Budget Check Setup (BCS)

The actual ledger account, or range of accounts, you want to be covered by this budget check definition. Any transactions you enter for these accounts are checked against the budget allocated to the chosen budget check account.

The account in the budget ledger that contains the budget allocated to the account, or range of accounts, selected in the Account From/To field above. When entering a budget amount in the budget ledgers using ledger entry, this is the account that the budget must be entered against.

SunSystems budget records are held against an accounting period. When entering a purchase order, purchase invoice, or ledger transaction, budget can be consumed from one period or from many periods. The navigation method defines how the budget is consumed for the specified period.

How many periods in the past or future that are checked depends on the Budget Type, Single or Multi-Year, as described below.

If analysis dimensions are being used to hold a budget, there is the same option for each analysis code. The setting on the analysis code takes priority over this setting.

The available budget is checked against a period and is calculated as follows:

available budget = budget - committed expenditure - actual expenditure

Budget checking 'consumes' budget from the current period first. If there is insufficient available budget in this period, other periods are checked and the budget is consumed in order. If there is still insufficient available budget, the budget checking fails.

• Period Budget only

  Check the available budget for this period only.

• Previous Periods

  Start checking in the current period and consume budget. If there is insufficient budget, check the previous period for sufficient available budget. If there is insufficient budget, check the preceding period, and so on.

• Future Periods

  Start checking in the current period and consume budget. If there is insufficient budget, check the next period for sufficient available budget. If there is insufficient budget, check the next period, and so on.

• Previous and Future, Previous First

  Start checking in the current period and consume budget. If there is insufficient budget, move backward one period at a time, consuming available budget. Then move forward from the current period one period at a time, consuming available budget.

• Previous and Future, Future First

  Start checking in the current period and consume budget. If there is insufficient budget, move forward one period at a time, consuming available budget. Then move backward from the current period one period at a time, consuming available budget.

• Not Applicable

  Select this option if you want to use the navigation method defined in Analysis Codes for the specific analysis codes entered on the ledger transaction. If those analysis codes also have their navigation method set to Not Applicable, then this budget check record is skipped.

This determines whether the budget applies to a single year, or multiple years.

If set to a single year and the budget navigation method is set to previous, future, or either of the previous and future options, then the budget is only for that accounting year. For example, if the current period is 1, you cannot use any excess amount from the previous period as it is in the previous year (that is, a budget for one accounting year only). If the current period is 3, however, you can use any excess amount from periods 2 and 1, but not from before period 1. The same principle applies in reverse for future accounting years.

If set to multiple years, there is no such restriction and all budgets for all years can be used.

This flag determines whether the committed expenditure is included in the calculation of available budget.

Select up to five analysis dimensions if the budget is being set at analysis code level. To check the budget at account level only, leave this blank.