Maintaining budget details

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

Select the “Maintaining Budget Details” link at the bottom of the “Edit Budget Header” page

The “Maintain Budget Details” page appears.

The system displays the following:

Budget No	The number identifying the budget.
Version No	The number identifying the budget version.
Status	The status of the budget. It must be “Fresh”.
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). Finance Book - Indicates that the budget is Finance Book 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.
Org Unit	The organization unit in which the item has been created / The organization unit to which the employee belongs.
Responsibility	The code identifying an employee or the login ID of a valid Enterprise user.

Effective Date	The date from which the budget is effective.
Expiry Date	The date till which the budget is effective.

The system displays the following field:

Budget Definition At

Use the drop-down list box to specify the basis on which the budget is to be defined. You can select from the following options:

Company Level - Select this option if budget is to be defined at Company Level.
Finance Book Level - Select this option if budget is to be defined for multiple/particular Finance Book.

By default the system displays “Company Level” in this field.

Enter the following field:

Display Period in

Use the drop-down list box to specify the basis on which you wish to display details in the multiline. You can select from the following options:

Column - Select this option to enter / display the budget values in columns as from Period 1 up to Period 12 in the multiline.
Row - Select this option to enter / display the budget values for each period in rows

Note that the system displays both the Column and Row only if the following is true:

If the ‘Value’ is specified as the Budget Type
If Effective Date and Expiry Date To falls within the same year
If the given Mac Calendar year has maximum of twelve periods

Else the system lists the option ‘Row’ only

Also the value defaulted in this field is based on the option set for the parameter Default Display Period in wit'

Note that the first period in the year is Period 1 and second year as Period 2

The system displays the following field:

Default Status

The default status of the budget.

Enter the following field

Comments

A brief note on maintaining the budget details.

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

Finance Book

Use the drop-down list box to select finance book for which budget definition is to be made. The system lists the options as below:

If Budget Definition At is selected as 'Finance Book Level'

All the active Posting FB's of the login OU company

If “Budget Definition At” is selected as 'Company Level'

Loaded and defaulted with the option 'All'

Cost Center / Unit

The code identifying the cost center / unit (Alphanumeric, 10). The cost center entered in this field must be a valid cost center that has been defined in the “Cost Setup” business component and is in the “Active” status. At least one cost center must be entered in the “Budget Details” multiline if the “Definition Type” has been selected as “Cost Center”, “Cost Center – Analysis – Cost Element” (CC- Analysis- CE).

Help facility available

Cost Element

The code identifying the cost element (Alphanumeric, 32). The cost element entered in this field must be a valid cost element that has been defined in the “Cost Setup” business component and is in the “Active” status. At least one cost element must be entered in the “Budget Details” multiline if the “Definition Type” has been selected as “Cost Center – Cost Element” or “Cost Center – Analysis – Cost Element” (CC- Analysis- CE) .

Help facility available

Note: This field must be left blank if the “Definition Type” is selected as “Cost Center”.

Analysis #

The code identifying the analysis. The analysis code entered in this field must be a valid analysis code that has been defined in the ‘’Account Based Budget’’ business component and is in the ‘’Active’’ Status. At least one analysis code must be entered in the ‘’Budget Details’’ multiline if the ‘’Definition Type’’ is Cost Center – Analysis – Cost Element (CC- Analysis- CE). Multiple sub analysis code can be mapped to an analysis code .

Help facility available

Sub Analysis #

The code identifying the sub analysis. The analysis code entered in this field must be a valid sub analysis code that has been defined in the ‘’Account Based Budget’’ business component and is in the ‘’Active’’ Status. Sub analysis code must be entered in the ‘’Budget Details’’ multiline for the ‘’Definition Type’’ Cost Center – Analysis – Cost Element (CC- Analysis- CE). This field is mandatory only when sub analysis code has been mapped to the analysis code which is being specified for a line .

Help facility available

Item Code

The code identifying the item (Alphanumeric, 32). The item code entered in this field must be a valid item code that has been defined in the “Item Administration” business component and is in the “Active” status. At least one item must be entered in the “Budget Details” multiline if the “Definition Type” has been selected as “Cost Element –Product” or “Cost Center – Product”.

Help facility available

Note: This field must be left blank if the “Definition Type” is selected as “Cost Center” or “Cost Center - Cost Element”.

Item Variant

The code identifying the item variant corresponding to the item code entered in the “Item Code” field (Alphanumeric, 36). At least one item must be entered in the “Budget Details” multiline if the “Definition Type” has been selected as “Cost Element - Product” or “Cost Center - Product”.

Note: This field must be left blank if the “Definition Type” has been selected as “Cost Center” or “- Cost Center - Cost Element”. This field must be left blank if the “Item Code” field is left blank.

The system displays the following in the “Budget Details” multiline:

Budget Span

The date range covered by the budget. The system displays the effective date and the expiry date of an aggregate budget.

Enter the following fields in the multiline:

Note that amount or value is entered in any of the columns from Period 1 to Period 12 if ‘Value’ is specified as the Budget Type and Display Period in is selected as 'Column'.

Note: Ensure that you enter the relevant cost center / cost element / item code/variant for the amount / Value in the columns below.

Period 1	The budget amount for the first period in the Financial Year.
Period 2	The budget amount for the second period in the Financial Year and so on.
Approved by	The approver of the Amendment of Budget.
Remarks	The remarks if any of the user.
User Defined 1	User Specific details
User Defined 2	User Specific details
User Defined 3	User Specific details

Modify the following fields if required in the “Budget Details” multiline, when 'Display Period' is selected as 'Row':

Accounting Period

Use the drop-down list box to select the accounting period for which you want to define period budget. All the MAC periods that fall within the specified date range will be available for selection in the chronological order.

Data entry in this field is mandatory if ‘row’ is specified as the ‘Display Period’

Quantity

The number of units (Integer). The value entered in this field must be greater than or equal to zero.

Data entry in this field is mandatory if Quantity or Both is specified as the ‘Budget Type’

Note: This field must be left blank if “Budget Type” has been selected as “Value”.

Amount

The budget amount (Decimal).

Note: This field must be left blank if “Budget Type” has been selected as “Quantity”.

Check the box in the “Select” column of the multiline to mark a cost center / unit, cost element or item for deletion.

Click the “Savet” pushbutton to save the modifications made.
Click the ‘Amend’ pushbutton to amend the budget version, the status of the budget is updated from ‘Active’ to ‘Fresh’
Click the ‘Make as Default’ pushbutton to change the default status of the budget as ‘Yes’.

The system saves the modified details of the budget along with the budget number. 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 also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

Click the “Savet and Authorize” pushbutton to save the modifications made and authorize the budget.

The system saves the modified details of the budget along with the budget number. 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 login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields. The system also updates the status of the budget as “Active”.

Note that the system allows account codes of type Liabilities/ Asset to enter in the Maintain Budget Details Screen only if the set option ‘Budget for Balance Sheet to be allowed ’in the ‘Set Finance Process Parameters’ is set as ‘Yes’

The system displays the following:

Created By	The login ID of the user who created the budget.
Created Date	The date on which the budget was created.
Last Modified By	The login ID of the user who last modified the budget.
Last Modified Date	The date on which the budget was last modified.

To proceed, carry out the following

Select the “Attach Notes” link at the bottom of the page to record your observations.
Select the ‘Upload Documents’ link to specify the source file name and the source path from where the file must be retrieved for upload
Select the ‘View Associated Doc. Attachments’ to search for and retrieve the files belonging to a business component, with respect to the reference documents.

Modifying budget details – An overview

You can modify the list of cost centers, cost elements or items that form a part of the budget. You can also modify the budget quantity and value. If “Flexible Budgeting” has been opted for you can also modify the rate or the percentage of variance that can be accepted for the budget.

The system stores the modified budget details in the base currency and the parallel base currency (if applicable) of the companies that have been defined for the business unit in which the budget is being created. 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 save the modifications made to the budget and also authorize it. 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.