Create Project Budget or Financial Budget from a Maintenance Agreement Quote

This document explains how to update a project budget (POS100/POS110) or a financial budget (BUS100/BUS101) based on information from a maintenance agreement quote. Use this process when a project or financial budget should be updated with cost and revenue based on the details of a Maintenance Agreement, such as; Equipment, Maintenance program, Operation plan and so on.

The project or financial budget is created using the MCO invoicing function (COS180) but in this scenario, a project or financial budget is created instead of a real MCO invoice. Instead of creating real finance accountings, records will be created in 'Project budget from MCO. Display' (COS475). The records in (COS475) contains information that should have been used if it had been a real invoice, such as accounting event, accounting string including the amounts for cost and revenue. From here, project budget or financial budget updates can be created. The budget updates will be created in the period in which the work request should have been performed.

Outcome

The project budget (POS100/POS110) and/or financial budget (BUS100/BUS101) are updated with cost and revenue from maintenance agreement quote.

Prerequisites

  • A maintenance agreement quote must exist in 'Maintenance Customer Orders. Open' (COS100) with lines in (COS101).

    See Create Maintenance Agreement Quote.

  • The maintenance agreement quote lines in (COS101) must have status 50-'Approved for invoicing'.
  • The maintenance agreement quote must use an MCO type from (COS010) with this setup:
    • Order type category equals 10-'Quotation'.
    • The parameter 'Next manual function' must be set to 0.
    • The parameter 'Budget integration' must be selected.
  • For project budget update:
    • The maintenance agreement quote lines (COS101) must have 'Project' and 'Element No' defined. These fields control what project and element will be updated. Project and element number can either be defined manually in (COS101) or automatically populated at maintenance agreement quote creation.
    • A budget version with status 15 must exist in (POS110).
  • For financial budget update:
    • A valid budget and budget version must exist in (BUS100).

Follow these steps to generate budget records from Maintenance Agreement Quote

  1. Start in (COS100). Select related option 11='MCO lines' to start (COS101).

  2. In (COS101), select related option 23='MCO line – Close' to update MCO line status to 40.

  3. In (COS101), select related option 24='MCO line- Approve for Invoicing' to update MCO line status to 50.

  4. In (COS101), select related option 35='Print Invoice' to start (COS180).

  5. On the E panel, specify the relevant selection data for which the budget should be created. For example, the from and to 'CO no' and line numbers. Press Enter.

  6. On (COS180/F), select invoice order. Press Enter to run the job.

When the Invoicing program has finished, accounting records in status 20 are created in 'Project Budget from MCO. Display' (COS475).

The MCO lines in (COS101) will have status 70 and an invoice is created in (COS350) without any document or accounting records. No voucher will be created for this invoice.

Follow these steps to update project budget

  1. Start (COS475). Related option 75='Maintenance Budget' from (COS101) or related option 15='Budget Maintenance' in (COS350) can be used for opening (COS475) or it can be opened separately.

  2. On (COS475/B), select related option 11='Update project budget' to start the selection program 'Project Budget from MCO. Update' (COS476/E).

  3. On (COS476/E), specify this information on the E panel and press Enter to update project budget.

Field Description
Year Specify the year when the invoice was created.
Invoice number Specify the invoice number. The invoice number created from the invoice process of maintenance agreement quote should be used.

The transactions in (COS475) will get status 30 to reflect that the update is completed. Transaction date is updated with today's date. The budget values for cost and revenue will be updated for the project and project element specified on the (COS475) transactions. The cost and revenue transactions in (COS475) will update the budget item with matching accounting string in (POS111).

Follow these steps to update financial budget

  1. Start (COS475). Related option 75='Maintenance budget' from (COS101) or related option 15='Budget maintenance' in (COS350) can be used for opening (COS475) or it can be opened separately.

  2. On (COS475/B), select related option 12='Budget maintenance' to start the selection program 'Maintenance Budget. Transfer to BUD' (PCS495/E).

  3. On (PCS495/E), specify this information on the E panel and press Enter.

    Field Description
    Budget number Mandatory. Select the Budget number that should be updated.
    Budget version Mandatory. Select the Budget version that should be updated.
    Finish date (from and to) Mandatory. Only transactions with finish dates within the specified range will be included in the budget update.
    Year Mandatory. Specify the year when the invoice was created.
    Extended inv no Mandatory. Specify the invoice number. The invoice number created from the invoice process of maintenance agreement quote should be used.

  4. On (PCS495/F), specify this information on the F panel and press Enter.

    Field Description
    Cost/rev update Mandatory. Select if revenue, cost, or both revenue, and cost transactions should update the financial budget.
    From date Mandatory. Only transactions with start date equal to or higher than the specified 'from date' will be included in the budget update.
    Update Select this field to perform the update of the financial budget in (BUS100/BUS101).
    Report text Specify a report text.

  5. Confirm update transfer to FIM.

    The Budget and budget version specified on (PCS495/E) will be updated. The transactions in (COS475) will get status 40 to reflect that the update is completed. In (COS475), the transactions date, budget, budget version, and period are updated. In (BUS101), the cost and revenue amounts will be updated for the periods in which the included (COS475) transactions have start and finish dates.

Flowchart

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