GL Budgeting Training

Revised 9/7/00
Application: General Ledger
Process: Create Budgets
Objectives: 1. To define a budget.
2. To define a budget organization.
3. To enter budget amounts using ADI.
4. To upload budget amounts using ADI.
Prerequisites: 1. Definition of chart of accounts structure, set of books and accounting flefield
segment !alues.
2. "eneration of accounting flefield code combinations that #ill ha!e budget
amounts. $ith %elease 11, this can be accommodated through &racle "eneral
'edger(s mass maintenance functionalit). This can also be done b) creating a
*ournal in the Application Desktop Integrator +ADI, #ith the appropriate
budgeted accounts. The *ournal can then be imported into &racle "eneral
'edger, creating the code combinations !ia d)namic insertion, and then deleted
before it gets posted so that no accounting acti!it) takes place.
Overview.2
e!ine a Budget..2
e!ine a Budget Organi"ation..#
$ntering Budget A%ounts using A&..'
(ree"e Budgets..)2
*ote: %11i of the &racle applications re-uires !ersion . of the Application Desktop Integrator. $hile
this document #as updated #ith %11i of &racle "eneral 'edger, the ADI #indo#s and
documentation reference a pre!ious !ersion of ADI.
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GL Budgeting Training
Revised 9/7/00
Overview
/udgets #ithin &racle "eneral 'edger0
1ro!ide a measure against #hich actual business acti!it) is compared.
2an ser!e to control ependiture amounts in go!ernment organizations !ia budgetar) control and
encumbrance accounting.
/udgets can be entered into &racle manuall), copied and modified from another budget, entered as
*ournals, or entered through Application Desktop Integrator +ADI,.
e!ine a Budget
3a!igate to0 /udgets4Define4/udget
In the e!ine Budget screen0
3ame0 3ame of budget. 5ince most budgets change annuall), for clients
creating )earl) budgets, a concatenation of the budget descriptor
and fiscal )ear is recommended. 6or instance, 7T3 8I9$ :;.
Description0 Description of budget. 6or instance, 7ountain 8ie# /udget :;.
5tatus0 2lick field for poplist or <2trl='> to select status.
%e-uire /udget ?ournals0 @'ea!e unchecked4 If the %e-uire /udget ?ournals flag is enabled
for the set of books, this option #ill alread) be selected and can
not be changed. $hen )ou re-uire budget *ournals, )ou can onl)
use budget entr) methods that create *ournals, namel) budget
*ournals, budget transfers, 7ass/udgets, consolidation of budget
balances, and the Application Desktop Integrator(s ?ournal
$izard.
*ote: Ase budget *ournals to maintain an audit trail for )our budget balances. &ther budget entr)
methods update budget balances directl).
In the Budget Periods zone0
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Revised 9/7/00
6irst0 2lick field for poplist or <2trl='> to select first period of budget
'ast0 2lick field for poplist or <2trl='> to select last period of budget
7aster /udget0 2lick field for poplist or <2trl='> to select master budget name, if an).
+ave the budget.
$hen done B&pen 3et Cear( so that the budget can be budgeted against.
e!ine a budget organi"ation
/udget organizations indicate0
$hat se-uence the accounting flefield segments #ill be displa)ed in.
$hether pass#ord securit) is enabled.
$hat accounting flefield code combinations #ill be reported on or budgeted to.
3a!igate to0 /udgets4Define4&rganization
In the e!ine Budget Organi"ation screen0
3ame0 3ame of budget organization.
Description0 Description of budget organization.
&rdering 5egment0 T)picall), this #ill be the Account segment.
Displa) 5e-uence0 2lick in field to bring up Displa) 5e-uence #indo#.
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Revised 9/7/00
Indicate, using the numbers 1 through n, the order of the
accounting flefield segments #here n is the number of segments
in the accounting flefield.
In the Password +ecurit, zone0
9nabled0 Defaults to B3o(. Anless encumbrance accounting and budgetar)
control are in effect, this should be B3o(.
5et 1ass#ord0 If appropriate, enable pass#ord securit) b) clicking on this
button, and enter pass#ord.
2lick the -anges Button.
In the Account -anges #indo#0
'ine0 /egin #ith 1D and increment b) 1D.
'o#0 6lefield at lo# end of range. 1lease note that in the %2I
en!ironment )ou must onl) use a single D to represent the Blo#(
end since a BD( is greater than a blank
Eigh0 6lefield at high end of range.
T)pe0 2lick on drop do#n list to select t)pe, B9ntered( or B2alculated(.
Anless )ou are using budgetar) control, )ou #ill most likel) #ant
B9ntered.(
2urrenc)0 2lick on field for poplist or <2trl='> to select currenc).
+ave )our #ork.
"eneral 'edger launches a concurrent program to assign all the eisting accounts #ithin the designated
ranges to the budget organization.
2lick on the -ange Assign%ents button to re!ie# the accounts assigned to )our organization.
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GL Budgeting Training
Revised 9/7/00
To temporaril) delete an account assignment, put the cursor in the account assignment ro#, then0
from the menu bar select 9dit4Delete, &%
from the toolbar, select the Delete icon.
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Revised 9/7/00
2lick on .es in the Decision bo to temporaril) delete the account.
*ote: The account assignment is onl) deleted from the budget organization until the 7aintain /udget
&rganization program is run. That program is initiated b) clicking on the /aintain button on the
Define /udget &rganization #indo#.
To delete an account assignment permanentl) from the budget organization, delete the range that
includes the account. Then create a ne# range or combination of ranges that ecludes the account.
$ntering Budget A%ounts using A&
6ormerl) called "'DI, &racle(s ADI +Application Desktop Integrator, soft#are is a much more
streamlined method of budget entr) than using the 9nter /udget Amounts or 9nter /udget ?ournals
forms.
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Revised 9/7/00

After connecting to the database and calling up the ADI toolbar, select the budget #izard button +The
button that looks like a cr)stal ball.
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Revised 9/7/00
In the Create Budget 0or1s2eet form0
&rganization0 <2trl='> to select a!ailable organizations.
'imit Accounts0 2an further reduce accounts that #ill be budgeted to.
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Revised 9/7/00
5et 2haracteristics0 Displa) characteristics such as sort order, displa) order, #hether
to displa) and sort direction.
/udget0 <2trl='> to select a!ailable budgets.
2urrenc)0 <2trl='> to select currenc) of budget.
1eriod %ange0 $ill be defined b) the budget selected.
In the 0or1s2eet Options zone0
$orkbook0 <2trl='> to select B3e#( or B2urrent( #orkbook as appropriate.
Include0 <2trl='> to select B/udgets &nl)( or B/udgets and Actuals(
In the +tatus zone0
Allo# Apdate0 <2trl='> to select BCes( or B3o(. 5et to BCes( until budget is
frozen.
After the check button in the 2reate /udget $orksheet is pressed, a spreadsheet template is generated.
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Revised 9/7/00
The account combinations are those of accounts pre!iousl) created or used in &racle Applications.
3ote0 Anprotect the #orksheet to enter budget information andFor format the sheet.
/egin entering budget information on spreadsheet #hen finished, upload budget information to "' b)
clicking on the Apload to Interface icon.
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Revised 9/7/00
Apload 7ode should usuall) be set to %eplace. &ther parameters can be set at )our discretion. If 5tart
/udget Import is checked, the budget import routine #ill be launched in &racle "eneral 'edger and,
unless the import encounters problems, the concurrent re-uest #ill finish #ith modif)ing the appropriate
budget amounts.
&nce the *ournal upload completes, a "' Desktop Integrator #indo# pops up to displa) the follo#ing
information0
3umber of errors in the upload process
Import re-uest ID
A message indicating that a #atch re-uest has been submitted for the Import re-uest ID
2lick on O3 button to close the #indo#.
*ote: The 7essages column #ill eplain 8alidation problems if an) ro#s fail.
&nce the upload is completed, the budget is a!ailable for posting +or appro!al if it is re-uired, in the
"eneral 'edger.
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Revised 9/7/00
(ree"e t2e Budget
6reezing a budget pre!ents the budget from being modified.
3a!igate to0 /udgets46reeze
&nce in the 6reeze /udget #indo#, click on the &rganizations tab.
In the &rganization zone0
/udget0 2lick on field for poplist or <2trl='> to select a!ailable budget.
2heck the 6rozen bo and sa!e the form to Bfreeze( a budget. 1lease note that )ou simpl) remo!e the
check in the 6rozen bo and sa!e to Bunfreeze( a budget.
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