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Budget Entity In Sync Function

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The budget in sync function's purpose is purely to update the budget entity table where peripheral data has changed in System and as such, the budget system is not accurate. It also serves to highlight those entities that exist in the System and not in the Budget System and vice versa.

It is up to the user to make adjustments to the required entities. Many of these adjustments require user decisions and cannot be made by the system.

 

Provide the following as input parameters:

Budget id , Budget type, Baseline id (mandatory), Responsible person, Entity type, Entity id, Budget Order type, Budget Line Number and Budget Completion Date (in said order).

 

Four tabs exist here:

Entities with Differences, Changed Entities with Potential Budget Implications, Entities Not Found In  and Nodes on Non Stock Order Lines tabs.

The tab Entities with Differences  :

If the entity exists on either node, order line or account tables and it exists in the budget entity table and differences are found on the following fields, display these and allow the update of the following fields if the user selects the entities for update (by 'clicking' them over to the right hand side list box):

Nodes : milestone_node, description, authorised_to_approve, recovery, budget_checking, manager, cost_limit, product_code, requisition_approval_limit, material_account, labour_account, overhead_account, fixed_overhead_account, parent node and WBS_ code at the end

Accounts: description and manager

Order: description, product code and manager

The budget entities will be updated as per the System data.

Note that the update is per baseline.

 

The tab Changed Entities with Potential Budget Implications :

If the entity exists on either node, order line or account tables and it exists in the budget entity table and differences are found on division, start or end dates, the budget and System values per entity are displayed. Most of the time the date differences will be due to the rules for entity creation- i.e. these are that the entity will have a start date greater than or equal to the applicable start date on the header and an end date less than or equal to the applicable end date on the header AT THE TIME OF CREATION. Remember that the applicable dates may change at any time (most likely at financial year ends)

 

The tab Entities Not Found In

The ERP System :

If the entity exists on either node, order line or account tables and it does not exist in the budget entity table, the entity is listed here. Note that only the active accounts, all but closed order lines and all except 'disposed ' and 'completed' nodes will be displayed.

The Budget System :

If the entity does not exist on either node, order line or account tables and it does exist in the budget entity table, the entity is displayed here. These will exist as a result of manual entity creations as well as nodes, accounts or orders that have been removed from the ERP system and were left in the budget system accidentally.

 

The tab Nodes on Non Stock Order Lines

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.

This tab displays these node numbers that have been linked (subsequently) to nstk order lines but already exist as node entities for the same baseline.

 

Unlike the functions budget, budget payment shipment and budget resource allocation,the system will allow changes to a budget entity if the aforementioned entity is locked.

 

 

Users with the Budget Maintenance 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. For example, a division manager can access all budgets where the division can be identified - either by the accounts, the organization relation number etc - not only the DIV budget.

 

A Budget Super Maintenance profile exists that is role in dependant. All maintenance functions may be performed if the user has this profile, irrespective of budget type, cost centre, division etc.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Entities With Differences

If the entity exists on either node, order line or account tables and it exists in the budget entity table and differences are found on the following fields, display these and allow the update of the following fields if the user selects the entities for update (by 'clicking' them over to the right hand side list box):

Nodes : milestone_node, description, authorised_to_approve, recovery, budget_checking, manager, cost_limit, product_code, requisition_approval_limit, material_account, abour_account, overhead_account, fixed_overhead_account, parent node and WBS_ code at the end Accounts: description and manager Order: description, product code and manager The budget entities will be updated as per the System data.  Note that the update is per baseline.