6Utilities
Option 2Copy Budgets
This function allows you to copy budget amounts, by Budget Type and Fiscal Year, from one set of budget records to another Budget type and/or Fiscal Year. The actual budget amounts may be copied or you may initialize all of the budget amounts to zero. The following processing steps accomplish this job.
- Step 1This function allows you to enter the Budget Type and Fiscal Year to copy “from” and the Budget Type and Fiscal Year to copy “to”. An optional percentage is provided so that you can increase or decrease the budget values for all records within the specified range. The subsequent amounts can be rounded; or, budget values can be initialized.
The screen shown below allows you to enter parameters needed by the Copy Budgets utility.
Copy Budgets screen
Data items for the preceding screen are described below:
- Budget Type (From)
Alphanumeric, up to 12 characters Required Scan available
Define the budget type of the budget records you want to copy from. For example, if you want to copy the budget records from budget type ‘VERSION 1’ to a new budget type ‘VER- SION 2’ then enter ‘VERSION 1’.
- Fiscal Year (From)
Positive number, up to 2 digits
Supply the fiscal year of the budget records you want to copy from. For example, if you want to copy the budget records from budget type ‘Version 1’ for fiscal year 89 to the new fiscal year 90 then enter ‘89’.
- Start/End Account
Upper case, up to 12 characters Required Scan available
Define the first account number and the last account number of the range of budgets to be copied. For example, if you want to copy budgets for the range of accounts 400000000000 through 499999999999 of budget type “Version 1” to budget type “Version 2”, then enter 4000000000000 as the start account. The copy function will only include valid accounts within the defined range of accounts.
- Start/End Main Account
Upper case, up to 10 characters
A start and end range of the first component of the account structure can be entered to further refine the range selection of the budget records to be copied or created. For example, if you want to copy or create only accounts whose first account component is in the range 10100 to 12000, then enter ‘10100’ and 12000' as the Start and End range respectively.
- Start/End Sub Account
Upper case, up to 10 characters
A start and end range on the second component of the account structure can be entered to further refine the range selection of the budget records to be copied or created. For example, if you want to copy or create only accounts whose second account component is in the range of 300 to 320, then enter ‘300’ and ‘320’ as the Start and End range respectively.
- Start/End Division
Upper case, up to 10 characters
A start and end range on the third component of the account structure can be entered to further refine the range selection of the budget records to be copied or created. For example, if you want to copy or create only accounts whose third account component is in the range of 15 to 20, then enter ‘15’ and ‘20’ as the Start and End range respectively.
- Start/End Branch
Upper case, up to 10 characters
A start and end range on the fourth component of the account structure can be entered to further refine the range selection of the budget records to be copied or created. For example, if you want to copy or create only accounts whose fourth account component is in the range of 50 to 60, then enter ‘50’ and ‘60’ as the Start and End range respectively.
- Budget Type
Alphanumeric, up to 12 characters Required Scan available
Define the budget type of the budget records you want to copy to. For example, if you want to copy the budget records from budget type ‘VERSION 1’ to a new budget type ‘VERSION 2’ then enter ‘VERSION 2’. This must be a valid entry on the Types file.
- Fiscal Year (To)
Positive number, up to 2 digits
Supply the fiscal year of the budget records you want to copy to. For example, if you want to copy the budget records from budget type ‘Version 1’ for fiscal year 89 to the new fiscal year 90 then enter ‘90’.
- Increase by %
Number, up to 3 digits and 2 decimals
If you want to increase or decrease the values of the budgets to be copied by a percentage then enter the appropriate percentage. For example, an entry of 5.5 would increase all budgets in the specified range by 5.5% before they are copied (i.e., current budget value * 1.055). An entry of -15.0 would decrease the budget values in the range by 15.0% before they are copies they are copies (i.e., current budget value * .85).
- Initialize Budget Values
Y or N Default N Required
If the budget records to be created are to have initial values of zero for all months then enter ‘Y’; if the actual account balance values are to be copied into the actual budget months then use the default value of ‘N’.
- Rounding: Whole?
Y or N Default N Required
If you want the budget amounts that are created to be rounded to the nearest whole dollar amount, enter ‘Y’. For example, if the balance amount was determined to be $1108.32, and you entered ‘Y’, then the amount would be rounded to $1108.
- Rounding: Thousand?
Y or N Default N Required
If you want the budget amounts that are created to be rounded to the thousand dollars, enter ‘Y’. For example, if the balance amount was determined to be $1108.32, and you entered ‘Y’, then the amount would be rounded to $1000.
The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:
Press ENTER to display system-supplied information and then press ENTER again to save the information on this screen.
- Step 2In preparation or performing a sort/selection process on the Budgets information, this step provides sequencing of data records by Budget Type and Account, with no option to change the sequence at run time.
- Step 3This disposition type is used for all standard processing functions within General Ledger.
- Step 4According to previously specified criteria, this step actually performs the desired selection and/or sorting process.
- Step 5This step processes the information for Budgets. Under certain conditions, records in the Budgets and Budget Amounts files will be added.