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Budget Checklists

Over Budget

If the Budget module is installed and the "Check Available Budget During Posting" check box is selected by the Administrator (Organization>Set Up Modules>Budget>Primary Budget Controls), this form displays when a budget transaction being posted exceeds the available budget for the selected Primary Budget Version (Organization>Set Up Modules>Budget>Budget Version). It shows all of the account code combinations that were exceeded.

On the Primary Budget Controls form:

  • If you chose "Prevent From Posting" when over budget, "Continue Posting" is not available on the Over Budget form. The over-budget documents must be moved to a new Session before posting.
  • If you chose "Warn Before Posting" when over budget, either move the over-budget documents to a new session or "Continue Posting."

Note: This form may appear during both regular posting (Activities>Manage Sessions>Post Transactions) and online posting (which occurs during various kinds of transaction entry).

 

Over Budget Table

  • Actual Amount: The total of the actual amounts (Period To Date or Total) that would appear in the ledgers if this session posts.
  • Encumbered Amount: The total of the encumbered amounts that are posted to the ledgers as of the effective date. This column only appears if the Encumbrances module is installed.
  • Budget Amount: The total of the budget amounts that are posted to the ledgers. (Compare actual to budget to see the overage.)
  • Difference: The difference in this column. It is calculated by adding the Actual Amount to the Encumbered Amount and then subtracting the Budget Amount. This column only appears if the Encumbrances module is installed.
  • Effective Date: The effective date for each combination of account codes.
  • Segment Codes: The segments that were specified by the Administrator using Organization>Set Up Modules>Budget>Primary Budget Controls>Controls tab.
  • Budget Period Beginning/Ending: The beginning date was entered by the Administrator on the Organization>Set Up Modules>Budget>Primary Budget Controls>Critical Segments tab. However, the ending date depends on which Method was selected on the Organization>Set Up Modules>Budget>Primary Budget Controls>Controls tab. If the Total Budget Method was selected, the ending date was entered on the Organization>Set Up Modules>Budget>Primary Budget Controls>Critical Segments tab. If the Period to Date Method was selected, the ending date was the Effective date on the document being posted.

What To Do

  • Move Document to New Session: Select this option to move the over budget document to a new session. Then, enter a session name in the Session ID box.
  • Continue Posting: Select this option to post the session even though it contains an over budget document.
  • Session ID: Enter a new Session ID if the "Move Document to New Session" option was selected. All documents in this session with line items that exceed budget must be moved to the same new session, so you are prompted for only one new Session ID.

Note that the options available on this form are determined and selected by the Administrator using Organization>Set Up Modules>Budget>Primary Budget Controls.

This form appears any time an expense line item exceeds the budget. If a budget has not been entered for the combination of account codes attempting to post, the system assumes the budget is zero and warns that the budget is exceeded.