Budget Checking in MyPortal
The Budget Check function is normally visible by selecting Budget Review from the bottom of the document in MyPortal or it will appear when the document is posted, if the budget check has been set up in Distribution.
The Budget Check option at the bottom of the document shows only the Nominal / Accounts exceeding their budget.
Configuring PS Financials for budget checking requires access to the PSFADMIN account and should only be done by your system administrator.
Budget checking is not configured within the MyPortal application but is set within the PS Distribution module workflow.
The budget check, if specified, is assigned to each combination of
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Status codes (POPSTATUS)
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a document types (REQ,PORD etc)
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a usergroup
For instance a POPSTATUS used against one usergroup may be enforced, but the same status against another usergroup is only checked.
The budget check can be assigned against
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the budget value for the period and/or
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Year to Date budget value
If you wish to enable the check to be against the Full Year then a change is required in a PS Financials database table (details below), which you should refer to PS Financials.
Distribution Workflow Configuration
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Open Distribution, either from the desktop shortcut, or by clicking on the Windows/Start Menu > All Programs > PS Financials > Distribution. You will need to be logged in as someone with administrative rights.
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Once the Distribution module opens select the Masters>Workflow>Document Types.
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Once you have clicked on this option you will be presented with the following screen. This allows you to see the individual document types and their settings.
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Select the Requisition document type, as this is most likely where you would want to check whether you have enough budget left to request the order to be placed, and then select Workflow.
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Select the relevant user group and then click on the Edit Status button.
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This allows you to specify whether the user group can allocate items of this document type, the amount to which the user group can post, whether the user can amend items with that document type, view only, or no access to the document type.
The budget information is set at the bottom of this screen with the system either being allowed to have “No check”, “Check” or “Enforce” budgets set within IRIS Financials .
With these settings the following should happen:
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No check – allows all postings, regardless of whether they are within specified budget requirements.
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Check – gives a warning if the posting goes over the specified budget requirements.
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Enforce – stops any postings above the specified budget requirements.
The two further options, under the Budgets heading are whether the Period budget is checked or enforced and whether the Year to Date budget is checked or enforced. These work independently of each other and can be set so that either/or can be enforced, checked or have no check specified.
Default Budget Setting
MyPortal checks against one budget, which is specified in the Parameter’s section of PS Distribution, which can be found under the Masters menu.
Selecting this menu option will display the following screen:
From here you can specify the Default Budget to be checked. Once set, select OK to save any changes.
myPortal Budget Checking Parameter
You see one parameter referring to Budgets in myPortal at Settings > Portal Setup > Purchase Settings.
This check box affects the budget display during the authorisation process for documents which have a mixture of authorised and unauthorised lines. When the Alternate budget check is switched on the budget display will include the effects of authorised lines within the document.
The budget check will apply against the particular nominal / account combination being used on the document. If you want to set up the budget check to work at account level only, this is possible in Builds 20 and later of myPortal. See: Budget Checking at Account Level Only in My Portal