Maintain Approved Budget {MEBO-4}

If the budget was manually gathered, evaluated and approved, the user has three options of entering the values into the General Ledger, namely:

1. By normal journal in the General Ledger, option {FGLO-1}/{FGLO-2}; a transaction type with a (B)udget indicator in the financial field will be used.
2. By using option {MEBO-7}/{MEBO-8} of this module; once again a similar trancation type as above will be used.
3. By using this option, the user will query the required GLA's, complete the "Approved Budget" field, and the result can then be copies to the General Ledger by option {MEBO-6}. The advantage of this option is that the system will calculate the accumulated amounts.

This four-Block option offers the facility to see the "forecast budget" and the "requested budget" and to copy one of these to the approved budget or to manually update the approved budget.
* In Block 1 the user will select the cost centres to be manipulated and the accumulated results of the calculations are displayed.
* In Block 2 the user can do single copies or updating if the motivation indicator is (N)o.
* If the motivation indicator is (Y)es the user must do the approval in Block 3 per item. The approved item budget of Block 3 will be copied in total to Block 2.
* Block 4 will display the motivation of the items.

Fields in the option:

Block 1: Approved Budget

The user can select a combination of Fund Groups, Cost Centres, Categories and Account Codes. At least one selection must be entered.

Field	Type & Length	Description
Parameter Set Code	A4	The user must complete the parameter set code before the user can navigate to the approved budget values
Start Fund Group	A4	Enter the start fund groups to be included in the selection. This field is not mandatory.
End Fund Group	A4	Enter the end fund groups to be included in the selection. This field is not mandatory.
Fund Group Total	Display Field	The system will calculate the total for the selection of fund groups on the <SAVE> command.
Start Cost Centre Code	A4	Enter the start cost centres to be included in the selection. This field is not mandatory.
End Cost Centre Code	A4	Enter the end cost centres to be included in the selection. This field is not mandatory.
Cost Centre Total	Display Field	The system will calculate the total for the selection of cost centres on the <SAVE> command.
Cons.	A1	Displays the type of the cost centre. The value can be (C)onsolidation or (D)etail.
Cost Centre Total	Display Field	The system will calculate the total for the selection of cost centres on the <SAVE> command.
Start Category	N3	Enter the start categories to be included in the selection. This field is not mandatory.
End Category	N3	Enter the end categories to be included in the selection. This field is not mandatory.
Category Total	Display Field	The system will calculate the total for the selection of categories on the <SAVE> command.
Start Account Code	A8	Enter the start account to be included in the selection. This field is not mandatory.
End Account Code	A8	Enter the end account to be included in the selection. This field is not mandatory.
Account Total	Display Field	The system will calculate the total for the selection of accounts on the <SAVE> command.
Total Forecast Budget	N15	Displays the total value of the forecast budget for the selection criteria.
Total Requested Budget	N15	Displays the total value of the requested budget for the selection criteria.
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 after that date.
Salary Parameter Set	A8	The salary budget parameter set used for salary calculations can be entered. The parameter set must be a valid parameter set as defined in {MSBOP-21}.
Salary Budgeted Total	Display Field	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 Approved Budget	N15	Displays the value of the total approved budget for the for the selected criteria.
Income Budget Total		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 Total		Displays the total requested salary budget for the selected criteria. (Account categories 310-329)
Capital Budget Total		Displays the total requested capital budget for the selected criteria. (Account categories 890 -889)
Operating Budget Total		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	Display Field	Displays the net budget result. When a salary parameter set is included, the surplus / shortfall will include the salary budget. User restrictions applies.

Example:

Block 2: Budget Detail Values

Field	Type & Length	Description
Parameter Set Code	A4	Displays the Budget Parameter Set code and description of the approved budget from block 1.
Cost Centre	A4	The to be approved GL-allocations cost centre. If the user should enter an invalid GLA, the system will stop the user with: "GLA does not exist for this year", and the user must first create such GLA's in menu option {FCSO-6}. 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 to be approved GL-allocations account. If the user should enter an invalid GLA, the system will stop the user with: "GLA does not exist for this year", and the user must first create such GLA's in menu option {FCSO-6}. 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 - Drills down to the "Maintain Account Definition" option {FCSO-3}. Update and select access rules apply to this option. Maintain GL Allocations - Drills down to the "Maintain GL Allocations" option {FCSO-6}. Update and select access rules apply to this option.
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	Approved budgets are distributed over cycles. When budgets are approved for a Not Motivated Budget items 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> approved budget distribution records are created and the distribution cycle will display as "Dist". The user can update add or delete cycle distribution records provided that at least one record exists. 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 "Distr' 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 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.
Forecast Budget	N15	Displays the forecast amount as calculated by the system.
Requested Budget	N15	Displays the requested amount as calculated by the system..
Copy	A1	This field can only be used if the motivation indicator is (N)o; Motivated itens are approved per item on block 3. The user will indicate in this field which one of the aforementioned values should be copied as approved budget. The user can enter a (F) for "forecast budget" or a (R) for "requested budget" and the applicable value will be copied into "Approved Budget" below.
Approved Budget	N15	This field can only be used if the motivation indicator is (N)o; For motivated items the approved budget is entered on block 3. Depending on what is inserted into "Copy" above, the system will insert the value. This value can be updated or the user can pass the copy field and directly update this field.

Example:

Block 3: Approved 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 GLA's cost centre and account and their descriptions will be displayed in the first line of this Block.

Field	Type & Length	Description
Line Number	N8	The item number assign by the requested budget program.
Item Quantity	N6	The number of items requested .
Quantity Approved	N6	The number of items approved of the requested number of items. Apporved quantity is mandatory and the values must be greater or equal to 0.
Priority (A/B/C)	A1	The priority of the item.
Priority (1-99)	N2	Within the above priority a second priority can be assigned.
Item Description	A40	The description of the item.
Cycle	N2	The financial cycle in which the item will be acquired. Values allowed are 1 to 12.
Requested		Displays the requested amount as entered in option {MEBO-3b3}.
Forecast		Displays the forecast amount.
Copy	A1	The user may indicate in this field which one of the values mentioned below should be copied as approved budget. The user can enter an (F) for "forecast budget" or an (R) for "requested budget" and the applicable value will be copied into "Approved Budget".
Approved	N15	The approved budget amount, this value can be copied from the requested budget,forecast budget or purchase values or the user capture the approved budget amount.

Example:

Block 4: Items Motivation

The user will only be allowed into this Block if the motivation indicator is (Y)es. A minimum of one motivation per GLA is required. The GLA's cost centre and account and their descriptions will be displayed in the first line of this Block.

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:

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	A description of the item.
Requested	N15	Displays the requested budget amopunt..
Approved	N15	The approved amount for the requested line.

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:

History Of Changes

Date	System Version	By Whom	Job	Description
21-Jan-2007	v01.0.0.0	Bea Swart	t135461	New manual format.
08-Dec-2008	v01.0.0.1	Marchand Hildebrand	t152121	Manual Corrections