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Set Up Primary Budget Controls

Over Budget

Check Available Budget During Posting Example

Budget Checklists

Set Up Primary Budget Controls - Controls Tab

Access this tab with Administrative user rights using Organization>Set Up Modules>Budget>Primary Budget Controls.

Use this tab to set up the control features for the Primary Budget Version for use throughout the system. The options on this tab can be changed at any time. Verify that these changes are applicable to the selected Primary Budget Version using Organization>Set Up Modules>Budget>Budget Versions.

If an expense transaction is about to be posted that contains account code combinations for a budget that has not been posted, the system displays a message that the budget is exceeded.

You will need to check your budget using Reports>Requisitions>Budget and Encumbrance Balance Analysis. If you have not already set up budget preferences on this form, select the Check Available Budget During Posting check box and choose the Warn or Prevent option along with your Method and Account Type budget options. If you do not want to use the Warn or Prevent feature in Accounting (except for purchase orders), do not select the Check Available Budget During Posting check box option. While checking budget for requisitions and purchase orders, the system uses the options selected.

Use this form to select the Segments, G/L Report Group Set, and the Critical Segment's Date Range to check for budget and encumbrance balances on requisitions and purchase orders (Activities>Requisitions>Create/Approve Requisitions or Activities>Purchase Orders>Create/Modify Purchase Orders).

 

Primary Budget Version ID, Display Name: The system displays the budget version ID and its display name from the Organization>Set Up Modules>Budget>Budget Version form.

Segments: Select the segments you want the system to check during posting, displaying balances, and checking budget and encumbrances for the Primary Budget Version. The system displays all available segments for the organization. (The G/L Segment is required and is always selected.) When a segment other then G/L is selected, the Critical Segment tab becomes available.

You must choose the segments for the system to check. Every segment does not have to be included for a posted budget. For example, you might have entered the budget at the Fund, General Ledger, and Program levels (three total segments). However, for purposes of system verification, you only need to ensure that you have not exceeded the total budget for each Fund. In this case, select the General Ledger and Fund segments for the system to check. Additionally, do not choose to verify a segment for which a budget has not been entered, otherwise, every expense transaction exceeds the available budget.

Substitute G/L Report Group Set for G/L Code: Select this check box to view the budget for the entire group set instead of each individual code throughout the Primary Budget. Report Groups are set up using Reports>Assign Report Groups.

Note that if a G/L Report Group Set is selected, the G/L Codes in the Group Set are the only codes the system verifies when posting, checking balances, and displaying balances. If a G/L Code is not in the group, no budget edits take place even if Check Available Budget During Posting is set to "Warn" or "Prevent." Also, GL Group is available on Display Balances, Check Budget and Encumbrances, and reports.

Check Available Budget During Posting: Select this check box to activate the following features, which are applied to the Primary Budget Version: posting options, account types, and a method to compare actual amounts being posted.

Use this feature to verify the system controls when entering and posting budgets (Activities>Manage Sessions>Post Transactions) for the current fiscal year before posting expense transactions. Although this features is entirely optional, if Check Available Budget During Posting is not selected, the system does not check budget items when transactions are posted.

  • Posting Options Warn Before Posting, Prevent From Posting: When over budget, the system either prevents the transaction from being posted (Prevent From Posting) or it displays a warning message (Warn Before Posting).
  • Method Period to Date, Total Budget: The system can compare actual expenses to either a "Total Budget" or a "Period to Date" budget when determining whether a budget item exceeds the available budget. We recommend using the Period to Date option, because if the current transaction is over budget, the system uses the latest date as the end date.
  • Account Types Expense Only, Revenue Only, Revenue & Expense, All Available Accounts: Select the General Ledger account types for the system to check. The system applies these options when posting a session (Activities>Manage Sessions>Post Transactions) or when entering transactions online (Transactions menu) in the system. The posting process automatically checks each line of a transaction for a sufficient budget amount before completing the post.
  • To enable this menu item, select a Primary Budget Version using Organization>Set Up Modules>Budget>Budget Versions.
  • When a segment other then G/L is selected, the Critical Segment tab is enabled. This tab applies all system verification controls during posting and the user can specify beginning and ending dates for each account code within the segment. The dates can be outside of the fiscal year constraints that apply to the other segments.