Summary

The PM module Budget Adjustments process is used to establish and adjust project budgets. The budgets are attached to Tasks which are created within Projects. The budgets are broken down by LEMS classification within each Task.

If the Transactions must have associated budgets toggle is checked on the PM Setup window, individual task budgets must be set up before processing transactions for that task.

Step by Step

1     Open or create a new Budget Adjustments batch.

• Open the Budget Adjustments Batches window (PM> Budget Adjustments). The Batches window will display all the open Budget Adjustments batches.
• Select a batch and click DETAILS to open the selected batch.
• Select a batch and click the Delete button to delete the selected batch. Any uncommitted adjustments in the batch will be deleted.
• Click the Create New Batch button to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Budget Adjustments process, you can create a new batch without affecting the open batches.
• The Batch Month and Batch Year fields default to the current date and are used for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
• Click the Create New Batch button to create the new Budget Adjustments batch.

2     Open the Batch Overview page. 

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Budget Adjustments process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Budget Adjustments process.

3     Import Budget Adjustments. This is an optional step.

• Select Import Adjustments from the Budget Adjustments menu. This will open the Import Adjustments window.
• The Format field will be disabled and the Standard import will be automatically selected.
• Click the BROWSE button to browse to the import file or drag and drop the file into the area to the right of the button.
• Click VIEW FORMAT to display the expected file layout.
  • The standard budget adjustments import file includes Tax Code 1, Tax Code 2, LEMS Code, Adjustment Description, and Adjustment Amount data.
• Click the Submit button   to import the adjustments.

4     View and edit the Budget Adjustments in the batch. 

• Select Edit Adjustments from the Budget Adjustments menu. This will open the Edit Adjustments window.
• The Edit Adjustments window will display all of PM Projects that have been created in the application.
• Click the Expand button next to the project you would like to adjust. This will expand the project and display the current project budget broken down by LEMS code.
  • Enter the budget adjustments in the appropriate New Budget fields.
  • Enter an optional Adjustment Description if desired.
• Click the Save button when complete.

5     Print the Proof List.

• Open the Print Proof List window (PM> Budget Adjustments> Proof List).
• The Proof List will display the Project, Task number, Adjustment Date, Description, LEMS classification, Old Amount, New Amount, and Adjustment Amount. The report will also provide Task, Project, and Report totals.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

6     Commit the Budget Adjustments batch.

• Select Commit from the Budget Adjustments menu. This will open the Batch Commit window.
• Click the Commit button to commit the Budget Adjustments.
• The date the Budget Adjustments batch is committed is the post date of the batch. The post date will be assigned to the budget adjustments in the batch as the transaction date and can be used in reporting.