Budget Availability Report. Table of Contents

Transcription

1 Table of Contents Introduction... 2 Generating the Report... 2 Navigating the Report... 3 Selecting Account Assignment Elements... 8 Using the for Grants Troubleshooting Budget Availability Errors Checking for Negative Balances Extras Umoja Job 1/26

2 Introduction This job aid outlines the steps for using the in Funds Management. This report can be used to: 1. Monitor funding and budget consumption, including the released budget for grants 2. Drill down on the details of budget distribution and budget consumption 3. Troubleshoot budget availability errors 4. Check for negative balances To correctly interpret the budget availability report, users of this job aid should already be familiar with: 1. Master data in FM: fund, budget period, funds center, commitment item, functional area, funded program and grant; 2. The hierarchy of commitment items; 3. The relationship of GM master data and FM master data; and 4. The concept of budget control and the super class * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Generating the Report 1. Run transaction FMAVCR In the initial screen, change the control ledger to Z1. 3. Input the selection criteria. For this illustration, a basic combination of account assignment elements is used. Variations are covered in the latter part of this job aid. 4. After selecting the account assignment elements, run the report by pressing F8 or by clicking the Execute icon. Umoja Job 2/26

3 Navigating the Report This is the default initial view of the report: Expand the report hierarchy by clicking the arrow to the left of each line. Continue expanding the report until the desired level of detail is achieved, or until the lowest level is reached. The lowest level will be indicated by a small circle to the left of the line. To view more details, highlight the lowest level (note the circle to the left of the line), then click the Add Hierarchy icon. Umoja Job 3/26

4 2. Click the Add Hierarchy icon. 1. Highlight the lowest level. Additional levels are displayed. Umoja Job 4/26

5 TIP To quickly expand all sub-levels, highlight the To higher-level quickly expand node, all and sub-levels, the click highlight the the higher-level node, and then click the Expand Expand All icon. All icon. 2. Click the Expand All icon. 2. Click the Expand All icon. 1. Highlight this node 1. Highlight this node To quickly collapse all sub-levels, highlight the higher-level node, and then click the Collapse All icon. 2. Click the Collapse All icon. 1. Highlight this node 2. Click the Collapse All icon. 1. Highlight this node Report Content The report shows three columns of figures: a. Consumable amount shows the budget or allotment, which is at the commitment item class level b. Consumed amount shows the current budget consumption, which is at the individual commitment item level c. Available amount shows the available balance at the commitment item class level. For operating expenses, available amount is shown at the super class level only. Umoja Job 5/26

6 TIP To refresh the report without going back to the selection screen, click the Refresh icon. Umoja Job 6/26

7 To further drill down on the details of a specific amount in either the Consumable Amount or Consumed Amount columns, simply double click it. Alternatively, highlight the amount and then click the Documents icon. The documents making up the amount will be listed. Double-clicking the individual line items will open the document itself. To go back to the budget availability report, click the Back button. Umoja Job 7/26

8 Selecting Account Assignment Elements The extent of master data needed in the selection criteria depends on the user s report requirement in relation to the master data structure of the budget data. This means that: a. The user should be clear as to the required report output, and; b. The user should understand the coding block of the budget data. One of the most common selection combinations is Fund and Budget Period. For peacekeeping missions and other offices that use individual fund codes, this will be enough to show the budget availability for the entity for a specific period. Example 1. Show the budget availability for fund 20SKC for budget period P16: However, for other entities like regular budget offices and SPMs, which have fund codes that are used across departments (e.g., 10UNA, 62RPS and 10RCR), using only the Fund and Budget Period would not be enough to narrow down the budget data. Therefore, another aspect of the budget data needs to be brought in, such as Funds Center or Functional Area or Funded Program: Example 2. Show the budget availability for 10UNA in B17, but only for the funds centers within functional area 29ACE002: In some cases, the reporting requirement is to view the budget availability for a specific project. If the project s related funded program is known, input it in the Funded Program field. Example 3. Show the budget availability for project SB By leaving the Budget Period field blank, the report will show the availability for all budget periods. Umoja Job 8/26

9 Using Multiple Selection This function allows users to input more than one value for each account assignment element, e.g., more than one funds center, in the initial screen. 1. To begin, click the Multiple Selection icon: A pop-up window with four tabs will appear. The available options are: a. Select single values input individual values b. Select range input a range of values c. Exclude single values input individual values that will be excluded d. Exclude range input a range of values that will be excluded 2. Input the appropriate values in the applicable tab. Umoja Job 9/26

10 TIP To avoid typing several values that are already in another file (e.g., Excel), copy those values and then use the Paste function to transfer the values directly from the clipboard. 3. After entering the values in one or more tabs, click the Copy icon or press F8. Note that when the square within the multiple selection icon is shaded green, this indicates that there is an active multiple selection for this account assignment. Indicator is shaded green. 4. Run the report by clicking Execute or by pressing F8. Umoja Job 10/26

11 Following are examples of multiple selections. Example 1. Select fund centers 13910, and 13922: Example 2. Select budget periods from P14 to P16, i.e., P14, P15 and P16: Umoja Job 11/26

12 Example 3. Select all functional areas except 29ACC003 and 31ACB001. Example 4. Select all funds centers except to Umoja Job 12/26

13 Example 5. Combined multiple selection. Select the following funds centers: (a) 11586, and (b) to 13930, except 13912, 13917, 13918, and Using Selection Options Selection of account assignment elements can be further refined by using selection options. 1. To use this feature, double-click on the input field for the account assignment selection. The following options will be available: Select: Exclude: Umoja Job 13/26

14 2. Double-click on the applicable option, for example not equal to : 3. Input the appropriate value for the account assignment. Note the symbol to the left of the input field, indicating the selection option. 4. Run the report by clicking Execute or by pressing F8. Umoja Job 14/26

15 Example: To show the budget availability of a funds center, but only for internal orders or projects, i.e., not FPNR, the selection may look like this: Using the for Grants The can also be used for grants-related budget. Note that the report will show only the released budget of the grant and the related budget consumption. The process of generating the report is the same as described above, except for the use of the grant code in the Grant field in the selection of account assignment elements. Scenario 1: To check the budget availability for the entire fund, input the fund code in the Fund field and click the Execute icon (or press F8). It is recommended to view both the main fund (32XXX) and the partner pass-through fund (33XXX). Use the multiple selection function to select both funds. Umoja Job 15/26

16 TIP Do not input M99 in the Budget Period field. This will generate a No data available for your entries message. Umoja Job 16/26

17 When the report is generated, the default layout will show the budget availability of the fund, broken down by grant. Scenario 2: To check the budget availability of a specific grant, input the grant code in the Grant field. Again, do not input M99 in the Budget Period field. Click the Execute icon, or press F8. Umoja Job 17/26

18 Troubleshooting Budget Availability Errors When a user encounters a Budget exceeded by error when trying to create a budget-consuming transaction, one of the first steps in troubleshooting the error is checking funding sufficiency using the budget availability report. Example 1: To check the funding sufficiency, run FMAVCR02 and then take the coding block elements used in the line item, and input them in the account assignment selection. The report will show that the available budget is less than the amount used in the budget-consuming transaction, i.e., $40,83.04 < $50,000. Umoja Job 18/26

19 Example 2: Take the necessary coding elements to narrow down the budget data in FMAVCR02. In this case, it is fund, budget period and the funded program (because the cost object in the transaction is an internal order). The report will show that in FT10_Class_100, the available budget is less than the transaction amount, resulting in the budget availability error. Example 3: Again, take the necessary coding block elements from the transaction and input them in the account assignment selection. In this case, the funded program should be included because the cost object is a WBSE. Umoja Job 19/26

20 The report will show that the available budget is less than the transaction amount, resulting in the budget availability error. In the example above, it is important to note the relationship between the cost object (WBS Element SB ) and its related funded program (SB ). For the budget availability report, the funded program was used as the account assignment selection because the budget is issued at the funded program. When the budget is set up in a project structure, users need to be mindful of how the budget control is set up so that budget issuance and consumption are aligned. The budget control for grants depends on how the grant master data is set up. Umoja Job 20/26

21 Checking for Negative Balances One of the features of the budget availability report is showing only those budget addresses that have negative available balances to quickly spot budget overruns. To check for negative balances, input the selection criteria per the normal procedure. The only extra step is to tick the Display Budget Deficits Only radio button. The report generated will show only the budget addresses that have negative balances for each commitment item class. Umoja Job 21/26

22 Focusing on funds center in the illustration, note that the report is showing that there is a negative balance in FT10_Class_015. Compare the above report against the regular* budget availability report for funds center 12418, which shows all the commitment items for this funds center: *Regular = Display Budget Deficits Only is not selected. Umoja Job 22/26

23 Extras Changing the Layout By default, the budget availability report will show the account assignment elements in this order: grant, fund, budget period, funds center, commitment item, functional area and funded program. These settings can be viewed by clicking Layout Options. Default hierarchy of account assignments Depending on the report requirement, the user can rearrange the order that these account assignments appear in the report, by changing the levels before running the report. Example: With the default layout, this is how the budget availability report for fund 10UNA > funds center > budget period B17 will appear: Note that the budget data is broken down by commitment item class first, and then by funded program. However, the user may prefer to view the budget availability by funded program, and this can be done by moving up the level of the funded program field in the layout options, and adjusting the other levels accordingly: Umoja Job 23/26

24 Moved up to first level The resulting report will show the funded programs as the first level: Another layout-related option is to show the description of the account assignment element, instead of the code, by ticking the radio button for the description. Using the same selections as the preceding illustration, if the user opts to see the funded program description, the layout options can select Funded Program Description as the node text. Umoja Job 24/26

25 Using Variants Users can create a variant to save the selection criteria and layout options for subsequent use. 1. After setting up the necessary selections for the report, click the Save icon. 2. Input a variant name and description. Enable Protect Variant option if needed, so that other users will not be able to modify it. 3. Click Save. 4. To use the variant, click the Get Variant icon or press Shift +F5. Umoja Job 25/26

26 5. Input search criteria, such as variant name or user id, to find the variant. The fields can also be left blank to pull up all the available variants. 6. Click Execute or press F8. 7. Select the variant and click the Check icon. Alternatively, double-click the variant. The initial screen will be populated based on the variant s settings. Run the report per normal procedure. * * * * * * * * * * * * * * * * * * * * End* * * * * * * * * * * * * * * * * * * * * * * Umoja Job 26/26