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Version: 8.1

Budget key

Introduction​

Why use a budget key?

  • The budget key enables the generation of budget distributions to be partially automated.

  • The budget key is constructed from accounting data.

  • The budget key will have the effect of making it compulsory to enter accounting and analytical data at budget level.

  • In addition, please note that it is compulsory to have one budget key per budget line.

Construction of the budget key​

It works as follows: for each budget line you will have to define one or more budget keys. The budget key must be created from the company, the accounting account (or the accounting accounts associated with the line), as well as the analytical axis and the analytical account.

At the level of the order/invoice/entry lines, you will be able to reconstruct a budget key based on the accounting and analytical data of the line. You will be able to reconcile it with the budget lines.

For this, it is important to have a uniqueness for each budget key. This is why, at the level of the generation of the budget key, a check is carried out to ensure that a budget key is unique.

Activate the budget key​

Access: Application config → Apps management → Accounting, configure → open the company's accounting configuration

  1. Analytic tab: open the Analytic tab.

  2. Enable budget key: activate the ‘Budget key’ option.

  3. Analytic axis: select at least one analytic axis for which you activate the budget key.

  4. Save the changes and update the page of your budget.

  5. If you open a budget line, you will notice that a budget key appears. Here you will find information about the company (AXE - Axelor), the financial account (602120), as well as the analytical axis (Axe 1) and the analytical account (AA1 - Analytic account).

tip

First approach : click on ‘See details’ button on a budget file → click on ‘Lines’ → click on the name of a line → you will see a budget key.

OR

Second approach: open a budget file → click on a Section → click again on a Section → click on a line → open the line → you will see a budget key

::: caution The budget key is unique and cannot appear on another budget line. :::

info

In order to be able to enter invoices and orders and automatically reconcile them with the budget key based on analytical data, it is necessary to activate analytical distribution at the level of the financial accounts.

Analytic distribution authorized: for example, for account 602120, which was used for the budget key, you must ensure that the “Analytic distribution authorized‘’ field is activated on the financial account form (access: Accounting → Configuration → Financial → Financial accounts).

You also have the option of entering a distribution model, but this is not compulsory. Once the budget key is activated, a new button appears for orders and invoices, as well as entries.

  • On the file of a quotation / purchase order:

  1. In the Content tab, enter an order line. The Purchase Order Line window will open.

  2. Account: in the Budget tab, enter the account. For example, 602120. Most products will have an account that has been already configurated.

  3. Analytic distribution model: in the Analytic tab, enter an analytic distribution model. You must also have at least one axis and an analytic account (AA1).

tip

Remember to activate Analytic distribution authorized option on the Accounting account (Settings tab).

If this option is unavailable, verify if the Manage analytic accounting feature is active (otherwise, the analytic accounting won’t work).

  1. Click on Ok.

  2. Save the changes on the Quotation/supplier order form.

  3. Compute budget distribution: click on the ‘Compute budget distribution’ button.

  4. Budget distribution: if you look at the Line detail table (the Contents tab), you will notice that the budget distribution has been generated (Purchase order line window, Budget tab) and directly associated with the relevant budget (Budget distribution table).

  5. Confirm the order.

note

If the notion of available amount is not respected, the total amount of the invoice line must be taken into account in the budget distribution.

info

Access: Budget management → Budget → Purchase budgets

The amount of budget distribution, as with manual entry, appears at the budget level in the Committed amount field (section ‘Total amounts’).

You have an additional option at budget level: ‘Automatic budget computation’.

When this option is activated, you no longer need to click on the ‘Compute budget allocation’ button to generate the distributions: the axis is launched when the orders, invoices or entries are validated.