Financials > Budgets > Budget entry 

A budget is defined for a chart of accounts and for a selection of one to nine dimension types, depending on the chosen budget entry transaction. It can be entered for each Accounts/Dimensions pair of these dimension types, or combined, for each Group of accounts/Group of dimensions combination if the budget has been set up on the basis of account or dimension pyramids.

Budgeted amounts can be viewed in analytical balance print/inquiry and financial data extraction inquiry.

According to the budget entry transaction, three different entries are available:

By period

The detailed budget entry is used to enter, view and modify a budget drawn up for an account and one to several dimensions over a given date range. This is the most "detailed" approach: the budget is thus drawn up for each period contained within a date interval. This interval can overlap several fiscal years. The detailed management of budgets goes with the entry of budgets by dimension and the entry of budgets by account.

By account

Budget management by account is used to enter, view and update the budget drawn up for an account for the specified dimension range.

By dimension

Budget management by dimension enables the modification and viewing of budgets created for a dimension on a group of analytical accounts.

SEEINFOThese three approaches are not separate, they complement each other: They use the same information from different angles.

When the budget is defined for an accounts pyramid and/or dimension pyramid and the budget entry transaction is set to display completed and/or pre-committed and/or committed data, these data are not displayed (expressed in amounts and/or quantities). This is displayed only when the budget is entered directly on the accounts and dimensions.

The manual ledger linked to the Chart of accounts defined in the budget setup is determined automatically.

SEEINFOWhen creating or updating a budget, if a manual ledger is linked to an automatic ledger, only the manual ledger is updated.

    Prerequisites

    SEEREFERTTO Refer to documentation Implementation

    Screen management

    Budget entry is carried out in two screens.

    • The first screen is used to select the entry transaction and define the budget codes that you wish to process.
    • The second screen is used to select the account and/or the dimensions and to display the data relating to the transaction.

    Criteria entry

    Fields

    The following fields are present on this tab :

    Transaction

    Transaction code used to enter the budget. The following elements depend on the transaction code:

    • The entry type (by period, by account or by dimension)
    • The number of dimension types that the transaction can support (a blocking control applies when the number of supported dimension types is lower than the number of budget dimension types)
    • The entry screen.
    • Start date (field DATD)

    Specify a date range in order to automatically fill the lines in the budget entry grid.

    • The start date must necessarily be a period start date.
    • The end date must necessarily be a period end date.

    SEEINFO The date range can cover several fiscal years.

    • End date (field DATF)

     

    • Preloading (field LODFLG)

    The "Preloading" box is checked depending on the setup of the Budget entry transaction.

    • Multicode (field FLGNBRBUD)

    The "Multicode" box is checked depending on the set up of the budget entry transaction, when the number of budgets is larger than 1.

    • field NBRBUD

    This field is loaded when the "Multicode" box is checked. The number of budgets which it is possible to work on at the same time is mentioned in italics. Four is the maximum.

    Grid Criteria

    Mention on which budget the entry must be carried out.

    Specify the Company concerned by the budget etnry (budget at company level).

    Specify the Site concerned by the budget etnry (budget at site level).

    • Ledger type (field LEDTYP)

    The ledger type is loaded automatically, depending on the selected budget and company, the link being established through the chart of accounts.

    This field specifies the budget version concerned. The "default" version is submitted.

    • Period start (field DATDEB)

    Specify the period in which the budget entry is going to be performed.

    • The start date must necessarily be a period start date.
    • The end date must necessarily be a period end date.

    SEEINFO The period can cover several fiscal years.

    • Period end (field DATFIN)

     

    Start - end range

    • From dimension (field CCED)

    Specify a dimension range in order to automatically fill the lines in the budget entry grid.

    • To dimension (field CCEF)

    Specify a dimension range in order to automatically fill the lines in the budget entry grid.

    • From account (field ACCD)

    Specify an account range in order to automatically fill the lines in the budget entry grid.

    • To account (field ACCF)

     

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    Entry screen

    Presentation

    Transaction

    If an "STD" memo exists, this memo is displayed prominently in the criteria window (the use of the memo code is strongly recommended, namely in the event of the entry of multi-code budgets). It is possible to define a range of dimensions or accounts to be displayed, following the transaction (by account or by dimension). In the event of a transaction by period, it is necessary to specify a date range.

    Criteria

    Each criterion line number is attached to a line number defined at transaction level. The transaction is defined by the type of information to be displayed and the criteria specify what the information must carry. Some elements of the setup are recalled and in particular the notion of "preloading" and "multi-code budget". In the event of a multi-code transaction, the maximum number of budgets on which it is possible to work on at the same time is mentioned in italics.

    It is possible to enter less criteria than are defined in the transaction (e.g.: case of a multi-code budget with 3 budgets: it is possible to work on only 2 budgets for a given session), but it is impossible to enter more. Each criteria line can concern different budgets, different sites and different periods (except for budgets by period).

    The selection criteria concern:

    • the budget code,
    • the company or the site, following the budget definition level (by company or by site),
    • the ledger type,
    • the budget version,
    • the period to be taken into account (if it is a transaction by nature or by dimension).

    All budgets must be defined at the same level (either company or site).

    Budgets

    "Budget" allows the viewing and/or entry of the budgets.

    Depending on the budget dimension types, the titles of the dimension types are displayed. If the budget codes are linked to pyramids, the titles of the pyramids are displayed.
    Only those budgets that do not use pyramids are detailed here, because budgets containing pyramids have the same operating mode.

    The number of dimension types to be assigned in the header depends on the number of dimension types defined at budget code level. The number of displayed lines can be greater than the number of dimension types to be entered: this is the case when the maximum number of dimension types specified in the entry transaction is greater than the number of dimension types managed for the budget code.

    The columns representing the actual or committed quantities and amounts are automatically initialized.

    Inquiry for a budget entered by account or by dimension

    When a budget has been entered via the entry screens by account or by dimension, it is transferred to the detailed entry screen:

    • either in equal proportion for each period

    Example: On budget entry by dimension, for a fiscal year of 12 months, an amount of € 12,000 has been budgeted on the "EXPORT" account for the "ASIA" dimension of the "Geographic Area" dimension type. On detailed budget entry, for the same period and the same Dimension/Account pair, the grid breaks down to 12 open items of € 1,000 each for the 12 periods constituting the fiscal year.

    • or following a budget weighting code, if the latter has been specified at the level of the "account" record that is being used.

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    Fields

    The following fields are present on this tab :

    Next/prev. scrolling criteria

    • field DEFIL

    The checkbox selects the dimension view entered in the next section. Buttons [First], [Previous], [Next], [Last] can be used to scroll the dimensions of the selected dimension view.

    Budget details

    • field COA

    This field retrieves the chart of accounts set up for the budget that is being entered.

    • field INTITACC

    Account title.

    • field ACC

    This field specifies the account belonging to the chart of accounts concerned, on the basis of which the budget will be drawn up.

    The non-financial unit attached to the selected account is displayed in italics, next to the account.

    • field DIE1

    Displays the first dimension type attached to the budget.
    One to nine dimension types are thus displayed with respect to the order and number of dimension types defined at budget level.

    SEEINFO At the level of table BUD - Budget, dimensions and dimension types are stored in the order of the analytical and budget ledger of the company; not in the order of the budget setup (e.g. dimension type AX2 - Cost Center, set up at budget level on the second line of dimension types can correspond to AX8 at the company ledger level). In the BUD table, the AX8 dimension type is updated to the value entered for AX2. The situation is the following: DIE2 = AX8 and CCE2 = SEC8 (dimension of AX8).
    Similarly, when importing a budget, dimensions and dimension types are imported in the order set up on the analytical ledger of the company and not according to the budget setup.

    • field INTITCCE1

    Title of the dimension view.

    • field CCE1

    Choice of an analytical dimension among those linked to the selected analytical dimension view.

    • field TEX

    Comment field associated with the dimensions/accounts.

    Block number 3

    • field DESACC

    Account title.

    A budget weighting code is a coefficient table that allows the monthly allocation of a yearly budget in order to take into account the activity of a company (for instance, the summer closing period).

    This budget weighting code is composed of 1 to 10 alphanumeric characters.
    It is written in italics beside the account title when the latter has been specified at the level of the account record onto which entries have been posted.

    • field DESCCE1

    Dimension title.

    • Ledger type (field LEDTYP)

    The ledger type is loaded automatically, depending on the selected budget and company, the link being established through the chart of accounts.

    Grid

    • No. (field NUMLIG)

    It is the line number.

    Mention on which budget the entry must be carried out.

    • Quantity (field QTY)

    This number indicates the budgeted quantity in the non-financial unit specified at the account or account group level for the current period.
    The key <Column update lock> is used to recopy the quantity onthe current line onto the following lines.
    If this key is activated on the line numbers of the grid, the quantities and the amounts will be updated.

    • Amounts (field AMT)

    This number indicates the budget amount for the current period in the currency and based on the divisor defined at budget code level.
    The <Column update lock< key is used to recopy the amount of the current line onto the following lines.
    If this key is activated on the numbers of the grid lines, the quantities and amounts will be updated.

    • Actual qty (field QTYREA)

    This field recovers the quantities posted for the requested period, with the selected account and dimensions taken into consideration.

    • Actual amt. (field AMTREA)

    This field recovers the amounts posted for the requested period, with the selected account and dimensions taken into consideration.

    • Committed qty (field QTYCMM)

    This field recovers the quantities of the commitments entry for those that meet the same account and dimension criteria selected for the budget.

    • Committed amt (field AMTCMM)

    This field recovers the amounts of the commitments entry for those that meet the same account and dimension criteria selected for the budget.

    • Precommitted qty (field QTYPRP)

    This field recovers the quantities of the pre-commitments entry for those that meet the same account and dimension criteria selected for the budget.

    • Precommitted amt (field AMTPRP)

    This field recovers the amounts of the pre-commitments entry for those that meet the same account and dimension criteria selected for the budget.

    • Formula (field AMTFOR)

    The formula comes from the parameter of the budget entry transaction.
    All those elements calling upon formulas are retrieved in these columns.

    • Text (field TEXPER)

    Comment field associated with the budget entered for the account/dimension/period combination.

    • Account (field CODACC)

    No help linked to this field.

    • Distribution (field CODDTP)

     

     

    • Dimension (field CODCCE3)

     

    • Period start (field PERSTR)

    Processing period start date.

    • Period end (field PEREND)

    This field contains the processing period end date.

    Total quantities

    • Quantity (field YQTY)

    No help linked to this field.

    • Actual qty (field YQTYREA)

     

    • Committed qty (field YQTYCMM)

     

    • Precommitted qty (field YQTYPRP)

     

    Total amounts

    • Amount (field YAMT)

     

    This code is used to identify the currency for a site, BP, etc. It is managed in the currency table.
    The currency proposed by default is that of the budget.
    The exchange rate type applied is based on the BUDTYPCUR - Budget conversion rate type (BUD chapter, CMM group) parameter setting.

    SEEINFOIt is recommended to use the ISO coding during the creation of a new currency.

    • Actual amt. (field YAMTREA)

    No help linked to this field.

    • Committed amt (field YAMTCMM)

     

    • Precommitted amt (field YAMTPRP)

     

    TOTAL FORMULAS

    • Amount (field YAMTFOR)

     

    Block number 8

    • field AFFICHE

     

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    Action icon

    Upd Column

    This function recopies the value of the column onto the lines below. If this button is not triggered from a "Budgeted Quantity" or "Budgeted Amount" column, but from a line, it is all the budgeted quantities and amounts on the line that are recopied onto the lines below.

    Precommitment

    In the budgets by account, it is possible to split a budgeted amount based on the quantities in non-financial units allocated to the dimension.

    Commitment

    In the commitment and precommitment fields, it is possible to zoom to the corresponding commitment journal. This zoom is only possible in the event of a budget entry containing a single budget code.

     

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    Reports

    By default, the following reports are associated with this function :

     BUDGET : Budget

    This can be changed using a different setup.

    Specific Buttons

    Click this action to save the current settings to a Memo code to be reused later. The memo is linked to your user profile, not to the function or the screen.

    The STD memo code is associated with the screen and is loaded immediately when you open the function.

    For more information on the advanced use of the Memo action, refer to the documentation on the General ergonomics of SAFE X3 software.

    Click this action to enter a Memo code to load the settings associated with the code.

    Click this action to delete a Memo code.

    Click Calculation to jump to the budget formulas setup function and trigger a calculation on the current budget without having to exit the entry.

    SEEWARNING If the calculation is triggered on a fiscal year, all information entered for this period will be replaced by the result of this calculation.

    Click Criteria to return to the first screen and enter other criteria.

    Limitations

    Limits related to access codes

    This function screen does not consider the user inquiry rights granted through their access codes. The controls are based on execution rights.

    The control is applied gradually, in the order of entry of each field including an access code and with a high level of precision.

    Error messages

    In addition to the generic error messages, the following messages can appear during the entry :

    The date is not a period start date
    The date is not a period end date

    The selected date range (of fields Period start period and Period end if the entry transaction is of type 'Dimension' or 'Account', or of field Ledger type if the entry transaction is of type 'Detail') are not consistent with the breakdown of the period relating to the company or site for which the budget is entered and for the ledger type concerned.

    The number of dimension types in the budget transaction is lower than the number of dimension types in the budget

    This message opens upon entering the budget criterion when the maximum number of managed dimension types specified in the budget entry transaction is lower than the number of dimension types in the budget.

    Tables used

    SEEREFERTTO Refer to documentation Implementation