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Budget Copy

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On this tab the following fields can be viewed:

 

hmtoggle_plus1Amount Type

This field populates with Actual or Budget. It is mandatory.  The Sales and Purchases include the download of actual advanced payments.  Note that actual advance payment credits are downloaded as negative values and advance payments as positive values. The actual credit sales are negative and consist of only the credits from sales (no advance payment credits).

hmtoggle_plus1Apply

This button invokes the copy of the entities from the source to the destination.  The person' s name (who copied the data) will be recorded in the created by column.

hmtoggle_plus1Available Budget Entities

These are the entities available for upload as per the parameters selected above.

hmtoggle_plus1Baseline

This field displays the valid baselines available for selection and is enabled. This is the baseline that will receive the copied data. It populates with valid baselines not necessarily related to the budget id selected as a new combination of budget id and baseline may be created. Selection of this field is mandatory. It defaults to the source baseline.

hmtoggle_plus1Budget Copy

This function enables the user to copy information from the budget system tables to the same budget system tables for different periods, budgets,  entities or baselines. It allows a user to do a detailed budget for a single financial period and then to copy this information to the remaining periods of this budget. It also allows a user to copy all budgets within an existing baseline to a new(ly created) baseline. It also allows copying across entities i.e. copy a budget from a budget type capital to a budget type contract but only for similar entity types. It also allow a user to copy the information from one entity key (e.g. order line key) to another  but this must be done with caution to avoid non-sensible data.  The following rules are adhered to in the copy :

 

77664        THE NODE ALREADY EXISTS ON A BUDGET ENTITY ORDER FOR THIS BASELINE

77665        THE NODE ALREADY EXISTS ON THE BUDGET ENTITY TABLE FOR THIS BASELINE

77886        THE BUDGET ENTITY ALREADY EXISTS FOR THIS BUDGET_ID

77887        THE BUDGET ENTITY ALREADY EXISTS AS A CAPITAL BUDGET TYPE FOR THIS BASELINE

77911        THE BUDGET ENTITY ALREADY EXISTS AS A NON CAPITAL BUDGET TYPE FOR THIS BASELINE

77945        THE BUDGET ENTITY ALREADY EXISTS FOR THIS BASELINE

78010        THE NODE ALREADY EXISTS FOR THIS BASELINE

 

The Extraction date (and time)  remains the same as the copied record's extraction date (and time).

 

The system will not allow copying to any budget entity that is locked.

 

The 'copied from' data's key is saved in the 'copied to' data's "source_" fields. The cross reference and reference number are also copied across.  These source_ fields are filled ONLY during the copy function except where either a hand journal or bank code and transaction date are linked to a budgeted purchase record.  Where a hand journal or bank details have been stored in the source_budget_id or source_budget_entity_id fields, the copy will not overwrite this information.

 

The source_ fields are left as spaces when downloading.

 

The profile Budget Maintenance is required to use this function. The use of this function also requires that the user be either the div manager, div accountant, the responsible person, the budget manager or their acting for to entitle them to affect various budgets.  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.  This profile also allows the user to copy all budgets per baseline at one time. (later)

hmtoggle_plus1Budget Entities

The user has the option to copy entities as per the parameters selected.  This is done by leaving the 'All' option selected. However he/she may wish to view the entities prior to the

copy or select only some of them, in which case the'Specific' option should be selected.

hmtoggle_plus1Budget Id

This field is populated with valid budget ids.  This is the budget id that will receive the copied data. It is enabled and generally mandatory. It defaults to the source budget id.

The budget id may be left out and only a baseline entered if the user wishes to copy all existing budgets belonging to a baseline to a new baseline.

hmtoggle_plus1Budget Type

This field is defaulted with the type of the budget id selected. It 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_plus1Display

By clicking on the button, all entities as per the parameters selected will be displayed in the list box available for selection. This helps to identify exactly which entities will be uploaded.

hmtoggle_plus1Entity

This field is enabled if an entity type has been selected. It is the entity to which the data will be copied. The 3 fields to the right enable as each part of the order line key for order entities is selected. It is not mandatory.

hmtoggle_plus1Entity Type

The user may select the valid entity types as per the budget type/id 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 nodes are linked to Project budgets. It is enabled and is not mandatory. However, once entered the source entity will be the same.

hmtoggle_plus1From And To Periods

This field populates with the financial period of the planned start and end dates of the budget id selected. If an entity id was is selected, the dates would will change to the financial period of the budget entity start and end dates. The user may change these periods to within the range initially displayed. A single period may be selected (from and to the same) in the source.

This will enable this period's information to be copied to the period range selected in the destination. If more than one period is selected here, the same number of periods must appear in the destination.  Note that an exact copy of the existing dates is made if the source and destination from and to periods match exactly. If they do not match exactly, the min start date and max end dates of each destination financial period are used.

hmtoggle_plus1Overview

This button allows the user to jump to the Budget Overview screen. Where possible, the parameters selected here will be defaulted in the parameters of that function.

hmtoggle_plus1Selected Budget Entities

These are the entities that have been selected for the upload. If the 'Specific' option has been selected and no entities have been carried over to 'selected budget entities', no uploads will take place.

hmtoggle_plus1Schedule Selection

The client schedules checkbox allows the sales schedules to be copied. The supplier schedules checkbox allows the purchases schedules to be copied. The resource allocation part of this checkbox allows all the cost budgets or actuals to be copied - i.e. all resources that have been allocated may be reallocated to another budget / period here. The resource requirements

part of this checkbox allows labour recovery performed for other budgets / periods to be copied.  The Order linked Nodes portion of this checkbox allows the costs of the nodes, linked in a structure that forms part of the non-stock order line entities, recorded per account to be copied.  The Budget Resource Allocation, Budget Resource Requirements and Order Linked Nodes may not be separated. If the copy is done, either all three tables must be copied or none - this is due to the fact that the former table creates the latter two tables' records.