Sage X3 Core Financials - Day 7 - Entering Analytical Budgets Flashcards
ENTERING ANALYTICAL BUDGETS:
In Financials, one can maintain and Report on an unlimited number of Analytical Budgets, based on settings you define. In this Lesson, you shall learn how to define and enter Analytical Budget Information for multiple Budget Codes and Versions.
THE TOPICS IN THIS LESSON INCLUDE:
- Analytical Budget Controls Flow,
- Understanding the Budget Structure,
- Creating Budget Entry Transactions,
- Defining Budget Weighting Codes,
- Entering Budgets,
- Creating Budget Versions,
- Working With Commitments,
- Adjusting Budgets,
- Copying Budgets,
- Viewing Budget Reports and Inquiries.
Analytical Budget Control Flow:
You can define Analytical Budget information by Company or Financial Site.
- The Production, Fixed Assets, and Stock Journals post via a User-Controlled interaction, which can be run by a Batch.
- Budgets must be linked to one Chart of Accounts with Dimensions.
- A Principal Analytic Ledger reference must be made in the Account Core Model.
- Analysis, Budget, and Commitments Accounting Types must be selected for the Ledger.
- The Analytic Manager Checkbox must be selected for the COA.
Understanding The Budget Control Flow:
The flowing information extracted from a diagram, illustrates how Budget Controls impact processing.
For example, when entering a Purchase Request, you can do a Budget Line Inquiry.
Based on parameters defined, you can determine whether Purchase Requests, Commitments, etc, are approved based on budgets defined.
1) Budgeting BUD (CMM Group), Accounting CPT (CMM Group)
2) Budget Structure (GESTFB), Budget (BUDSOC/BUDSIT)
3) Budget Entry (BUDGET), Budget Copy (BUDCOP), Budget Calculation (GESBUC)
4) Company ACH (CMM Group),
Company ACH (CMM Group): Just below Budget Entry (BUDGET)
5) Order Request (GESPSQ), Approval, Purchase Order (GESPOH), Approval, Shipment Request (GESPOD), Purchase Invoice (GESPIH), Budget Formula Code (GESBUC).
— Budget Control can be done after the Approval of the total amount or Line Amount at the Order Request Level and or Purchase Order Level, and with a Shipment Request.
— The above is only possible if Budget information is defined by Site.
Refer to page 255 Core Financials notes for the Diagram.
6) Budget Line Inquiry, Pre-Commitment (GESCMM), Budget Line Inquiry, Commitment (GESCMM), Budget Line Inquiry, Commitment (GESCMM) FOR Contracts, Dimension Balances Inquiry, Dimension Balances (BALANA).
- You can define budget controls by the following: None, Holding, and according to operator.
– If Holding is selected, the operator can not process to the next flow’s step. As an example, one cannot convert an order request to an actual Purchase Order.
– If According to Operator is selected, it is based on the Access defined for the User. - You can define a percentage tolerance amount for both the amount and quantity entered for a budget.
- You can also determine if commitments and pre-commitments are included in the budget control process to determine if they are used and Controlled.
- All Budget Control features are defined through, parameter values.
Understanding the Budget Structure:
(GESBUP)
Path: Setup > Financials > Budgets
We use Budgets (GESBUP) to define Budget Codes.
- Budget Codes identify the Budget, Define the Controls and determine the Chart of Accounts and Dimension Types.
Creating Budget Entry Transactions: (GESTBU)
Path: Setup > Financials > Budget Entry Transactions
We use: (GESTBU) Budget Entry Transactions, to define the different Budget Transaction Types used when entering Budgets in Budget Entry.
The Transaction Types created determine the Entry detail, and Columns displayed.
Defining Budget Weighting Codes: (GESDTP)
Path: Setup > Financials > Budget Weighting Codes
We use: (GESDTP) Budget Weighting Codes, to define coefficients to use when calculating the Budget Amount distributed to each period when an annual amount is entered. Budget Weighting Codes are used mainly for recurring functions and for Budgets entered by Account.
Entering Budgets: (BUDGET)
Path: Setup > Financials > Budget Entry
We use: (BUDGET) Budget Entry, to enter Budgets.
Budgets are defined for a COA and for a selection of one to nine-Dimension Types.
Whether you enter for an Account/Dimension or a Pyramid is determined based on the Setup of the Budget.
- The Budget Entry Window Displays first. This is used to define the Transaction Code and Budgets you are defining.
– You can define the Budget Code, Company/Site, Ledger, Version, and Fiscal Periods.
– The information and Settings defined in the Budget Entry Window are based on the Transaction Code and Budget selected.
ENTERING BUDGETS:
Click OK in the Budget Entry window to enter the actual Budges.
You enter Budget information based on the Settings defined for the Budget Code, including the Dimension Values.
Creating Budget Versions: ( )
Path: Setup > Financials > Budgets > Budget Versions.
We use: Budget Versions Function, to create several Versions of the same Budget for archiving for comparison purposes.
- At the Budget field, select the Budget for which you are creating a new Version.
- At the Version field, identify the Version to be created.
- Version Status:
– Open: It is possible to enter elements contained in the Budgets through the Functions:
Budget Entry,
Budget MO Entry,
Budget Copy, and
Budget Calculation.
– Closed: The Entry of new Elements is not possible for this Version of the Budget.
- Final: Select this checkbook to define a Version of the Budget to be controlled. For a Budget to control, use the Setup Code defined in the BUP1 to BUP9 parameters, the Budgeted Amounts taken into Account are those of the Final Version.
– A Budget with the final Status can be opened or closed.
– Only one Version of the Budget can be defined as Final. - By default: Select this checkbook to default this version by default upon Budget Entry or Inquiry of the Analytical balance. Only one Version of the Budget can be defined as the default.
Working with Commitments: (GESCMM)
Path: Setup > Financials > Journals > Commitments
We use: (GESCMM) Commitments, to view and define the Commitments.
- Commitments allow you to consider future Commitments that may impact your financials.
- Commitments can be automated when entering such items as Purchase Orders. However, they can also be entered manually.
- You can view Commitments and pre-Commitments in General Balance and Analytical Balance inquiry functions.
- The Commitment number is assigned based on parameters, however you can enter a description.
- The TYPE Section determines the Type of Commitment you are entering and whether it is an Expense or Revenue.
- In the INPUT Section, enter the details for the Commitment, including the Site, Date, Account, Amount, and Dimension information.
- You can view and modify Commitments generated from Purchase Orders. The description details the Purchase Order the Commitment is from.
- Pre-Commitments are generated when requests are made and may or may not be approved.
- Commitments are normally made when the actual purchase is made.
- You can delete or cancel generated Commitments and Pre-Commitments.
Adjusting Budgets: (GESBDO)
Path: Setup > Financials > Budgets > Budget Miscellaneous Adjustments
We use: (GESBDO) Budget Miscellaneous Adjustments, to enter Budget Adjustments.
- Keep in mind the Settings that Control what information is entered and viewed, before entering Budget Adjustments.
- You can create Budget Adjustments to update a Budget, view all Budget Adjustment journals entered or generated from the Budget, and print the entered journals.
- Information is entered for a Specific Budget, Transaction Code and Version.
- You can select reversing the Budgets entered and define a date.
- On each row, enter the appropriate information based on the selection made.
For example, the Company, Site, Ledger, Date Range, Dimension Value, and New Budget Amount.
Copying Budgets: (BUDCOP)
Path: Setup > Financials > Budgets > Budget Copy
We use: (BUDCOP) Budget Copy Function, to create new Budgets based on already existing Budgets as well as to Copy Budgets to a New Budget Code, Version, Company, and Fiscal Year.
Viewing Budget Reports and Inquiries: ( )
Path:
There are several Reports and Inquiries that can be performed to view Budget information.
BUDGET INQUIRIES:
You can access Budget Inquiries by clicking the Actions icon on a line for Purchase Requests,
Purchase Orders,
Purchasing Shipment Request, Budget Entry, and the Dimension Balance Inquiries.
BUDGET REPORTS:
There are several Reports you can view for Dimension Budgets.
They are available by selecting:
using the Path: Reports > Prints/Group > Financials > Dimension/Budget Accounting.
Reports available include:
– Budget History,
– GL Budget,
– Budget by Site, and
– Budget by Company.
- Each Report has different parameters defined for the Budget Code to use, Version, etc.
