must then change this if it is not what they require.

hmtoggle_plus1Sub Group Id

This field displays a list of valid budget sub groups (for budget classification purposes). It is not mandatory.