Authorizing budget header details

This page allows you to modify the header details of a budget. Tell me more

Select the “Authorize Budget” link provided in the “Select Budget” page.

The “Authorize Budget Header” page appears.

The system displays the following in the “Budget Details” group box:

Budget No	The number identifying the budget.
Version No	The number identifying the version of the budget.
Status	The status of the budget. It must be “Fresh”.
Description	The description of the budget.
Aggregate / Period	Indicates whether a comprehensive budget or a budget for a period has been defined. 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 is to be 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.

Modify the following fields if required in the “Budget Details” group box:

Responsibility	The login ID of the valid Enterprise user or the code identifying the employee (Alphanumeric, 15).
	Help facility available
Org Unit	Use the drop-down list box to select the organization unit to which the person who is responsible for the newly created budget 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: The organization units will be available for selection if the “Restrict Access to Budgets at User Level” parameter has been set as “No” in the “Set Parameters” activity of this business component and if the “Responsibility validation against employee master” parameter has been set as “Yes” in the “Cost Setup” business component.

Effective Date

Use the drop-down list box to select the date from which the budget 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 effective date of the budget by default.

Note: The date selected in this field must be before the date selected in the “Expiry Date” field. The date selected in this field must be the same as or before the date already selected in the budget header. If the budget has more than one version, you cannot modify the effective date.

Expiry Date

Use the drop-down list box to select the date till which the budget 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 expiry date of the budget by default.

Note: The date selected in this field must be the same as or after the expiry date selected in the budget header. If the budget has more than one version, you cannot modify the expiry date.

The system displays the following field:

Budget Definition At

Indicates the basis on which the budget is to be defined, which could be Company Level or Finance Book Level.

Modify the following fields if required in the “Budget Details” group box:

Budget Category

Use the drop down list box to select the category to which the budget belongs. The system lists all the active quick codes defined in the “Create Quick Codes” activity of the “Quick Codes” Business Component in “Finance Setup” Business Process for the entity “Budget Category” along with the previously saved values .

Enter the following fields in the “Range Selection – Cost Center / Unit” group box to retrieve cost center / units for which you want to modify the budget details or to retrieve cost center / units that you want to include in the budget:

Note: All the fields in this group box must be left blank if “Cost Element – Product” is selected in the “Definition Type” field.

Cost Center Structure ID	The code identifying the cost center structure (Alphanumeric, 10). This cost center structure must have been created in the “Cost Setup” business component and must be in “Active” status. The effective period of the cost center structure must be the same as the effective duration of the budget.
	Help facility available

Note: This field must not be left blank if a value is entered in the “Entry Point” field.

Cost Center From

The starting code in the range of cost center codes for which you want to create or modify an existing budget (Alphanumeric, 10).

Ensure that the cost center entered in this field is a Reporting Cost Center if no value has been defined in the Master.

Note: The code entered in this field must be the same or before the value entered in the “To” field.

To	The ending code in the range of cost center codes for which you want to create or modify an existing budget (Alphanumeric, 10).

Enter the following fields in the “Range Selection – Cost Element” group box to retrieve cost elements for which you want to modify the budget details or to retrieve cost elements that you want to include in the budget:

Note: All the fields in this group box must be left blank if “Cost Center” or “Cost Center – Product” is selected in the “Definition Type” field.

Cost Element Structure ID

The code identifying the cost element structure (Alphanumeric, 10). This cost element structure must have been created in the “Cost Setup” business component and must be in “Active” status.

Help facility available

Cost Element From

The starting code in the range of cost element codes for which you want to create or modify the existing budget (Alphanumeric, 32).

Ensure that the cost center entered in this field is a Reporting Cost Center if no value has been defined in the Master.

Note: The code entered in this field must be the same or before the value entered in the “To” field.

To	The ending code in the range of cost element codes for which you want to create or modify the existing budget (Alphanumeric, 32).

Enter the following fields in the “Accounting Period” group box:

Accounting Period From

Use the drop-down list box to select the starting accounting period for which you want to retrieve the cost center, cost elements or item details for which you want to modify the budget. All the MAC periods that fall within the specified date range will be available for selection in the chronological order. The system displays the effective date of the budget by default.

Note: The accounting period selected in this field must be before the period selected in the ”To” field. The date selected in this field must be the same as or after the “Effective Date” if the budget is a “Period” budget. The date selected in this field must be the same as the “Effective Date” if the budget is an “Aggregate” budget.

Use the drop-down list box to select the ending accounting period for which you want to retrieve the cost center, cost elements or item details for which you want to modify the budget. All the MAC periods that fall within the specified date range will be available for selection in the chronological order. The system displays the expiry date of the budget by default.

Note: The date selected in this field must be the same as or before the “Expiry Date” if the budget is a “Period” budget. The date selected in this field must be the same as the “Expiry Date” if the budget is an “Aggregate” budget.

Modify the following fields if required in the “Increase / Decrease Details” group box:

Percentage Increase or Decrease

The percentage of increase or decrease to be applied on the selected budget (Integer).

Note: The percentage of increase or decrease can be entered in this field if the “Increase / Decrease” field is checked in the “Edit Options’ group box.

Budget Type

Use the drop-down list box to select the type of budget that you want to increase or decrease. You can select from “Quantity”, “Value” or “Both”. The system displays the budget type selected in the budget header by default on launch of the page.

Note: You can select the type of budget if the budget that you want to modify is of type “Both”.

From Period

Use the drop-down list box to select the start date from which the budget must be increased or decreased. All the start dates of the MAC periods that fall within the effective period of budget will be available for selection.

Note: The date selected in this field must be before the date selected in the “To Period” field. The date selected in this field must be within the dates selected in the “Accounting Period From” and “ To” fields.

To Period

Use the drop-down list box to select the end date till which the budget must be increased or decreased. All the end dates of the MAC periods that fall within the effective period of budget will be available for selection.

Note: The date selected in this field must be within the dates selected in the “Accounting Period From” and “To” fields.

Enter the following fields in the “Edit Options” group box:

Details	Use the drop-down list box to select whether you want to retrieve the filtered cost center, cost elements or item details for modifying the budget. You can select from “Filter” or “Get”.
	Filter – indicates that the selected range of cost centers, cost elements or items that form a part of the budget must be retrieved for modification.
	Get – indicates that a new range of cost centers, cost elements or items will be retrieved to be included in the budget.
	The system displays “Get” by default on launch of the page.

Note: If “Filter” is selected, at least one range of values must be entered in the “Range Selection” group box.

Increase / Decrease

Check the box provided alongside if you want to increase or decrease the existing budget.

Click the “Save” pushbutton to save the modifications made.

The system saves the modifications made to the budget details. The system also stores the login ID of the user and the system date along with the modified budget details.

Note: You can authorize a budget that is in the “Fresh” status.

Click the “Authorize” pushbutton to authorize the budget.

The system saves the modifications made to the budget details. The system stores the budget details in the base currency and the parallel base currencies (if applicable) of all the companies that have been mapped to the business units and the organization units for which the budget has been created. The system updates the status of the budget as “Active”. The system also stores the login ID of the user and the system date along with the modified budget details.

Note: You cannot set the budget as a default budget if the “Define Default Budgets” has been set as “No” in the “Set Parameters” activity. You can make a budget as a default budget only if it is in the “Active” status and if it is a “Cost Center – Cost Element” period budget of type “Both”..

Click the “Make as Default” pushbutton to make the budget as a default budget.

The system marks the budget as the default budget.

To proceed, carry out the following

Select the “Maintain Budget Details” link at the bottom of the page to authorize the budget details.

Authorizing budget header details – An overview

You can modify the header details of a budget that is in the “Fresh” status. You can modify the organization unit for which the budget has been created and the date range during which the budget is effective.

This page also provides you a facility to search and retrieve cost centers, cost elements and item groups from the existing budget, so that you can increase or decrease the budget. You can also retrieve new cost centers, cost elements and item groups that can be included in the existing budget. If the budget is a “Both” budget, this page also provides you the facility to increase or decrease only the quantity or only the value of the budget. You can also increase or decrease the budget for selected period that falls within the budget duration. The system saves the modifications made to the budget details. The system also stores the login ID of the user and the system date along with the modified details.

This page also allows you to authorize the budget. The system updates the status of the budget as “Active”. The system also stores the login ID of the user and the system date along with the modified budget details. This page also allows you to set the authorized budget as the default budget for the accounting period. You can set only one budget as the default budget for a period.