Setting up expenditure checking

The following steps are required to establish expenditure checking in SunSystems Financials:

1. Create the tables required to hold the budget ledgers, using Optional Ledger Tables (OLT).
2. Label the budget ledgers using Budget Labels (BLB).
3. Select the business unit in Business Unit Administration (BUA), and select Amend from the Action menu to display the business unit setup form.
4. In Business Unit Setup, enter the Primary Budget Ledger Code to identify the budget ledger that is used to hold the budget values.
5. In Ledger Setup (LES), check the Over expenditure check option and define the budget tolerance percentage and/or amount if you want those tolerance settings to be used during expenditure checking.
6. Use Budget Check Setup (BCS) to define the budget checking rules to link actual accounts to the budget accounts that contain the allocated budget values.
7. Enter the budget values using any of the ledger transaction input facilities:
   1. Change to the budget ledger using Change Budget (CBG).
   2. Use Ledger Entry (LEN), Ledger Import (LIM) or Corporate Allocations to post the budget values. Normally, the budget value is entered as a debit.

   The following steps are required in order to implement budget checking in SunSystems Order Fulfilment purchase invoices. This allows purchase invoices to be entered and budget expenditure amounts to be updated. It is assumed that the budget has been created in SunSystems Financials as shown above:

8. In Purchase Business Setup (PBS), set the Budget Update Basis to be either order (i.e. entire invoice) or line. If set to order, the entire invoice is entered before any budget functionality is processed, otherwise budget checking if performed line by line.
9. In Purchase Business Setup (PBS), set the Expenditure Stage to be Invoice Entry, Invoice Matching or Invoice Confirmation. This can be overridden by setting the Expenditure Stage flag in Purchase Types (PTS).
10. In the Purchase Type Definitions Values Setup form set one value to be used in budget checking using the Expenditure Budget Value flag. All budget values must be held in the base currency.

The above allows purchase invoices to be entered and budget expenditure amounts to be updated. If a budget is exceeded then no action is taken. The following implements Over Expenditure Checking for purchase invoices, and if a budget is exceeded you are warned or prevented from continuing:

• In Purchase Business Setup (PBS), tick the Over Expenditure Check flag.
• If required set any Over Expenditure checking tolerances. In Purchase Business Setup (PBS), set a percentage or a value to be used on all purchase invoices. This can be overridden by the settings for a particular operator group, which are maintained using Security Console or User Manager. If the transaction is over budget but under tolerance, you are warned but are allowed to continue. If over budget and over tolerance you are prevented from continuing.

No ledger interfaces postings are required to perform budget checking in SunSystems Order Fulfilment.