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This function allows the user to take information existing in the general ERP system and insert this information into the budget system tables where a snapshot is taken of the data at a specific period in time. These snapshots may be saved as baselines and depending on the requirement, and therefore the status, may be overwritten or not. Budget data, planned commitments, released commitments and actual data can be downloaded.
The download pertains to data between the applicable start and end dates of the budget(s) selected.
The entire key of the budget resource allocation table or budget payment delivery table with the exception of the sub entity id (resource), cost centre, employee_id, financial period and extraction date (including time) is compared to determine which records to remove and re-insert. This means, for example, that budget data that used to exist in period 1 and has now changed to period 2 will be deleted from period 1 and placed in period 2 after the download.
The account recorded in the downloaded actual record is the actual account to which the value was posted. If this is not relevant, the account of the order line (for order entities) is used.
Note that if the applicable dates are moved forward and new entities are created during this period, their start dates will correspond with the applicable date's start date. Should the applicable dates be moved back (for some reason), the download will not download data for these entities for periods prior to their start dates. The entities should then be deleted and relinked in order to amend their start dates.
Moving the applicable dates forward (to coincide with the new financial year) is the more acceptable business procedure. This ensures that actual data is downloaded for the current financial year and not for old (now irrelevant) years.
The user must just be aware that moving the dates back has implications although it is allowed.
The following are the rules relating to the status and locking:
1. If the budget is locked, no changes may be made to the budget system Entities directly. (Does not affect the download)
2. If the budget entity is locked and the status = prior to 'co approved' budgets, actuals and commitments may be downloaded
3. If the budget entity is locked and the status = 'co approved', budgets may not be downloaded
4. If the budget entity is either Rejected, Suspended or Closed, neither actuals nor budgets may be downloaded. By actuals we mean, actuals, planned and released commitments.
5. If the budget entity is locked and the status = 'board approved', budgets this budget may not be unlocked again.
The requisition statuses are determined by the requisition configuration setting - See Requisition Configuration help.
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.
WARNING: Note that the download replaces information where the parameters selected result in a match between the ERP system and the budget system. Should the user delete information from the main ERP System which results in the removal of budget source, there will no longer be anything in the ERP System to match to the budget system. Consequently, an old extraction (for a specific entity)will not be overwritten or deleted. Another possibility is that an order entity be changed and it now matches a different order entity)in the Budget system. The system cannot know that it is supposed to relate to the original entity in the budget system.
The In sync tab on the Budget Entity Maintenance function should be used regularly to identify entities existing solely in the Budget system or in the ERP System. The entities must then either be deleted from the budget system or added in the ERP System.
In order to protect data, the system does not allow budgets to be downloaded for capital budgets. In other words, capital budgets must be created and maintained manually (in the budget system - budget payment shipment function).
The manual data on the budget resource allocation table is protected - as the Budget source 'BS' is never deleted on a budget download.
Care must be taken not to inadvertently delete manually scheduled data (ie from the budget payment shipment function).
A suggestion is that the user copy the data to a 'user-defined' non 'company specific' baseline prior to a budget download and then the relevant manual records be copied from that baseline into the required baseline subsequent to the download.
On this tab the following fields can be viewed:
These checkboxes allow the user the option of downloading actual data, planned or released commitments or budget data. The actual (including commitments) vs budget data is the further divided into costs and sales type data.
The costs are the actual costs incurred e.g. by spending against an account via a requisition or timesheet.
The sales side is the sales or purchases schedules that are created by customer orders and purchase orders.
The Actuals side is defaulted to 'All' - so all checkboxes are checked.
The Budget side defaults to 'Specific' and requires that the user be very specific in the selection for budget downloads.
Note that downloads will replace data in the budget system tables with the information in the tables in the main system.
An important point is that a download with Journals on / off has a large impact on the financial period of the amount. Journals 'on' show the data in the financial period in which the journal transaction took place. Journals 'off' show the data in the financial period of the transaction - e.g. the date worked - date on the timesheet etc. The latter ties up with the Node Budget Commitment and Actuals function.
Note that purchases and sales data should be downloaded for journals 'ON' because the download uses the financial period of the latest print approved record in the debtor invoice status history table for sales and either the movement date-time or the invoice line link capture date (or a combination where some amounts have been linked to an invoice and others not yet !) or the hand journal source timestamp or the bank transaction date for purchases. This means that the financial period is that of the journal and not the fin period of eg the completion date of the source document - e.g. the order line.
The Journals 'off' option uses the financial period of the order line for both sales and purchases.
Purchases are considered as 'Actuals' once a movement has taken place. This means that
The download reads from the movement table for the value of the received goods by excluding the qty already invoiced and then uses the invoice line link table to get the true value of the invoiced items and takes into account all credit links to get the true value of the purchased items.
The following rules apply to the download of actual sales data
Deleted links are excluded from the calculations.
ERP system Budget system
Debtor line link code Budget code
A Additional Cost AACS Actual additional cost sales
C Credit ACS and AAPC - the C is split : Actual credit sales and Actual advance payment credits (if account is open for advance payments and the dll.account does not match the ol.account)
S Shipping AS Actual sales (the dll.account matches the ol.account)
V Advance AAP Actual advance payments
The following rules apply to the download of actual purchases data
ERP system Budget system
Debtor line link code Budget code
A Additional Cost AACP Actual additional cost purchases
P, R Receipts, Service AP Actual purchases
V Advance APP Actual pre payments
Where purchase orders have been added to budget entities manually - i.e. the purchase order number does not exist in the ERP system, download of actuals are performed as follows :
The requisition on the budget system's purchases order record is used to find the ERP system's purchase order number (full key) and then the download is done for the actual values on the 'true' purchase order and recorded against the budget system's purchase order number (full key).
An alternative would be to use the Budget Entity Maintenance function and the Budget Replace tab. Here the budget system's PO may be replaced by the true ERP's PO and the download will find the direct match.
Actual purchase records are also sourced from hand journals or bank transaction, in addition to the requisitions if these have been linked to the purchase order. These values (hand journal, bank code and bank transaction date) are recorded in the source budget id and source budget entity_id fields.
When downloading budget data for order entities, the quantity ordered is used and entered as the number of units and closed orders are included.
Data is either downloaded to the budget resource allocation table (cost side) or the budget payment delivery table (schedule side). The budget resource allocation cannot retain all the detail required for subsequent account allocation. In order to handle this, the budget resource operation detail and budget resource order line nodes tables are used. The former keeps all the detail of labour from order operations or part operations linked to customer orders.
The latter keeps all the labour and material data of the entire node structure linked to a non stock customer order.
This button invokes the download.
These are the entities available for download as per the parameters selected above.
This field displays the valid baselines available for selection and is enabled. Selection of this field is mandatory.
The system defaults the latest budgeted values, but the approved values may be selected instead.
The user has the option to download 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 downloading or select only some of them, in which case the 'Specific' option should be selected.
This field populates with all valid budget ids. If more than 1 budget type was specified, the user is may then not select a specific budget id. All budget id's for the types checked (specified) will be selected. If a single budget type was specified, clicking on 'Specific' and selecting the required budget id may choose a specific budget id. Selecting a single budget id allows for the display of the applicable dates. These are the dates within which the download will take place.
The budget values from the material / labour budget tables are usually used but budget scenario may be selected and its values will be used. The system defaults the latest budgeted values, but the approved (bcws) values may be selected instead.
This field displays all the standard budget types in the budget system. It defaults to 'All' but may be changed to 'Specific' to enable the selection of certain budget types only. Selection of at least one budget type is mandatory.
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.
When checked, this deletes all existing records that match the parameters selected irrespective of the existence of 'replacement' records. It is defaulted to off and is not mandatory. This check box deletes the cost related records in the budget system.
When checked, this deletes all existing records that match the parameters selected irrespective of the existence of 'replacement' records. It is defaulted to off and is not mandatory. This check box deletes the schedule related records in the budget system.
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 downloaded.
The user may select the valid entity types as per the budget type(s) 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.
All - Will ensure that all entity types are downloaded.
Specific - Allows for the selection of specific entities.
Default values exist but may be changed. Accounts : All zero values are included in the download unless this is checked.
Note that if zero values are excluded, a download that had figures previously and now has zeros will not be overwritten. It is thus very dangerous to exclude the zero values that may be valid budgeted values.
The download usually uses the latest budget value if budgets are downloaded, but the approved value may be downloaded instead.
Node : Non recovery nodes are usually included unless the checkbox is checked.
At present, only non recoverable nodes may be linked as node entities (in the project, own funded and capital budgets). Consequently, it makes no sense to check this option.
The budget values from the material / labour budget tables are usually used but budget scenario may be selected and its values will be used. The system defaults the latest budgeted values, but the approved values may be selected instead.
Orders : Orders in 'quotation' status are usually excluded, but may be included if the check box is selected. The only nodes that are involved in contract budgets via order entities are those within the structure linked to non-stock order lines.
Non-recovery nodes are usually included unless the checkbox is checked. Note that if the non-recoverable nodes in the structure, to which the entity is linked, are excluded, the order entity value will not reflect the true cost of the contract as the download will be performed for recoverable nodes in the structure.
The budget values from the material / labour budget tables for milestone nodes found on non stock orders are usually used but budget scenario may be selected and its values will be used. The system defaults the latest budgeted values, but the approved values may be selected instead.
Note that all cost details are recorded per account per node for all nodes linked (in the structure) to the milestone node on the non-stock order line. These details are recorded in the Budget Resource Order Line Nodes table.
With regard to details from order operations and part operations, these are recorded in the Budget Resource Order Detail table. This table retains the exact rates and hours per operation.
Note that the download will take place where the quantity ordered is equal to zero too. Note too that purchases and sales data is downloaded for journals 'ON' only. This means that the financial period is that of the journal and not the fin period of e.g. the completion date of the source document - e.g. the order line
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.
This checkbox allows for the download of nodes within the node structure (i.e. children of the parent node selected). It applies to 'Node' type entities only as nodes on 'Order' entities will
always include the entire structure. Note that in the case of more than 1 node structure belonging to a budget (id), a selection of 1 of the parent nodes will not download the data for the remaining node structures, but only the structure of the parent node selected.
These are the entities that have been selected for the download. If the 'Specific' option has been selected and no entities have been carried over to 'selected budget entities', no downloads will take place.
This field is populated with the responsible persons in the budget header table. These are all the people responsible for budgets. Depending on your role within the company (div mgr or div accountant and has the budget administration profile), you may be able to see more than your own name here. It is enabled and may be left blank if you can see more than one name here. It is populated with all responsible persons where the organisation relation number of the id is either a cost centre in that division, the division itself, or a contract in/for that division will be populated. If not, the responsible person field is populated by the logged on employee if the two are the same.