Maintain Budget Values  {MSBOP-1}


After a budget calculation has been done via option {MSBOP-2}, this two-Block option can be used to display and update the calculated values, thereby allowing final adjustments to the budget without recalculation.
 

Fields in the option:

Block 1:  Block Description

No query or update of data is allowed here, but the Block is used for setting up the definition of the required data to be displayed in Block 2.  Two fields must be entered, and a further two may be entered, as follows:

Field Type
&
Length		 Description
Parameter Set  A4  The code for the required parameter set must be entered.
Year  YYYY The year for which the budget calculation was done, must be entered.
Calc. Date, Period and Budgeted from The system displays “Calc Date”, “Period”, i.e. the budgeting period and “Budgeted From”, i.e. the cycle from which budgeting was performed.

If no further information is supplied, the system will display (in Block 2, the Budget Detail) all the calculated budget values for every STATS 4.07 row for every person and every post.
STATS Row N10 If this field is left blank, it will not influence which values are displayed in the Budget Detail, otherwise only values for this STATS Row are displayed
Post  A4 If this field is left blank, it will not influence which values are displayed in the Budget Detail, otherwise only values for this Post are displayed
Person N9 If this field is left blank, it will not influence which values are displayed in the Budget Detail, otherwise only values for this Person are displayed
Totals Required? A1 If (N)o the system will not default the totals. If (Y)es has been entered, the program will default the following information in when the user navigates to the Budget Detail.
  • The total approved posted budget for this post, as per the most recent “Post to Posts” (if a post has been indicated  above); if posting to posts has not as yet been done, this field will be blank
  • The budget for the above parameters, as per the most recent calculation.  If this amount and the amount in the previous field differ, the assumption can be made that all transactions in the Budget Detail have not yet been posted.
  • The total expenditure (in whole Rands) at date of budget calculation; if this value is zero, we are dealing with a forecast for a future year, otherwise we are dealing with a re-calculation of the budget during the course of the budget year.
  • The total available funds at that date.
 
Example:

Example of msbop-1b1



Block 2:  Budget Detail

<EXECUTE QUERY> must be executed to see the detail as specified in Block 1.


Field Type
&
Length		 Description
Post Code A4 The code of the Post {PACS-4} budgeted for.
Personnel Number N9 If a record refers to an unfilled post, the personnel number will be set to zero and the Row Code to 2.  This is also true if the post is unfilled only during a portion of the year, i.e. a query on a post number could result in records with personnel number = zero as well as records containing valid personnel numbers. /td>
STATS 4.07 Row Code N10 TExpenditure at Last Calc, and Available Amount (= the difference between Budget Amount and Expenditure).
Budget Amount N15.2
Calc Ind The budget calculation will insert the value “C” into this field, and the user should treat this field as follows:
  • All transactions inserted by the system will have a value of “C”, indicating that the system should overwrite this value in a re-calculation.
  • If the calculated or updated value should be retained when a recalculation is done, the user must set the value to (P)ermanent.  However, if the user has specified the “% Increase of P-transactions” indicator in option {MSBOP-21b2} as (Y)es, the system will apply a general increase to this value.
If the user requires this amount to be recalculated and updated, but needs a “reminder” that the recalculated amount should be adjusted, any letter of the alphabet, except “X, Y and Z”, can be specified in this field.  After a recalculation the user can then query the indicator and update the values if required.
Excl Ind The budget calculation will insert the value “X” into this field for persons who are normally excluded from budget calculations, but who were included specifically for a particular calculation and whose individual contributions must be shown.  The user cannot change this field.
Available Amount and Excl Ind “Available Amount” and “Excl Ind” are display-only fields.
Budget Amount, Calc Ind and Expenditure at Last Calc Three fields are updateable, namely “Budget Amount”, “Calc Ind” and “Expenditure at Last Calc”.

Example:

All changes to this screen are written away to a log file, which can be printed via option {MSBOPR-7}.Example of msbop-1b2



Processing
Rules		   
 1 Queries can be done on all fields except the “Available Amount” and “Excl Ind”.
2 Records may be created and deleted, but users should exercise caution in creating, updating or deleting these records, because in doing so, records, which violate the limits of the parameter set, may be created or valid records may be deleted.
3 All changes to this screen are written away to a log file, which can be printed via option {MSBOPR-7}.
4 After any updates have been done, the system will store the new budget amounts in the budget file. 
  • To update the posts with the changed amounts, use Post Budget Values to Posts {MSBOP-3}. 
  • To update the General Ledger, Post Budget Values to GL {MSBOP-4}

    If the budget has already been posted to the GL and only a few corrections have to be made, GL Journals can be passed via option {MEBO-7/MEBO-8} of the Expense Budget Module
5 This program is sensitive to user restrictions PDEP "Personnel Access per Department" and PCAM "Personnel Access per Campus". Refer to "Maintain User Restrictions" {PAMT-1}
6 This program will not allow records to be inserted, updated or deleted for a parameter set before the Start Date for Budget Adjustments in "Maintain Parameter Sets" {MSBOP-21}.
It will also not allow records to be inserted, updated or deleted for a parameter set after the End Date for Budget Adjustments in "Maintain Parameter Sets" {MSBOP-21}.
7 (Y)es or (N)o
If the field "" in "Maintain Parameter Sets" {MSBOP-21} is set to (Y)es for the parameter set, this screen will validate that the total salary budget does not exceed the total amount posted to posts (Refer to "Post Budget Values to Posts" {MSBOP-3}) when manual adjustments are made. 
This validation will only include posts to which the user has access through user restrictions "PDEP" and "PCAM", entered with "Maintain User Restrictions" {PAMT-1}


See Also:

History Of Changes

Date System Version By Whom Job Description
05-Mar-2007 v01.0.0.0 Amanda Nell t135454 New manual format.
07-Apr-2008 v01.0.0.0 Frans Pelser T148035 Modify the system to be used in a decentralized way