Defining budget edits

Budget Checking

Select one of these options to determine the budget time frame to use for budget edits:

• Select Period Edit to perform the edit using the active period-to-date budget.

• Select Annual Edit to perform the edit using the active year-to-date budget.

• Select Total Edit to perform the edit using the active life-to-date budget.

• Select No Edit (the default) if you do not wish to enable budget edits.

Note: Period Edit and Annual Edit options are not valid with a Life Only budget.

Level

Select one of these options to determine the budget level to use for budget edits:

• Select Activity - Acct Cat to perform the edit using the budget for the activity and account category specified in the transaction.

• Select Activity Group to perform the edit using the activity group budget. The budget for the activity group associated with the activity in the transaction is used.

• Select Activity to perform the edit using the total budgets for all account categories in the activity specified in the transaction.

• Select Activity - Summary Acct Cat to perform the edit using all transactions related to the summary account category.

  Note: Select the Activity - Summary Acct Cat option if your Account Category structure is set up so that you can edit at the summary level (for example, direct costs versus indirect costs).

• Use Contract Funding to perform the edit when using the Grant Billing application. The contract funding budget edit compares project costs to the contract budget amount. If you select Contract Funding, then you must select Total Edit in the Budget Checking field. If contract funding budget edit is selected at the Activity Group level, then it cannot be overridden at the posting level activity (AC10.1).

Tolerance

Specify the percentage by which the budget can be exceeded. For example, to allow budgets to be exceeded by 5%, specify 5.00.

Estimated Maximum

Specify the budget maximum for the activity group. This is informational only, and produces a warning message during activity budget entry when the total activity budgets exceed the maximum, but does not prevent you from exceeding the budget.

Current Budgeted

This field displays the total budget amount defined for activities in the activity group.

Use these guidelines to specify the field values:

Budget Checking

The activity group budget checking value displays. You can override it with one of these values:

• Select Period Edit to perform the edit using the active period-to-date budget.

• Select Annual Edit to perform the edit using the active year-to-date budget.

• Select Total Edit to perform the edit using the active life-to-date budget.

• Select No Edit (the default) if you do not wish to enable budget edits.

If budget amounts are validated, then the system validates whether actuals plus commitments are less than or equal to the budget plus the budget tolerance. The edits are performed in the applications you select on System Codes (GL01.4).

Note: Period Edit and Annual Edit options are not valid with a Life Only budget.

Level

The activity group edit level displays. You can override it with one of these values:

• Select Activity - Acct Cat (1) to perform the edit using the budget for the activity and account category specified in the transaction.

• Select Activity (3) to perform the edit using the total budgets for all account categories in the activity specified in the transaction.

• Select Activity - Summary Account Cat (4) to perform the edit using the budget for the summary account category in the activity specified in the transaction.

• Select Contract Funding to perform the edit when using the Grant Billing application. The contract funding budget edit compares project costs to the contract budget amount. If you select Contract Funding, then you must select Total Edit in the Budget Checking field. If contract funding budget edit is selected at the Activity Group level, then it cannot be overridden at the posting level activity (AC10.1).

Note: You cannot define budget edits for this activity if the default budget edit level that displays (derived from the activity group) is 2 Activity Group or 5 Contract Funding.

Tolerance

Specify the percentage by which the budget can be exceeded. For example, to allow budgets to be exceeded by 5 percent, specify 5.00.

Estimated Maximum

Specify the budget maximum for the activity. This is informational only, and produces a warning message during activity budget entry when the total activity budget exceeds the maximum, but does not prevent you from exceeding the budget.

Note: Specify an estimated value for contract and summary activities also, but only posting activities can be subject to activity budget editing.

AC Commit (Commitments)

If you activate budget edits in a Lawson application, then you should also activate commitment tracking for that application. This ensures that commitment transactions are available and included when the budget edit formula is applied.

AC Bud (Budget Edit)

Select Yes in this field to enforce budget edits during data entry. You can activate budget edits in any of these Lawson applications:

• General Ledger (GL)

• Requisitions (RQ)

• Purchase Order (PO)

• Accounts Payable (AP)

• Cash Management (CB)

• Employee Expense (EE)

• Project Accounting (AC)