Budget Alert Code - Additions, Changes, Deletions, Inquiry, Report and Audit

The Budget Alert Code - Additions module provides the facility to enter various alert codes that will be used in conjunction with GL alert logging.

The alert code database is central to the entire alert code processing. You can, however, operate your system without the alert logging and without completing any codes in the budget alert code database. The standard codes BØ through B5 shown below are incorporated into the programs and operate using the descriptions listed with each of the standard codes without any requirement for you to enter a database. This allows you to operate this new version without any additional changes to your operation. The only addition is that the over-budget conditions are defined more precisely for the general budget control and now provide a capability to use the GL variance field on a GL account setting a variance for an amount less than 100%. This ability to set the variance below 100% allows you to identify GL accounts that are approaching your user-defined budget threshold.

You may enter the default database codes BØ through B5 as database alert code items. The advantage of doing this is that you control the description used and presented to your operators whenever this condition is encountered during the data entry process. You cannot control the extended options, Items 2, 3, 4 and 5 for the default values. Logging of these items is controlled by the user profile options that say whether you are logging alert codes or not.

Alert Code

• Alert codes are up to 2 characters and may have any value with the following exceptions:

• Five default values have been established for monitoring present over-budget situations:

Code Description                                                                 Conditions                     

BØ     Over budget                                                                     No GL Variance

B1     Over budget within temporary budget authorization       Temporary Budget > Ø

B2     Exceeds budget plus temporary budget authorization     Temporary Budget > Ø

B3     Over budget within variance                                             Within Budget * Variance

B4     Budget exceeds threshold                                               GL Variance < 100%

B5     Budget exceeds variance                                                 GL Variance => 100%

LOG MESSAGE TO THE AUDIT TRAIL FILE

• An 'N' indicates this message is not to be logged in the audit file.

Suspend All Activity To This GL

• Enter 'Y' to suspend all entries to this GL under two conditions based on the budget variance described below. If the variance is set to zero, then this GL will be automatically suspended from activity. Any other value indicates the GL will only be suspended once it reaches the specified percentage of the budget.

• Enter 'N' to indicate that entry can continue to this GL, even if an over-budget situation occurs.

• Enter 'P' to indicate that the operator must first enter a password prior to entry to the GL. If a valid password is not entered, the action is similar to 'Y' and activity is suspended. Note: A password will be entered into the database if 'P' selected.

Display Message To The Data Entry Clerk

• This option allows the option of displaying the alert message to the operator.

• Enter 'Y' to display the message and allow the operator to cancel entry.

• Enter 'N' to not display the message. The option to cancel will not be given.

Variance (0-110%)

• The budget variance is used to specify at what point the alert should take effect. Once this percentage of the budget has been used, the alert code will be enabled. An amount of Ø indicates that the alert should always be in effect and depends only on the budget amount.

Message

• Depending on how each alert code is set up, this is the descriptive message that will display to the operator and logged in the audit trail file.

Budget Alert Code - Changes

The Budget Alert Code - Changes module allows you to make changes to alert codes. Field 01 cannot be changed.

Budget Alert Code - Delete

Budget Alert Code -Deletions database provides the facility to delete footnotes from the database.

• Click delete to delete budget alert code

• Click cancel to leave budget alert code

Budget Alert Code - Inquiry

The Budget Alert Code - Inquiry module allows you to view budget codes.

Budget Alert Code - Report

The Budget Alert Code - Report produces a report of alert codes and all information available through inquiry

Budget Alert Code Audit

The Budget Alert Code Audit module allows you to audit changes to alert codes made in the database.

Leaving the Budget Alert Code field blank will audit all alert codes.

Note: This report can be exported to Excel.