Budget Process

Budget | Budget Center | Import Purchase Order | Purchase Order | Purchase Receipt | Accounts Payable | Payment Voucher | Disbursement Voucher | Budget Variance Report

Budget

Creating Budget Center

1. Under Main Menu, Go to Maintenance then click Budget Center
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2. Under Budget Center, Click Add Budget Center Button
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3. Fill out the required fields then Click Save
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Adding Budget from Budget Center

1. Under Main Menu, Go to Maintenance then click Budget.
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2. Under Budget, Click Add Budget Button
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3. Fill Out the required fields, please do note under Budget Check that if Monitored is chosen, that the system will give notification if you exceed on the allotted budget amount but still allow to save the transaction. Else if Controlled is chosen, the system will not allow to proceed to the transaction if the amount exceed on the allotted budget amount.
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4. Fill Out the account budget then click Save.
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5. Under Budget, ask approval to the approver to approve the budget. For approvers, select the budget that needs to approved or reject. Click the Drop-down button then click Approve / Reject.
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6. Click Confirm to approve / reject the budget
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Financial Transaction

Creating Import Purchase Order with Budget

1. Under Main Menu, Go to Purchase then click Import Purchase Order
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2. Under Import Purchase Order, Click Add Import Purchase Order Button.
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3. Fill Out the required fields. When filling up the Budget, you can only add items whose item class is included on the assigned Budget center and Budget amount. The item class can be viewed in Maintenance Module -> Item Class -> View Item Class -> Accounting Details -> Purchase Details -> Debit Account.
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4. Click Save.
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Creating Purchase Order with Budget

1. Under Main Menu, Go to Purchase then click Purchase Order
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2. Under Purchase Order, Click Add Purchase Order Button
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3. Fill Out the required fields. When filling up the Budget, you can only add items whose item class is included on the assigned Budget center and Budget amount. The item class can be viewed in Maintenance Module -> Item Class -> View Item Class -> Accounting Details -> Purchase Details -> Debit Account.  Take note that you can also tag Purchase Requisition Items as an order if there is any.
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4. Click Save.
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Creating Purchase Receipt

1. Under Main Menu, Go to Purchase then click Purchase Receipt
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2. Under Purchase Receipt, Click Add Purchase Receipt Button
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3. Select Supplier then Tag the Import Purchase Order / Purchase Order.
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4. Fill out the required fields, then click Save.
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Editing Budget in Accounts Payable

1. Under Main Menu, Go to Financials then click Accounts Payable.
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2. Under Accounts Payable, Select the Accounts Payable that needs to update its details. Click the Dropdown arrow then click Edit.
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3. Under Account and Budget Details, you can change the Budget of the Specific Account
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4. Click Save to apply changes.

Creating Payment Voucher

1. Under Main Menu, Go to Financials then click Payment Voucher.
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2. Under Payment Voucher, click Add Payment Voucher
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3. Under Payment Voucher, Select Supplier then Tag payables.
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4. Complete Transaction in Accounting Details then click Save.
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5. Select the newly created Payment Voucher. Click the drop-down arrow then Click Post.
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6. Click Yes on the confirmation to complete the process.
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Creating Disbursement Voucher

1. Under Main Menu, Go to Financials then click Disbursement Voucher.
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2. Under Disbursement Voucher, Click Add Disbursement Voucher
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3. Fill out the required fields.
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4. Fill out the required fields under Accounting Details. Take note that you can also assign a budget on a project.
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5. Click Save
6. Select the newly created Disbursement Voucher, click the drop-down arrow then click Post.
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7. Click yes on the confirmation to complete the Posting Process.
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Budget Variance Report

Updating Budget in Budget Variance Report

1. Under Main Menu, Click Reports.
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2. Click Budget Variance Report under Budget Reports
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3. Under Yearly Tab, You can update the budget on the Budget Column. You can also filter the Budget Center and Account to quickly find the record that needed to update its Budget. Take note if there is an assigned budget amount on Budget Center you can view its monthly budget in the monthly tab which is computed by dividing the yearly budget by 12. You can also filter the month and year range in the monthly tab to quickly find the record for that budget.
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4. The system will notify you that the budget amount has been updated. You can also check the Budget under Maintenance Module to confirm that the budget amount has been updated.
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Viewing Summarized Transactions in Budget Variance Report

1. Under Main Menu, Click Reports.
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2. Click Budget Variance Report under Budget Reports
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3. Under Budget Variance Report, Select the Budget that you need to view its Transaction details in Allocated and Actual. Click the Link Amount to view its Summary of Transactions.
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4. Under Summary of Transactions, You can check the details of the Voucher on Voucher No. Column.
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Budget Tracking

• Purchase Order Transactions (Import/Local) with Budget applied will be move to Allocated Amount.
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• Once the transactions are paid and posted. Allocated budget amount will be move to Actual Amount
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