Purchase Orders > Requisition System > Setup > Group Budgets

Group Budgets

You use this program to maintain budgets for requisition user groups.

Requisition budgets are defined at stock code or product class level within each group and can be defined in terms of value or quantity (Purchase Orders Setup).

Toolbar and menu

Field Description
New Select this to add a budget for the current requisition group.
Delete

Select this to delete the budget for the currently displayed requisition group.

See Activity considerations in Notes and warnings.
Save Select this to save the details you entered or changed.
Distribute Enter an amount and to distribute this over the various months.
Requisition Group Indicate the requisition group for which you want to enter budgets.
Year

Indicate the year for which you want to enter the budgets.

The year defined here represents a calendar year, not your financial year.

You can only define budgets for the previous year, the current year or a future year.
Product Class Indicate the product class for which you want to enter the budgets.

This specifically applies if you selected to define requisition budgets At product class level (Purchase Orders Setup).

However, if you selected to define requisition budgets At stock code level (Purchase Orders Setup) then you can define budgets for non-stocked items by entering a product class without entering a stock code.
Stock Code Indicate the stock code for which you want to enter the budgets.

This applies if you selected to define requisition budgets At stock code level (Purchase Orders Setup). You can enter a product class and leave this field blank to define budgets for non-stocked items.

If you selected to define requisition budgets At product class level (Purchase Orders Setup) then you can enter a stock code together with the product class, to define a budget for a specific stock code within the product class.

Distribute Amount

This screen is displayed when you select the Distribute function.

Field Description
Group This indicates the group to which you are applying the budget.
Product class This indicates the product class to which you are applying the budget.
Stock code This indicates the stock code to which you are applying the budget.
Year This indicates the year to which you are applying the budget.
Method  
Divide amount equally

Select this option to divide the amount entered evenly by the 12 months in the year.

For example, if you entered an amount (or quantity) of 12 000 in the Amount field, then each month would have a budget of 1 000.

Repeat amount across all periods

Select this to repeat the amount/quantity entered in the Amount field in each month.

For example: If you entered an amount (or quantity) of 10 000 then each month would have a budget of 10 000.
Amount

Enter the budget amount or quantity you want to distribute.

The Amount field represents a value or a quantity, depending on whether you selected Expressed in terms of value or Expressed in terms of quantity (Purchase Orders Setup).

This amount/quantity can represent either the annual amount (if you are dividing the amount equally) or the monthly amount (if you are repeating the amount across all periods).
OK Select this to distribute the amount entered to the 12 months for the selected year.
Cancel Select this to ignore any changes you made and to return to the previous screen.

Budget Maintenance

Field Description
Budget information  
Group This indicates the requisition group for which you are defining budgets.
Product class This indicates the product class for which you are defining budgets.
Stock code This indicates the stock code for which you are defining budgets.
Year This indicates the year for which you are defining budgets.
Budgets
[Note]

  • Budget values are checked against the group of the approver, not the originator.

  • The following operator activities apply to requisition budgets (Operators):

    • PO Req approve where no budget

    • PO Req approve where over budget
January - December Indicate the budget amount or quantity for each month for the entire group (i.e. the entry for each month represents the budget for all users belonging to the group in total and not the budget for each user in the group).

Your entries in these fields represent a value or a quantity, depending on whether you selected Expressed in terms of value or Expressed in terms of quantity (Purchase Orders Setup).

You can use the Distribute function to enter an amount and to distribute this over the various months (see Distribute Amount).

Copy Budget

This is displayed when you select the Copy option from the Group Budgets program.

Field Description
Group This indicates the requisition user group from which you are copying budgets.
Product class This indicates the product class from which you are copying budgets.
Stock code This indicates the stock code from which you are copying budgets.
Year This indicates the year from which you are copying budgets.
Group Indicate the requisition user group to which want to copy budgets.
Product class Indicate the product class to which want to copy budgets.
Stock code Indicate the stock code to which want to copy budgets.
Year Indicate the year to which want to copy budgets.
OK Select this to copy the budgets according to your selections.
Close Select this to ignore any changes you made and to return to the previous screen.

Notes and warnings

Prerequisites

  • Before you can define your requisition budgets, you need to define your requisition groups (Requisition Groups) and attach all your requisition users to a valid requisition group (Requisition Users).

Program access

  • You can only access this program if Requisition budgets are required (Purchase Orders Setup).

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction Description
PO Requisition add budget

Controls access to the New function in the Requisitions -Browse on Group Budgets and Group Budgets programs.
PO Requisition change budget

Controls access to the maintenance of requisition budgets in the Requisitions -Browse on Group Budgets and Group Budgets programs.
PO Requisition delete budget

Controls access to the Delete function in the Requisitions -Browse on Group Budgets and Group Budgets programs.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operators program.

Activity Description
PO Req budget deletion Controls whether an operator can delete requisition budgets using the Group Budgets and Requisitions -Browse on Group Budgets programs.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.