Maintain Requested Budget {MEBO-3}


When the budget forms (report {MEBOR1-1}) have been returned from departments, the user will update the budget file with the amounts requested through this option.

This option can be restricted by the restriction "FGLB" on menu option {FCSM-4}. Note: A user with restrictions cannot use the consolidation cost centres in this program


Block 1:  Requested Budget Totals

In the budget requests block the user will enter the Fund Group and/or Cost Centre and/or Account and/or Account Categories to be queried.The user can select a combination of Fund Groups, Cost Centres, Categories and Account Codes. At least one selection must be entered. To enter new requests or update requested values, enter a combination of and navigate to the miantian requested item screen. If values are updated in Block 2 and the user navigate back to Block 1 the budget total on Block 1 will be  re-calculated. This Block thus offers a query facility similar to the GL-queries in all the financial subsystems, except that it refers only to "requested" amounts. 


Field Type
&
Length		 Description
Parameter Set Code A4 The parameter set code to be used for the Requested Budget. The user must complete the parameter set code before the user can navigate to  the requested budget values, maintain motivation items and motivation detail screens.
Start Fund Group A4 Enter the fund groups to be included in the selection. This field is not mandatory. 
End Fund Group A4 Enter the fund groups to be included in the selection. This field is not mandatory. 
Start Cost Centre Code A4 Enter the cost centres to be included in the selection. This field is not mandatory.
End Cost Centre Code A4 Enter the cost centres to be included in the selection. This field is not mandatory.
Cons. A1 Displays the type of cost centre. The value can be (C)onsolidation or (D)etail.
Start Category N3 Enter the categories to be included in the selection. This field is not mandatory. 
End Category N3 Enter the categories to be included in the selection. This field is not mandatory. 
Start Account Code N8 Enter the categories to be included in the selection. This field is not mandatory. 
End Account Code N8 Enter the categories to be included in the selection. This field is not mandatory. 
Due Date DD-MON-YYYY Displays the budget due date from the control parameters option, {MEBM-1} and cannot be updated here. No input will be allowed on or after this date.
Salary Parameter Set A4 The salary budget parameter set used for salary calculations can be entered. The parameter set must be defined on menu option {MSBOP-21}.
Salary Budgeted Total N15 Displays the salary budget for the parameter set, using the query criteria of fund, cost centre,account category, account and  user restrictions as specified on menu option {FCSM-4}. If the user is restricted the message "Cannot display salary detail - user restriction" will be displayed
Total Requested Budget N15 Displays the value of the total requested budget for the for the selected criteria.
Income Budget (Account categories 10-290) N15 Displays the total value of all accounts with type "R" . Revenue accounts are accounts with account categories between 1 and 290 and the type is "R".
Salary Budget (Account categories 310-329) N15 Displays the total requested salary budget for the selected criteria.
Capital Budget (Account categories 890-899) N15 Displays the total requested capital budget for the selected criteria.
Operating Budget N15 Displays the total requested operating budget for the selected criteria. This will include account categories 291 - 309; 330 - 409 and 420 - 489
Net Surplus / Shortfall N15 Displays the net budget result. When a salary parameter set is included, the surplus / shortfall will include the salary budget. User restrictions applies. 

Example:

Example of Budget Requests



Block 2:  Requested Budget Detail

On navigation to Block 2, an automatic query is performed.The requested amount is updateable if the motivation required indicator  is (N)o. The fields cost centre, account and motivation indicator can be queried..



Field Type
&
Length		 Description
Displays the parameter set code to be used for the Requested Budget. The user queries the parameter set code  in the budget requests screen.
Cost Centre N4 The cost centre of the GL-allocation to be updated with the requested budget.

Pop Up Menu – available on field Cost Centre. 
  • Cost Centre Description – Displays cost centre code description.
  • LOV Cost Centre – Lists cost centre codes, names and VAT codes. 
  • Maintain Cost Centre Definitions – Drill down to the “Maintain Cost Centre Definition” option {FCSO-1}. Update and select access rules
    apply to this option.
Account A8 The account of the GL-allocation to be updated with the requested budget.

Pop Up Menu – available on account field. 
  • Account Description – Displays the account code description. 
  • LOV Accounts - Lists the codes and descriptions of available accounts.
  • Maintain Account Codes – Drill down to the “Maintain Account Definition” option {FCSO-3}. Update and select access rules apply to
    this option.  
  • Maintain GL Allocations – Drill down to the “Maintain GL Allocations” option {FCSO-6}. Update and select access rules apply
If a GLA does not exist, the system will respond with a warning: "GLA does not exist for this year", but it will allow updating of the transaction.
When option {MEBO-6} is used to copy the budgets to the GL, these GLA's will not be created and, thus, will not be copied to the General Ledger. The user can print all "invalid" GLA's with budget transactions against them via menu option {MEBOR1-7}.
Account Type A1 This is a display field only. The type of account, e.g. (R)evenue or (E)xpense, will be displayed.
Motivation Indicator A1 Motivation required for the GL allocation - Yes or No

Displays the indicator according to the user settings of option {MEBM-3}.

Pop Up Menu available on the motivation field.
  • Maintain Motivation Items - Selecting the option drills down to the maintain item motivation screen. The screen is only available if the
    motivation indicator is (Y)es. The budget item requires a motivation
Cycle Distribution A1 Requested budgets are distributed over cycles.

When the requested budget for a Not Motivated Budget item is entered the program defaults the distribution cycle from the system default ({FCSM-1b2} code BE). The user can update the default distribution cycle by entering a valid month or using the list of values. On <SAVE> distribution records are created and the distribution cycle will display as "Dist". The  user can update add or delete cycle distribution records provide that at least one record exist.

Pop Up Menu available on the cycle distribution field.
  •  Cycle Distribution Description - Displays the default cycle ({FCSM- 1b2} code BE) if no cycle distribution exist for a Not Motivated
    Item” or no motivation records exists for a Motivated Item. If a motivation or cycle distribution record exists for a budget item "Dist" will be displayed in the field. 
  • LOV Valid Months - List the valid distribution values and the distribution cycles to be used to distribute the requested budget.
     If the cycle is 1 the requested or approved budget is divided by 12.
     If the cycle is 2 the requested or approved budget is divided by 6.
     If the cycle is 3 the requested or approved budget is divided by 4.
     If the cycle is 4 the requested or approved budget is divided by 3.
     If the cycle is 6 the requested or approved budget is divided by 2.
  • Maintain Not Motivation Cycle Distribution  Selecting the option drills down to the Cycle Distribution Screen. Allowing the user to
    maintain the monthly distribution of the requested budget if the budget parameter set definition is a yearly.
Requested Budget Value N15 Value of amount recommended by the Head of the Department. If the motivation field is (Y)es the user must complete Blocks 3 and 4 and on <COMMIT> of Block 4 this value will be calculated.
Approved Budget Value N15 Displays the approved budget  amount, as captured in the "Maintain Approved Budget" menu option {MEBO-4}.

Example:

Example of Requested Budget Values



Block 3:  Requested Items

The user will only be allowed into this Block if the motivation indicator is (Y)es. A minimum of one item per GLA is required.

The parameter set, parameter set description, budget type, budget year cost centre and account and their descriptions will be displayed at the top of this screen.

On SAVE the program drills down to the ‘Item Motivation Detail “ screen. 


Field Type
&
Length		 Description
Line Number N8 The program will assign an line  number to each item.

Pop Up Menu available on the line number field.
  •  Maintain Item Motivation Detail – Selecting the menu item drills down to the Item Motivation Detail screen where the user maintains the item motivation detail.
Item Quantity N6 The number of items required.
Approved Quantity N6 Displays the quantity approved from option {MEBO-4}.
Priority Level  (A/B/C) A1 The priority level of the item.The default is "A".
Priority Number (1-99) N2 Within the above priorityl level  a second priority can be assigned, ranging between 1 and 99.
Cycle N2 The financial cycle in which the item will be acquired. Allowed values are 1 to 12.
Item Description A40 Enter the description of the item.
Requested Budget Value N15 Value of amount recommended by the Head of the Department.
Approved Value N15 This is a display only field. The amount approved from option {MEBO-4} will be displayed.


Example:

Example of Requested Items


Block 4:  Items Motivation

The user will only be allowed into this screen if the motivation indicator is (Y)es. A minimum of one motivation per GLA is required. 

The parameter set, parameter set description, budget type, budget year cost centre and account and their descriptions will be displayed at the top of this screen. Notes can also be used to add motivation to a item although it does not replace the motivation.

Field Type
&
Length		 Description
Item Number From N8 The user can motivate an item or range of item numbers.
Item Number To N8 The user can motivate an item or range of item numbers.
Sequence N2 The lines of each motivation are numbered, and they will be printed in numeric sequence per range of item numbers.
Missing sequence numbers will not result in open lines; to create an open line, a line number with a "." in motivation must be created.
Motivation A60 Enter the motivation for an item or range of items. There is a limit of 99 lines of motivation per range of items.


Example:

Example of Item Motivation



Cycle Distribution

The user will only be allowed into this screen if the motivation indicator on the line is (N)o and the budget parameter set definition is yearly. The user is allowed to delete budget distribution records as long as at least one records remains per budget item. The parameter set, parameter set description, budget type, budget year cost centre and account and their descriptions will be displayed at the top of this screen.

At the bottom of the screen a total of the cycle distribution is displayed for both requested and approved budgets with a not distributed total below. The not distributed total displays the difference between the requested value and the total of the requested cycle distribution.

Field Type
&
Length		 Description
Cycle N2 The financial cycle in which the item will be acquired. Allowed values are 1 to 12.
Description A40 Enter the description of the item.
Requested N15 The amount requested for the item by the requesting user.
Approved  N15 Displays the amount approved from option {MEBO-4}.

On <SAVE> the program will validate that the total of the distributed budget item requested for the parameter set and GLA is equal to the requested budget.If the value are not equal the maximum cycle of the distribution will be adjusted with the difference..

Example:

Example of Item Motivation







History Of Changes

Date System Version By Whom Job Description
21-Jan-2007 v01.0.0.0 Bea Swart t135462 New manual format.
08-Dec-2008 v01.0.0.1 Marchand Hildebrand t152121 Manual Corrections