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You can enter budgets for cost centers using Option 2, Budgets, on the Application Database Data Entry menu (MWF;4;2;1;2). You select a cost center from the list shown to enter budgets for it or for cost centers below it in the hierarchy. The cost centers shown on the list are those that have been entered in the Cost Center Attributes File. Refer to the tutorial for the Budgets Cost Center Selection panel for information on how the Cost Center Identification Number affects the selection of cost centers for budgets. Once you select a cost center, you enter budget amounts for each period of the year. You can enter multiple sets of budgets for each cost center by associating each set with an effective date. TYPES OF BUDGETS You can enter four types of budgets for each cost center: o Computation code budgets--Each computation code budget specifies the amount that can be spent for that computation code, and can be compared to its charges on invoices. o Unit budgets--Each unit budget specifies the amount of resources (such as CPU seconds) that can be consumed for that computation code, and can be compared to the units actually consumed on invoices. o Invoice category budgets--Each invoice category budget specifies the amount that can be spent for that invoice category, and can be compared to its charges on invoices. o Cost center budget--One cost center budget can be entered to specify the amount that can be spent for that cost center, and can be compared to its charges on invoices. Most installations only use one type of budget, but you can use as many types as you need. If you use more than one type, the computation code budgets sum to the corresponding invoice category budget, and the invoice category budgets sum to the cost center budget. For example, assume that the following budgets were entered for Department A: Computation code budget for 0023 (Job TCB CPU Time): 1,000 Computation code budget for 0024 (Job SRB CPU Time): 500 Invoice category budget for 1100 (Central Processors): 750 Cost center budget: 1,500 Then, since computation codes 0023 and 0024 are in invoice category 1100, the total amount that could be spent for invoice category 1100 would be 2,250. And the total amount that could be spent for Department A would be 3,750. CYCLE WHERE BUDGETS ARE ENTERED Budgets are normally entered in the 00 cycle of the Budget File. They are moved to the 01 cycle by the month-end Close Tables (CLOSETBL) job based on the Budget Effective Date. HOW LONG BUDGETS REMAIN IN EFFECT A budget remains in effect until a budget with a more recent effective date is encountered, or until you delete it from the 01 cycle. HOW BUDGETS EFFECTIVE DATES ARE USED Budget effective dates are used at the end of each accounting period when the CLOSETBL job ages the budgets work (00) cycle to the active (01) cycle. All budget entries with effective dates less than or equal to the current date (the date CLOSETBL is run) are copied to the active cycle. They replace any matching entries with earlier dates. CLOSETBL will not delete any work budget entries. Obsolete work entries should be deleted using the Budget data entry panels. The budget entries for the accounting period being closed are copied from the active cycle into the new Financial Recap file created by the INVOICE or FINRECAP job. Budgets for other accounting periods are ignored. BUDGET COMPARISON REPORTING Budgets in the 01 cycle are compared to actual charges in the Consolidated Invoice and Budgetary Analysis Reports. SPECIFYING THE BUDGET OVERRUN FUZZ VALUE You can specify, on the General Installation Accounting Specifications panel (MWF;4;2;3;2;1), the amount by which a cost center's charges must exceed its budget for the cost center to be flagged as "over budget" on the invoice. Differences of less than the fuzz value between actual charges and the budget amount do not cause the "over budget" message to print. The Budget Overrun Fuzz Value is a global default value. To override it for specific cost centers, select Option 1, Identification, on the Cost Center Attributes menu (MWF;4;2;1;1;1). Figure 4-92 is the Budget Worksheet. Enter the budgets for each cost center on a copy of this worksheet.
+----------------------------------------------------------------------------------------------------------+ | | | Date: ____/____/____ Administrator: ____________________________________________ | +----------------------------------------------------------------------------------------------------------+ BUDGET WORKSHEET Cost Center Name __________________ Cost Center Level ____ Effective date __________ (MM/DD/YY) Effective date __________ (MM/DD/YY) Budget Amount Budget Amount ------------- ------------- JANUARY __________ JANUARY __________ FEBRUARY __________ FEBRUARY __________ MARCH __________ MARCH __________ APRIL __________ APRIL __________ MAY __________ MAY __________ JUNE __________ JUNE __________ JULY __________ JULY __________ AUGUST __________ AUGUST __________ SEPTEMBER __________ SEPTEMBER __________ OCTOBER __________ OCTOBER __________ NOVEMBER __________ NOVEMBER __________ DECEMBER __________ DECEMBER __________ USER-DEFINED MONTH __________ USER-DEFINED MONTH __________ USER-DEFINED MONTH __________ USER-DEFINED MONTH __________ TOTAL AMOUNT __________ TOTAL AMOUNT __________
Figure 4-92. Budget Worksheet EXAMPLE Figure 4-93 is an example of two budgets entered for the Mid-Atlantic Cost Center. The first budget is effective January 1, 1994; the second budget is effective January 1, 1995.
BUDGET WORKSHEET Cost Center Name MID-ATLANTIC Cost Center Level 1 Effective date 01/01/94 (MM/DD/YY) Effective date 01/01/95 (MM/DD/YY) Budget Amount Budget Amount ------------- ------------- JANUARY $2,000 JANUARY $2,100 FEBRUARY $2,000 FEBRUARY $2,100 MARCH $2,200 MARCH $2,300 APRIL $2,200 APRIL $2,300 MAY $2,200 MAY $2,300 JUNE $2,000 JUNE $2,000 JULY $2,000 JULY $2,000 AUGUST $1,900 AUGUST $2,000 SEPTEMBER $2,000 SEPTEMBER $2,100 OCTOBER $2,100 OCTOBER $2,100 NOVEMBER $2,100 NOVEMBER $2,100 DECEMBER $2,000 DECEMBER $2,000 TOTAL AMOUNT $24,700 TOTAL AMOUNT $25,400
Figure 4-93. Budget Example
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