Selecting budget for authorization

This page allows you to search and select a budget for authorization. If you know the number identifying the budget and the version that you want authorize, you can enter it directly. Otherwise, you can carry out a search by specifying the type of budget and the organization unit for which the budget has been created. You can also search by specifying a range of budget numbers that you want to retrieve and the date range during which the budget is effective. The system retrieves the details of the budgets that are in the “Fresh” status based on the search criteria entered.

Select the “Authorize Cost Budget” link under the “Cost Budget” business component.

The “Select Budget” page appears.

Enter the following fields if you are aware of the budget and version number that you want to authorize:

Budget No	The number identifying the budget that you want to authorize (Alphanumeric, 10).
Version No	The version number of the budget that you want to authorize (Alphanumeric, 4).

Select the “Authorize Budget” link provided alongside to authorize the selected budget.

Enter the following fields in the “Search Criteria” group box to search for the budgets that you want to authorize. Data-entry in the following fields is optional:

Aggregate / Period	Use the drop-down list box to select whether you want to authorize a comprehensive budget or a period budget. You can select from “Aggregate”, “Period” or “All”. The system displays “All” by default on launch of the page.
Definition Type	Use the drop-down list box to select the entity for which the budget that you want to authorize has been defined. You can select from “Cost Center, “Cost Center - Cost Element”, or “Cost Center – Analysis – Cost Element” (CC- Analysis- CE) or “All”. The system displays “All” by default on launch of the page.
Budget Type	Use the drop-down list box to select the type of budget for which you want to authorize the details. You can select from “Quantity”, “Value”, “Both” or “All”. The system displays “All” by default on launch of the page.
Budget No From	The starting number in the range of budget numbers that you want to retrieve (Alphanumeric, 10).
To	The ending number in the range of budget numbers that you want to retrieve (Alphanumeric, 10).
Version No	Use the drop-down list box to select the version number of the budget. You can select from “Latest” or “All”. The system displays “Latest” by default on launch of the page.
Description	The description of the budget that you want to retrieve (Alphanumeric, 40).
Effective Date	Use the drop-down list box to select the date from which the budget that you want to retrieve is effective. All the start dates of the MAC periods that have been defined for MAC years that are in the “Open” status will be available for selection in the chronological order. The system displays the earliest “Open” MAC period by default.

Note: The date selected in this field must be before the date selected in the “Expiry Date” field.

Expiry Date	Use the drop-down list box to select the date till which the budget that you want to retrieve is effective. All the end dates of the MAC periods that have been defined for MAC years that are in the “Open” status will be available for selection in the chronological order. The system displays the latest “Open” MAC period by default.
Budget Org Unit	Use the drop-down list box to select the organization for which the budget that you want to retrieve has been created. All the organization units that form part of the business unit to which the login organization unit has been mapped, will be available for selection in the alphabetical order.

Note: If the budget level has been selected as “BU” in the “Set Parameters” activity, “All” will be available for selection.

User ID

The login ID of the user who created the budget that you want to authorize (Alphanumeric, 15).

Note: The system displays the login user ID by default on launch of the page if the access to budget is restricted in the “Set Parameters” activity.

Responsibility	The login ID of the valid Enterprise user or the code identifying the employee (Alphanumeric, 15).
Org Unit	Use the drop-down list box to select the organization unit to which the person who is responsible for the budget that you want to authorize belongs. All the organization units in which the “Employee Master” business component has been installed and that have been mapped to the business unit will be available for selection in the ascending order.

Note: If the budget access is restricted in the “Set Parameters” activity, the system displays “Blank” by default. If the budget access is not restricted in the “Set Parameters” activity, the system displays “All” by default on launch of the page.

Click the “Search” pushbutton to retrieve the search results.

The system displays the following in the “Search Results” multiline based on the search criteria entered:

Note: The system retrieves all the budgets that are in the “Fresh” status.

Budget No	The number identifying the budget.
Version No	The budget version number.
Description	The description of the budget.
Aggregate / Period	Indicates whether the budget is a comprehensive budget or a period budget. It could be “Aggregate” or “Period”.
	Aggregate – indicates that the budget is a comprehensive budget defined for a date range. This aggregate budget can be split among the MAC periods that are present in the effective date range as per specific seasonality patterns.
	Period – indicates that the budget is defined for MAC periods that are covered in the date range during which the budget is effective. If the parameter “Control Totals for Budgets” has been set as “Yes”, an authorized aggregate budget must be available earlier for a period budget to be created.
Definition Type	Indicates the entity for which the budget has been defined. It could be “Cost Center, “Cost Center - Cost Element” or “Cost Center – Analysis – Cost Element” (CC- Analysis- CE) .
	Cost Center – indicates that the budget is being defined for a detail cost center.
	Cost Center – Cost Element – indicates that the budgeted amounts and quantities can be specified at the cost element level for the individual cost centers. This type of budget is used in analysis, comparison and reporting purposes.
	Cost Center-Analysis-Cost Element (CC- Analysis- CE) - indicates that you can specify the budget at the analysis code level for the individual Cost Center-Cost Element combination. This type of budget is used in analysis, comparison and reporting in different dimension .
Budget Type	Indicates the type of the budget. It could be “Quantity”, “Value” or “Both”.
Budget Org Unit	The organization unit for which the budget is being defined.
Effective Date	The date from which the budget is effective.
Expiry Date	The date till which the budget is effective.
Responsibility	The code identifying an employee or the login ID of a valid Enterprise user.
Org. Unit	The code identifying the organization unit to which the employee belongs.

Check the box in the “Select” column of the multiline to mark a budget number for authorization.

To proceed, carry out the following

Select the “Authorize Budget” link at the bottom of the page to authorize the selected budget.