Expense Budgeting

This program may be used to view or enter Budget Requests. 

Note, to use this option  the user should be defined in the ITS System - User Access Definitions {USERS-5}.

1. Selecting the bussiness function " Expense Budgeting" will list Cost Centres to which the Person has access. Access to a cost centre is determined by the User Restriction "FGLB",maintained in  "Maintain User Restrictions" {FCSM-4}.
2. On selection of a Cost Centre,  a list of Account Categories {FCSC-7} of the Accounts linked to the Cost Centre with total for the Current Year's Budget and the Requested Budget will display.
3. On selection of an Account Category, a screen with the budget request data for the Accounts Linked to the Account Category (for the Cost Centre) will appear.
   
4. The screen has 
• Data entry columns for the Total Requested Budget as well as for the Budget Request per Financial Cycle.
• A column indicating whether a motivation is required if a budget is requested for an Account. The column is on the right hand side and if the column indicates "Yes" (A motivation is required), the user may select the "Yes" to enter a motivation.
• A "Save" and "Revert Changes" button at the bottom of the screen.
5. If a value is entered in the Total Requested Budget column, the system will automatically distribute the value (for the account) across the cycles when the "Save" button is selected.
6. If a values is entered in one or more of the columns for Budget Requests per Cycle, any value in the Total Requested Budget will be updated with the sum of the values for the cycles when the "Save" button is selected.
7. If the "Yes" in the "Motivate" column is selected, a separate screen that will allow the user to enter a motivation will appear. To save a motivation, the user should click on "Save" in the motivation screen.
8. If the navigation link on the account is available budget values cannot be entered in the row,  a separate screen is used enter budget items. Budget items may be predefined in the system. The user must either select a predefinied item or enter the budget items description, budget cycle and amount.

• A Note Code {GCS2-15} to store Budget Motivations, for Accounts where motivations are required, should exist.ITS created the default note code "ITSWBUDG" but user may define their own note codes as required.
• A Note Type {GCS2-10} to store Budget Motivations, for Accounts where motivations are required, should exist.ITS created the default note type "WBUDG" linked to the default note category "MBUD", but user may define their own note types and categories as required. 
• The following System Operational Definitions {FCSM-1} for Subsystem BC should be set:
• "BN" - Note Type for Budget Motivations
• "BM" - Note Code for Budget Motivations
• "BP" - Expense Budget Parameter Set to display in the Web
• "BE" - Expense Budget Cycle Distribution Default
• "IN" - Allow Budget Requests for Income Accounts
• Set the "Load  Items in Web Budget" to Yes on items to be displayed and used in the budget module.
• Link accounts, indicated as "Load  Items in Web Budget", to general items using the "General Expense Account" on the General Item Definition {FPMM-3} to  make items available in the budget module. The web budget module wil exclude revenue accounts to load items even if indicated as "Load  Items in Web Budget" and linked to a general item.
• Set the "Use in Web Budget" to Yes on items to be displayed and used in the budget module

Refer to the documentation on the Expense Budgeting System {FRM-29} for information about Expense Budgeting.

1. Start a new Budget Parameter Set {MEBM-2}. 
2. If required, maintain the System Control Parameters {MEBM-1} for the Budget Parameter Set.
3. If required, Maintain Budget Motivation Indicators {MEBM-3} 
4. If required, "Load  Items in Web Budget" Indicators {MEBM-3} 
5. If required, Maintain Budget Control Accounts {FCSC-22} 
6. Ensure that each personnel member that would use the Web Budget Module has a record in the User Access Definitions {USERS-5} and is linked to the Cost Centres that the user is responsible for. The restriction to Cost Centres are maintained  in Maintain User Restrictions {FCSM-4} with User Restriction "FGLB". 
7. Enter the Budget Parameter Set Code (As started in 1 above) in the System Operational Parameter "BP" - Expense Budget Parameter Set for the Web. (See the pre-requisites above)
8. Notify the relevant personnel members that the system is available for the update of Budget Requests and of the cut-off date for the entry of Requests. The "Requested Budget Due Date" for the Parameter Set may be Maintained System Parameters {MEBM-1}
9. Once Budget Requests has been entered, and the Budget Officer is satisfied with the figures, the values may be Copied to the Approved Budget {MEBO-5}
10. Approved Budget Figures may be Copied to the General Ledger {MEBO-6} from where the Financial System will do Budget Control.

• Should the "Total Requested Budget" cell be null the user may enter a value in the cell. The system will distribute the the total requested budget according to the default distribution.
• Should the  user already have entered a budget on a GLA the "Total Requested Budget" is not update able and the user must enter or change the budget amounts in the respective budget cycle cells.
• Should a budget requested be entered on an  account requiring a motivation, this will be indicated by the a "Yes" or "No" on the "Motivation Required" column on the far right off the screen. The Yes / No is a navigation link that will open the "Motivation for Requested Budget' screen. If Yes a motivation is mandatory and the system will validate that motivation is entered.  
• If budget items must be loaded on the account, the account code displays as a navigation link on the account which opens a separate screen, used enter budget items.

Budget requests on accounts requiring motivation can notbe entered on the "Requested Budget" screen. These items  are entered on the "Add Expense Budget Item" screen. The "Add Expense Budget Item" screen is accessed from the "Budgeted Items " 'screen. The "Budgeted Items"  screen  is accessed form the "Requested Budget" screen using the navigation link on the account code. Pressing  the "New Record" button on the "Budgeted Items" 'screen  opens the "Add Expense Budget Item"  screen. All items already added to the GLA for the parameter set are  displayed on the "Budgeted Items" screen.

On selecting the navigation link on the Requested Budget screen the 'Motivation for Requested Budget" opens. This screen is used to enter budget item motivation. Motivation entered in the web module is available to be viewed and  amended in the back office.