Summary

The PM module Budget Adjustments process is used to establish and adjust project budgets. The budgets are attached to Tasks which are created within Projects. The budgets are broken down by LEMS classification within each Task.

If the Transactions must have associated budgets toggle is checked on the PM Setup window, individual task budgets must be set up before processing transactions for that task.

Step by Step

1     Open or create a Budget Adjustments batch.

• Select the Budget Adjustments palette in PM> Budget Adjustments. This will expand the Budget Adjustments palette and display the steps of the Budget Adjustments batch process.
• Modify an existing batch or create a new Budget Adjustments batch.
  • Select a batch number from the drop-down menu at the top of the Budget Adjustments palette to select an existing batch.
  • Select New from the Budget Adjustments batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Budget Adjustments process, you can create a new batch without affecting the open batches.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon.
• Highlight the batch in the batch number drop-down menu on the Budget Adjustments palette and press DELETE to delete a batch. Any uncommitted invoices in the batch will be deleted.

2     View and edit the Budget Adjustments in the batch.

• Select Edit Adjustments from the Budget Adjustments palette. This will open the Edit Adjustments window.
• The Edit Adjustments window will display all of PM Projects that have been created in the application.
• Click and drag any of the column headings into the group area to sort the projects by that column heading.
• Click the Expand button next to the project you would like to adjust. This will expand the project and display the current project budget broken down by LEMS code.
  • Enter the budget adjustments in the appropriate New Budget fields.
  • Enter an optional Adjustment Description if desired.
• Click the Save icon when complete.

3     Print the Proof List.

• Open the Print Proof List window (PM> Budget Adjustments> Proof List).
• The Proof List will display the Project, Task number, Adjustment Date, Description, LEMS classification, Old Amount, New Amount and Adjustment Amount. The report will also provide Task, Project and Report totals.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

4     Commit the Budget Adjustments batch.

• Select Commit from the Budget Adjustments palette. This will open the Batch Commit notification window.
• Press ENTER to commit the Budget Adjustment amount.
• The date the Budget Adjustments batch is committed is the post date of the batch. The post date will be assigned to the budget adjustments in the batch as the transaction date and can be used in reporting.