Budget Screen

Data is captured on the following tab(s) of the edit screen: Overview and Parameters. Below is a list of descriptions for the fields in the sections on each tab.

Overview

The Overview tab contains the following section(s):

Header

  • Code: A unique identifier for the budget.
  • Description: The description of the budget. If a budget template is specified the description will default to that of the budget template.
  • Budget Template: The budget template on which the budget is based. Only budget templates that are initialised will be selectable. This is an optional field.
  • Financial Year: The financial year of the budget. Only open financial years are selectable.
  • Financial Year Period: The period of the budget. Only open financial periods are selectable.
  • Site: The site for this budget. Only non-virtual sites are selectable. This is an optional field.
  • Permission Tree: A field linked to a permission record in a permission tree, that determines whether a user has rights to access records and/or make changes to records. This is assigned by the system where possible.If a Site value is specified for the budget, the budget permission tree will default from the site. If no Site value is specified for the budget, the user needs to specify the Permission Tree for the new budget record.
  • Sequence Number: The sequence in which the records are listed. Use the sequence number to list the records in a logical sequence.
  • Status: The current status of the budget. Possible values are:
    • Under Development (default): The initial status when creating a budget.
    • Open: Once a budget Status is set to Open, it can only be changed to Closed:
    • Closed: Once a budget Status is set to Closed, it cannot be changed.

Details

  • Expression: The budget expression defines the cost items that the budget tracks, where actual cost values will be captured on that budget, if the expression is met. This can only be changed if the budget is in an Under Development status. The expression must be valid.
    The expression can contain parameters which will then be defined on Parameters tab. Refer to Expressions for more information on the syntax used to build expressions.
    Practical examples of budget expressions:
    Required resultExpression
    A budget converted from On Key 5 for a specific cost centre and cost element combinationCosting->CostCentre_Code eq '1116' AND Costing->CostElement_Code eq '830153000'
    A budget for a specific general ledgerCosting->GeneralLedger_Code eq 'GLS001'

Currencies

  • Budget Currency: The currency for this budget. If the site is populated on the budget then the currency will default to the currency set on the site.
  • Base Currency: The currency set on system options
  • Budget To Base Currency Rate: The conversion rate between the Base Currency (source currency) and the Budget Currency (target currency) specified in the Currency Rate table.

Amounts in Budget Currency

  • Amount: The budget amount in the Budget Currency. This can be changed by using the Set Budget Amount custom action in the Assist panel in the sidebar. This cannot be updated if the budget Status is Closed.
  • Actual Cost: The amount of the budget that has already been spent (in the Budget Currency).
  • Variance: The remaining amount of budget that is still available. The formula is: Amount less Actual Cost (in the Budget Currency).

Amounts in Base Currency

  • Amount: The budget amount in the Base Currency. This can be changed by using the Set Budget Amount custom action in the Assist panel in the sidebar. This cannot be updated if the budget Status is Closed.
  • Actual Cost: The amount of the budget that has already been spent (in the Base Currency).
  • Variance: The remaining amount of budget that is still available. The formula is: Amount less Actual Cost (in the Base Currency).

Notes

Add additional details, comments or other relevant information.

Modification

Displays details of when the record was created and last updated. This section is autopopulated and requires no user input.

Parameters

The Parameters tab contains the parameters that are used in the expression field of the budget.

The following fields are displayed:

  • Budget Template: A unique code that identifies the parent budget template record.
  • Parameter Name: A name for the budget template parameter.
  • Data Type: Defines the data type of the parameter. Possible values are:
    • Boolean: Used to capture true or false values.
    • Currency: Used to capture monetary values that will be used for financial calculations.
    • Date: Used to capture year, month and day values.
    • Date Time: Used to capture date and time information.
    • Duration: Used to capture information about a period of time.
    • Email: Used to capture email addresses.
    • Float: Used to capture decimal numbers.
    • Integer: Used to capture whole numbers.
    • Long: Used to capture a range of values wider than those provided by Integer.
    • String: Used to capture a sequence of alpha-numeric characters.
    • Time: Used to capture hour, minute and second values.
  • Value: An allowed value for the parameter. The value's type is based on the Data Type selection.
  • Permission tree: A field linked to a permission record in a permission tree, that determines whether a user has rights to access records and/or make changes to records. This is assigned by the system where possible.
  • Sequence Number: The sequence in which the records are listed. Use the sequence number to list the records in a logical sequence.
  • Is Active: Ticked if the item is active and available in the lookup list.