Budget Maintenance
The Budget Maintenance form, available from the PJC Transactions folder, lets you forecast revenues and costs over several fiscal periods, so that you can budget your contracts effectively.
You can use the Budget Maintenance form to:
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You can enter up to five optional budgets for a project category per fiscal period. The ability to enter several budgets per fiscal period enables you to create and compare "what-if" scenarios.
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You can view actual, total, and budgeted quantities, costs, and revenues for a specified contract, project, or category.
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Compare
budget sets by fiscal year and period
You can compare actual, total, or budgeted quantities, costs, and revenues by fiscal year and period.
Note that while you can view budgeted figures for a contract or a project, you can add budget amounts only at the category level for each project.
You choose the Budget Maintenance form from the PJC Transactions folder.
Before Using Budget Maintenance
Make sure you have selected the Update Budgets option on the PJC Options form, so that Project and Job Costing will update Budget Maintenance whenever you process cost transactions or revenue recognition transactions. Project and Job Costing maintains Actuals for contracts you add after you turn the option on.
Note: This option affects only budget sets set up in the Budget Maintenance form. Project and Job Costing continues to update the estimates, actuals, committed, recognized, and stored amounts you see on the Contract Maintenance form, regardless of your choice for this option.
To
add a budget for a project category
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On the Budget Maintenance form, use the Contract Project, and Category fields at the top of the form to identify the contract, project, and category you want to budget, or select the project category on the tree.
Tip: If you select the category on the tree, the program fills in these fields for you.
You must fill in all these fields, regardless of the project type and accounting method, or the type of budget you are adding.
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Select the budget set and the year.
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If you have a multicurrency system, also select the currency rate type and rate date, or enter the rate.
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In the Show field, select the type of information that you want to display in the adjacent Quantity, Cost, and Revenue fields. If you do not want to view this additional information, accept the default, None.
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Click the Go button, or press the F7 key, to display existing information for the budget set and year.
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If you are basing the budget on an existing budget, use the Budget Set Lookup fields to identify the contract, project, category, budget set, and year whose budget will be the basis for the new budget.
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Select a budget method.
Based on the method you choose, a field may appear requesting a percentage and/or an amount.
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Enter the information requested in the field provided.
Note: You must type credit amounts as negative numbers.
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Click the Add To button to add the amounts in the Inquiry column to the amounts in the Budget column.
Click the Replace button to replace the amounts in the Budget column with the amounts in the Inquiry column.
The new budget amounts will appear in the Budget Quantity, Budget Costs, or Budget Revenue column.
Note that to see the differences between the budget you added and the inquiry budget, you must select the option Display Comparison Columns on the File menu.
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Review the budget to be sure your entries are correct.
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When you finish, click the Add button or the Save button.
To
display period amounts for any project category
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In the Budget Set Lookup fields, enter or select the contract, project, and category, budget set (Actuals, Recognized, or Budget 1, 2, 3, 4, or 5), and year, and then click the Go button.
To
change a budget for a project category
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In the fields at the top of the form or on the tree, select the contract, project, and category. If you have a multicurrency system, also enter the rate type and rate date.
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Click the Go button to display the budget information for that budget set.
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Select the budget method you want to use.
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Supply the requested amount and/or percent information, then use one of the following buttons:
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To increase or decrease the existing budget amounts by the amounts displayed in the inquiry column or from the budget method fields, click the Add To button. When the desired amounts are displayed for the fiscal periods in the specified budget quantity, cost, or revenue column, click the Save button.
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To replace the existing budget amounts in the budget set with the amounts displayed in the inquiry column or from the budget method fields, click the Replace button. When the desired amounts are displayed for the fiscal periods in the specified budget quantity, cost, or revenue column, click the Save button.
To
clear all the period amounts for the displayed budget set
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Select the contract, project, and category, and, in a multicurrency system, the rate type and rate date.
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When the amounts are displayed, click the Clear button.
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Click Yes in the dialog box that appears asking you to confirm your want to clear all budget amounts. All amounts are then cleared from the budget columns.
Note: You must click the Save button to save any changes made to budget amounts. If you exit this form without clicking Save, the original amounts remain in the budget.
To
delete a budget set
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Use the Delete function to remove a budget set from a project category.