Budget follow-up

Workflow for updating amounts

Here is an example that allows you to learn more about interpreting budget data.

In this example, you enter a budget distribution from a supplier order:

• For an amount of 30 euros;

• The initial and available budget is 100 euros.

Access: Purchases → Purchase orders

1. Requested: on the supplier order form, change to status ‘Requested’ by clicking on the button ‘Requested’.

2. Committed amount: the committed amount is 30 euros. At this stage, there is no impact on the realised and available amounts.

3. Generate / Ventilate invoice: when the invoice is generated and ‘ventilated’, the available amount is reduced to 70 euros. The committed amount switches to the realised amount with commitment.

That is to say, on the order you will have the following amounts:

• Initial: 100

• Available: 100

• Committed: 30

• Realised with commitment: 0

And on the invoice:

• Initial: 100

• Available: 70

• Committed: 0

• Realised with commitment: 30

Invoice entered manually without an order

1. Ventilated: when this invoice is ventilated, the amount that has been realised without commitment, automatically becomes 30 euros. The available amount, on the other hand, will become 70 euros.

That is to say, you will have the following amounts:

• Initial: 100

• Available: 70

• Realised without commitment: 30

Manually entered accounting entry:

1. Simulated: when switching to simulated status on an accounting entry, the ‘amount of a simulated entry’ and the ‘amount available with simulated entries’ will be impacted. It is only when the entry is accounted that the ‘amount realised without commitment’ changes → consequently, the available amount will be updated.

That is to say, you will have the following amounts:

• Initial: 100

• Available: 100

• Simulated entries: 30

• Available with simulated: 70

• Realised without commitment: 0

::: caution These examples illustrate the workflow that has been simplified. The previous distribution amounts allocated to the budget have not been included.

Otherwise, the amounts will be added or deducted. :::

Budget form view

Access: Budget management → Budgets → Sale/Purchase budget

In the budget form view, you will also have several buttons allowing you to consult the details of the budget distribution. For example:

• Global budget commitment lines: these are the commitment lines that have been entered with the orders.

• Display realized without po: i.e. view details of non-binding commitments. This button allows you to see the budget allocations associated with invoices or accounting entries without orders.

-Display realized with po: i.e view details of binding commitments. This button allows you to see the budget allocations associated with invoices from orders.

• Display simulated entries: display simulated entries if you have entered budget distributions with entries with simulated status. Please note that this button appears when you are working with simulated entries on the budget.