PC130 Create and Maintain Project Budgets Training Guide

Transcription

1 Training Guide

2 COPYRIGHT & TRADEMARKS Copyright 1998, 2009, 2010 Oracle, IBM and Grant MacEwan University and/or its affiliates. All rights reserved. Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners. This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them in writing to: Information and Technology Services, Grant MacEwan University, P.O. Box 1796, Edmonton, AB T5J 2P2. This software is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications which may create a risk of personal injury. If you use this software in dangerous applications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy and other measures to ensure the safe use of this software. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software in dangerous applications. This software and documentation may provide access to or information on content, products and services from third parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third party content, products and services. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third party content, products or services.

3 Table of Contents... 1 Create a Project Budget... 1 Create a Budget Plan... 1 Create Budget Detail... 8 Maintain a Project Budget Retrieve a Project Budget from Budgeting Maintain a Budget Plan Maintain Budget Detail Page iii

4 Create a Project Budget Create a Budget Plan Procedure In this topic you will learn how to create a Budget Plan. 1. Click the Project Costing link. 2. Click the Project Costing Center link. 3. Click the Project Budgeting link. 4. Click the Budget Plan link. Page 1 of 51

5 5. Click the Add a New Value link. 6. Enter the desired information into the Business Unit field. Enter "MCEWN". 7. Click the Look up Project (Alt+5) button. 8. Choose the correct Project from the Search Results list. Click the link. 9. Click the Add button. Page 2 of 51

6 10. Click the Collapse Menu (Ctrl+Y) button. 11. Enter the identifier for this budget plan for the project. You CANNOT edit this field after the plan is saved. In this example leave it as the default Enter the Plan Description. It is either a Cost Plan or a Fund Plan. Enter the desired information into the Description field. Enter "Cost Plan". 13. Click the Status list. Page 3 of 51

7 14. Select a status of Active or Inactive for each budget plan. Only two budget plans can be active at any given time - one cost budget plan and one revenue budget plan. Click the Active list item. 15. No dollars are displayed as the details has not been entered. The Currency will default to Canadian dollars (CAD). Page 4 of 51

8 16. Click the Budget Type list. Page 5 of 51

9 17. Select the type of budget to create: Cost Budget - track actual costs associated with the project Revenue Budget - for projected revenue Click the Cost list item. 18. The Analysis will default in; however, you can use the look up to choose a different value. Page 6 of 51

10 19. Click the Save button. 20. Click the Calendar tab. 21. Use the Calendar screen to enter the Calendar ID. Click the Look up Calendar ID (Alt+5) button. 22. Choose the correct ID from the Search Results. Click the Project Costing Monthly Calend link. 23. The Start Date and Number of Periods will default in. The End Date will automatically be calculated using these two fields. 24. Click the Commitment Control tab. 25. There are no Exceptions for MacEwan. No action is required on this screen. 26. Click the Finalize tab. Page 7 of 51

11 27. The Finalize screen is not used until the budget is complete and approved. No action is required on this screen. 28. Click the Save button. 29. You have successfully completed the topic on how to Create a Budget Plan. End of Procedure. Create Budget Detail Procedure In this topic you will learn how to create Budget Details. 1. Click the Project Costing link. 2. Click the Project Costing Center link. 3. Click the Project Budgeting link. Page 8 of 51

12 4. Click the Budget Detail link. 5. Click the Look up Business Unit (Alt+5) button. 6. Choose the correct Business Unit. Click the MCEWN link. 7. Click the Look up Project (Alt+5) button. 8. Choose the correct Project from the Search Results list. Click the link. 9. Click the Look up Budget Plan ID (Alt+5) button. 10. Choose the correct Budget Plan ID from the Search Results list. Click the 1 link. Page 9 of 51

13 11. Click the Search button. 12. Click the Collapse Menu (Ctrl+Y) button to minimize the portal menu and give you more viewing space on the screen. Page 10 of 51

14 13. The Budget Detail Plan is auto populated with the Activities defined for the Project. Click the Distributed Budget list. 14. Click the Add To/Subtract From list item. Page 11 of 51

15 15. Click the Spread Option list. Page 12 of 51

16 16. Click the Adjust by Amount list item. Page 13 of 51

17 17. Click the Distribute Budget button. 18. Click the Save button. 19. Click the Budget Items button. Page 14 of 51

18 20. The Activity is now open and you can add Budget Items. Click the Look up Project Budget Item (Alt+5) button. 21. Choose the correct Budget Item from the Search Results list. Click the CONSLT link. 22. Click the Spread Option list. Page 15 of 51

19 23. Select the spread type from the list. The corresponding field(s) below will open depending on the Spread Option chosen. Click the Adjust by Amount list item. Page 16 of 51

20 24. Enter the desired information into the Budget Adjustment field. Enter "20000". 25. Click the OK button. 26. Click the Yes button. Page 17 of 51

21 27. Click the space below the scroll bar to move the screen down. 28. Click the Save button. 29. Click the Budget Items button for the next Activity. Page 18 of 51

22 30. Click the Look up Project Budget Item (Alt+5) button. 31. Click the space below the scroll bar to view more of the Search Results list. 32. Select the correct Budget Item from the Search Results list. Click the SUPPLIES ADMIN link. 33. Click the Spread Option list. Page 19 of 51

23 34. Click the Adjust by Amount list item. Page 20 of 51

24 35. Enter the desired information into the Budget Adjustment field. Enter "5000". 36. Click the OK button. 37. Click the Yes button. Page 21 of 51

25 38. Click the Project Detail tab. 39. Click the space to the right of the scroll bar to view more of the Project Details. 40. The Source Type, Category and Subcategory fields have been filled in. 41. Click the General Ledger Detail tab. 42. Click the space to the right of the scroll bar to view more General Ledger Details. 43. ChartField details have defaulted. 44. Click the space to the left of the scroll bar to move the screen back. 45. Click the Budget Periods tab. 46. Click the Distribute Budget button. 47. Click the space to the right of the scroll bar to move the screen to the right. Page 22 of 51

26 48. Note the Undistributed Adjustment column for each of the Activities. Click the Even Spread button. 49. The amount will spread evenly across the budget periods. Click the Even Spread button for the next activity. 50. Note the budget is not yet eligible for finalization. 51. Click the Budget Items button for one of the activities. 52. Without making any changes, click the OK button. Page 23 of 51

27 53. This action turns the Status from the yellow triangle (not eligible) to the green check mark (eligible). The Budget is now ready to be finalized. 54. Click the Save button. 55. You have successfully completed the topic to Create Budget Detail. End of Procedure. Maintain a Project Budget Retrieve a Project Budget from Budgeting Procedure In this topic you will learn how to retrieve a Project budget from Budgeting. Page 24 of 51

28 1. Click the Project Costing link. 2. Click the Budgeting link. 3. Click the Retrieve From Budgeting link. Page 25 of 51

29 4. If this is the first time you have run this report, you will need to create a new Run Control ID. If you have run this report in the past, you may use the Find an Existing Value screen to search for the previous Run Control ID you created. Click the Add a New Value link. 5. Enter the desired information into the Run Control ID field. Enter "PCRETRIEVE". 6. Click the Add button. Page 26 of 51

30 7. Click the Option list. Page 27 of 51

31 8. Choose the best option from the list. Click the All list item. Page 28 of 51

32 9. Click the Run button. Page 29 of 51

33 10. Click the Server Name list. Page 30 of 51

34 11. From the list displayed, choose the PSNT list item. Page 31 of 51

35 12. Click the OK button. Page 32 of 51

36 13. Make note of the Process Instance number directly below the Run button. Click the Process Monitor link. 14. The Process Monitor allows you to view the status of the report while it is being run, and provides you with a link to view the details of the report after it has been successfully posted. You can use the fields at the top of the screen to narrow down the Process List if you are looking for a specific report. Find your Process Instance number in the Process List. Page 33 of 51

37 15. Click the Refresh button to refresh the screen until the Run Status displays as Success and the Distribution Status displays as Posted. Click the Refresh button. 16. Once the report has been run and successfully posted, you can return to the Retrieve from Budgeting screen, or you can navigate to a new area of PeopleSoft using the portal menu on the left. Click the Go back to Retrieve from Budgeting link. 17. You have successfully completed the topic on how to Retrieve a Project Budget from Budgeting. End of Procedure. Maintain a Budget Plan Procedure In this topic you will learn how to Maintain a Budget Plan. Page 34 of 51

38 1. Click the Project Costing link. 2. Click the Budgeting link. 3. Click the Budget Plan link. Page 35 of 51

39 4. Enter the desired information into the Business Unit field. Enter "MCEWN". 5. Click the Search button. 6. Choose the correct Project from the Search Results. Click the Project 1 link. Page 36 of 51

40 7. Click the Collapse Menu (Ctrl+Y) button to minimize the portal menu and have more viewing space on the screen. 8. You can now review the information contained in the Budget Plan. If Budget Details have been entered, you will see dollar values populated in the screens. Navigate the Budget Plan using the tabs and buttons available. 9. Click the Budget vs. Actual button. 10. The Budget vs. Actual screen gives you a comparison of actual, remaining and budget amounts. In this example, there are no actuals yet, so the Budget and Remaining amounts are equal. Page 37 of 51

41 11. Click the Return to Budget Plan link. Page 38 of 51

42 12. You can also make any necessary adjustments to the Budget Plan. Click the Status list. Page 39 of 51

43 13. Click the Inactive list item. Page 40 of 51

44 14. Click the Save button to save any modifications made to the plan. 15. Click the Return to Search button. 16. You have successfully completed the topic to Maintain a Budget Plan. End of Procedure. Maintain Budget Detail Procedure In this topic you will learn how to maintain Budget Details. Page 41 of 51

45 1. Click the Project Costing link. 2. Click the Budgeting link. 3. Click the Budget Detail link. Page 42 of 51

46 4. Enter the desired information into the Business Unit field. Enter "MCEWN". 5. Click the Search button. 6. Choose the correct Project from the Search Results list. Click the link. Page 43 of 51

47 7. Click the Collapse Menu (Ctrl+Y) button to minimize the portal menu and give you more viewing space on the screen. 8. Use the tabs and links on the screen to view any of the Budget Details. You can also make any necessary modifications to the details. 9. Click the Budget Items button. Page 44 of 51

48 10. Click the Spread Option list. Page 45 of 51

49 11. Click the Adjust by Amount list item. Page 46 of 51

50 12. Enter the desired information into the Budget Adjustment field. Enter "2000". 13. Click the OK button. 14. Click the Yes button. Page 47 of 51

51 15. Click the scrollbar. 16. Click the Even Spread button. 17. Click the scrollbar. 18. Click the Distribute Budget button. 19. Click the Save button after any modifications you have made to the details. 20. You have successfully completed the topic on how to Maintain Budget Detail. End of Procedure. Page 48 of 51