Overview
Operational Budget Capture is linked with Labour Budget and Mining Budget Capture. All values captured for these applications will be totaled and appear under Operational Budget.
Under operational budget the user creates and maintains budgeted values\units for a financial period. The unit rates are maintained under the Budget Drivers application.
Budgets which have been Archived will not be adjustable.
Function
Create Budget Values
Select the budget version to generate values for by selecting:
•Year - select the budget year using the drop down arrows.
•Type - select the type using the drop down arrows.
•Revision - select the version using the drop down arrows.
•Next, select the Cost Center against which to generate the budget values, by using the picker in the Cost Centre / Asset Field.
Select the cost center\asset account and select 'Ok'
There are two methods to adding a line:
•select the 'Add' button.
•right click in the display screen and select the 'Add' option.
In both methods the line editor screen will appear.
The user can capture two types of lines either Values or Units.
Values
Select the Values option under the Line Type box.
Select the following information under the Values Capture tab:
•Nature - select the nature using the picker.
•Total - enter the total value for the period.
•Spread - select the option to spread the total value over which period.
oover 12 months
oover 6 months
oover 4 months
oover 2 months
ocapture - allows the user to manually capture the values for each period, two extra windows open with this option and show a total of the values captured and the difference between the total and what was entered.
•Comments - under the comments tab the user can add any relevant details for the value capture.
Select 'Ok' to save the record.
Units
Select the Units option under the Line Types box.
Select the following under the Units Capture tab:
•Units Qty - enter the total quantity for the period.
•Drivers - double click on the driver to include it under the formula screen, the selected driver's rates will appear next to the months at the bottom of the screen.
The system will automatically calculate the totals for each month.
To add a budget line for training courses select a budget line in the display grid and select the 'Add' button. In the line edit screen select a training nature using the picker.
The following message will appear to confirm if the user would like to capture training details. Select 'Yes' to continue.
The training details screen will open. Select the 'New' button, the user can now capture the details of the training course.
Enter the following information:
•Course Name - enter the course name.
•Type of Course - enter the type of course.
•Motivation - enter the motivation for the course.
•Number of people - enter the number of people attending the course.
•Institution\Course Provider - enter the course provider name.
•Date - select the start and finish date of the course using the drop down arrows.
•Budget Period - select the period the course falls under using the picker.
•Duration - the system calculates this automatically from the date range selected.
•On/Off Site - use the drop down arrow to select the option.
•Course Cost - enter the total cost for the course.
•Accommodation - enter the cost of the accommodation.
•Total Cost - the system will automatically calculate the total cost from the course cost and accommodation.
Select the 'Ok' button to save the record. The line details will appear in the display screen of the main screen.
Amend Training Details line
To edit the information right click on the training details line and select the 'Training Detail' option.
The training details screen will open, click on the training line in the grid below and select the 'Amend' button.
Select 'Ok' to save the changes made. This will be updated in the main display grid.
Delete Training Detail Line
To erase the information right click on the training details line and select the 'Training Detail' option.
The training details screen will open, click on the training line in the grid below and select the 'Delete' button.
The line will be removed from both grids.
Edit Budget Line
Click on the budget line in the display grid and select the 'Amend button.
The line editor screen will open allowing the user to edit any information.
Select 'Ok' to save the changes.
Delete a Budget Line
Right click on the budget line and select the 'Delete' option. The system will ask for confirmation to erase the selected budget line. Select 'Yes' to continue.
The line will be removed from the display grid.
View a Drill Down of the Budget
Click on the budget line to view the drill down and select the 'Drill Down' button.
The drill down screen will appear with the details in the screen.
The user can select the nature of another to view and select the 'Load' button.
To move up and down the levels use the left arrow button to move up and the right arrow button to move down.
The drill down can also be imported to an excel spreadsheet. Select the 'Excel' button to import it.
Capturing Detail Lines
Right click on the budget line to create a detail line and select the 'Detail Line' option.
The system will prompt the following message to notify the user that all budget values will be overwritten by the detail lines created. Select 'Ok' to continue.
The detail line editor screen will open, select the 'New' button.
Enter the following information:
•Description - enter the description.
•Total - enter the total value.
•Spread - select the option for the total to be spread by.
•Comment - enter any relevant comments to line.
Select the 'Ok' button to save the detail line. The system will prompt the following message to confirm that the new values were successfully saved. Select 'Ok' to continue.
The budget values will automatically be overridden by the new detail line values.
Refresh Information
To include any recent updates to the screen select the 'Refresh' button. All values or new budgets created in labour or mining budgets by another user will be updated.
Select Another Budget
To capture budget values for a new version select the 'Budget Selection' button. The select budget screen will open where the user can select the criteria for a new budget version.
See also:
