Maintaining the Budget in Grantee Management 

Use

You use this function to enter your Grantee Management (GM-GTE) budget.

Prerequisites

You have:

·        Carried out the customizing work described in GM-GTE Customizing: Budgeting and Availability Control.

·        Maintained the following tabs as appropriate in the master data of the grant for which you want to enter a budget:

¡        Budgeting

¡        Dimensions

¡        Cost Sharing

¡        Indirect Costs

¡        Sponsored Objects

Procedure

...

       1.      In the GM-GTE part of the Easy Access menu, choose Budgeting  ®  Entry Documents  ®  Create Budget Document.

The GM Budgeting used by (your user name) screen appears.

The upper part of the screen contains the header area, which shows the header data for your budgeting document.

       2.      Make the following entries in the header:

¡        Process – for example, entry, supplement return, or transfer

¡        A header description

¡        Document type

You have defined the available type(s) in customizing.

¡        The grant applying to the budget you want to enter

¡        Budget version

¡        Document date

The system defaults today’s date, but you can overwrite this.

¡        Reason code

You have defined the available reason codes in customizing. Examples might include proposals or supplements.

       3.      When you have finished, choose Enter.

If anything is wrong – for example, the grant you have specified does not match the other settings - the system displays an error message at this point. Choose Error Log to display details of the problem.

The lower part of the screen now shows up to four tab pages, as follows:

¡        Hierarchy View

This shows the fund, sponsored program, sponsored class, and time period hierarchies, displayed in the columns you chose. To vary the columns in the display, choose Change Layout and remove columns or insert additional columns to suite your requirements.

The display also shows indirect cost and cost sharing details based on the grant master data for the respecteive details.  if appropriate. When you enter budget amounts and choose Enter, the system calculates the resulting values.

Choose the Adjust Down-Top button to have the system adjust and balance the budget entry within the fund, sponsored program, sponsored class, and time period.

The budget should always be entered at the lowest level of the hierarchy – that is, the time period. The total values in the lower lines cannot exceed the value in the top line.

¡        List View

This tab shows the same information as the Hierarchy View tab, in a spreadsheet format. The posting date can be adjusted for each line item and you can enter line item texts. Any changes you mak to the budget amounts on this tab are reflected in the hierarchy view tab as well.

¡        Cost Sharing

This tab appears, for information only, if the grant involves a cost-sharing arrangement. The cost sharing percentages on the tab are based on the cost sharing rule and rates entered on the cost sharing tab in the grant master record.

¡        Indirect Cost

This tab appears, for information only, if the grant involves an indirect cost (overhead) arrangement. The indirect cost percentages on the tab are based on the indirect cost rule and rates entered on the overhead tab in the grant master record.

       4.      If, at any point, you need to display the budgeting dimensions (fund, sponsored classes, sponsored programs, and time slices) applying to the tab displays, choose Dimension On.

       5.      Save your entries.

Result

The budget for the grant is now available. You can change or display it by choosing the Budget Overview button in the GM budgeting workbench or the appropriate paths from the GM part of the Easy Access menu.

Other Functions in the Budget Maintenance Transaction

·        Choose Budget Overview to display a tabular summary of the current budget.

·        The results displayed can be altered using the check boxes provided. The options include:

¡        Released and/or unreleased budget

¡        Posted, preposted (that is, parked), and held budget documents

¡        Budget versions

¡        Display all account assignment elements or only those with budget postings

·        It is possible to create a new budget entry document by referencing an existing one, either held or effective. To do this from the initial screen, choose Document ® Create with Reference, select Effective or Held, then use the resulting list to select the document you want to reference.

·        You can delete held documents already created. To do this, access the document, then choose Document ® Delete.

 

See also:

GM Budgeting: Revenues Increasing the Budget