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Version: 2.1 Last Updated: 12th June 2009

InsightSoftware.com Budgeting User Guide

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Contents

1. Administration Setup........................................................... 3

Welcome ................................................................................................................................3 Who should use this guide? ................................................................................................3 Budgeting Flow .....................................................................................................................3

2. Definitions ............................................................................ 4

3. Admin Tool Setup ................................................................ 6

Repository Setup ..................................................................................................................6 Licensing ...............................................................................................................................9 Capabilities ......................................................................................................................... 10

4. Budget Configuration ........................................................ 14

Define Participants............................................................................................................. 19 Create a Cycle .................................................................................................................... 20

5. Budget Submissions ......................................................... 25

Data Entry ........................................................................................................................... 25 Roll Over ............................................................................................................................. 28 Submission ......................................................................................................................... 28

6. Cycle Management ............................................................ 30

Activity Status .................................................................................................................... 30 Cycle Status Commands ................................................................................................... 33 Finalize ................................................................................................................................ 33 Reject/Approve ................................................................................................................... 34 Close Cycle ......................................................................................................................... 34 Upload ................................................................................................................................. 34

7. Designing Forms ............................................................... 36

Form Requirements ........................................................................................................... 36 Show Missing Balances .................................................................................................... 37

8. Further Information ........................................................... 39

Contacts .............................................................................................................................. 39 Technical Support .............................................................................................................. 39 Notices and Disclaimer ..................................................................................................... 39


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Welcome Welcome to the Insight

® Budgeting Module™.

Insight® provides a true real time budgeting and forecasting capability. The

Budgeting module stores submissions in its own dedicated Repository, separate from JD Edwards™. Ledger types identify the submissions so that Insight

® inquiries can be designed to include „real‟ JD Edwards™ ledger

types alongside preledger types used in budgeting. This allows the software to seamlessly draw on both sources of information, providing true, real time budgeting with the completed budget cycle data that can optionally be updated to JD Edwards™ at the end of the process.

The commit or upload procedure is accomplished via the General Ledger Budget Balance Batch file (F0902Z1) if this table is present in your JD Edwards™ system.

Who should use this guide? This guide explains the Budgeting features in Insight

® and the Console.

Novice and experienced users alike will find this guide useful in introducing the features and functionality of the module. For installing and configuring, please see the Installation Guide.

Budgeting Flow

Figure 1-1: Budgeting Flow


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Activities

An activity defines each type of budgeting or forecasting to be carried out, i.e. a „Financial Management Budget‟ or „Sales Forecast‟. Each activity has a set of participants and is comprised of one or more cycles. The cycles, in turn, represent iterations of the activity, typically over the course of a year.

Participants

The staff members taking part in a budgeting or forecasting activity belong to one or more roles or groups within the activity:

Contributors input budgets and finalize their submissions.

Approvers approve/reject submissions.

Controllers manage the contributions of participants and upload submissions to JD Edwards™.

Supervisors manage the activity, its participants and its cycles, and can also perform uploads to JD Edwards™.

Insight® Administrators are automatically granted the Supervisor role for

every activity, regardless of whether they are named as participants.

Cycles

A cycle consists of a time frame (i.e. a fiscal year) within which the budget is created. Each activity must have at least one cycle, and further cycles may be defined if iterations are to be performed. One or more budgeting preledger codes are associated with each cycle and typically only one cycle is active at any given time.

Forms

Forms are standard Insight® inquiries which are used to input budget/forecast

figures. Forms are associated with a cycle and can therefore vary by cycle within an activity. Often many forms are used within a cycle.

By default, every Contributor is assigned to every form within a cycle, but a Supervisor or Controller can override this to exempt a user from any form. It is also possible to exempt multiple Contributors from a given cycle of an activity.

Preledger

This is a ledger type that identifies the submissions. Insight® reports can

include both real JD Edwards™ ledgers as well as preledgers designed for use in budgeting.

Scope

By setting a scope, Supervisors can control the areas and fields where contributors can input or edit budgeting amounts. A scope defines the field combinations (i.e. business unit and period) available for entering submissions.


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Notifications

Email notifications can be sent to participants on a variety of occasions, such as seeking approval for submissions.

Submissions

These are the budget amounts submitted by Contributors in the budgeting ledger.

Activity Status

This is the current situation of an activity, for example „Inactive‟, „Active‟ or „Completed‟, depending on the status of the incorporated cycles.

Overall Cycle Status

This is the current status of a cycle. The status can be „Unopened‟, „Open‟ or „Closed‟, and is controlled by the Supervisor. Once all cycles within an activity are closed, the activity status automatically changes to „Completed‟.

Detailed Cycle Status

This is the status of each individual form/participant within a cycle. This status is available from the Status icon and can be changed at any time during the budget cycle.


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Repository Setup Before installing the Budgeting and Forecasting module, a Database Administrator must create an empty database or library for its Repository (separate from the Insight

® Repository). An important requirement is that it

must be possible for Insight® to execute a SQL query using its JD Edwards™

Data connection, which retrieves information from both JD Edwards™ and Budgeting simultaneously. The Budgeting Repository must be located on the same database server as JD Edwards™. Please contact your Database Administrator if you need help with this initial process. Existing Insight

® Profiles in the Administration Tool must be updated to

incorporate additional information for budgeting. The first addition is in the Module Selection step as shown in Figure 3-1, where Budgeting must be selected if budgeting features are to be available.

Figure 3-1: Module Selection Step of Configuration Wizard


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When the Budgeting module has been selected, the step after the Table Locations is defining the Budgeting database connection (see Figure 3-2). The Budgeting ODBC connection must be write-enabled and have:

Read, write and create permission within the Budgeting Repository

Read and write permission for the Budget Balance Batch table (F0902Z1) in JD Edwards™

Read permission for the Account Master table (F0901) and Account Balances Table (F0902) in JD Edwards™.

Figure 3-2: Budgeting Connection Step of Configuration Wizard


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While it is possible to use the existing JD Edwards™ data connection for budgeting, it is recommended that a separate ODBC connection be defined for enhanced security; a New button is provided to facilitate this. In the Table Locations section of the step, the wizard asks for the location of the Budgeting Repository, from the point of view of the JD Edwards™ Data connection. If a Repository has been already initialized, it will be listed in the drop-down box, otherwise the location must be typed in. For SQL Server, enter the name of the database in SQL Server (which can be different than the ODBC connection name). This should be followed by a period (dot), followed by the username of the database owner (typically, „dbo‟). For DB2 on AS/400, just enter the Budgeting library name, which must be among the libraries permitted by the Client Access ODBC connection. The wizard also asks for the location of the Budget Balance Batch table in JD Edwards™, which will be accessed via the Budgeting database connection. This will be listed automatically if it is visible via the JD Edwards™ Data connection; otherwise, enter the database name and owner or library name. Budgeting uploads require read and write access to this table. When you save the profile with Budgeting enabled, the final processing will include a step which initializes the Budgeting Repository if it has not been done previously.


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Licensing The user must be configured with a license via License Assignments, which exists within Insight

® „s Administration Application (see Figure 3-3).

Figure 3-3: Budget Module Selection

There are two options for Budgeting (depending on your license key conditions):

Budgeting (BUD) - In conjunction with the Budgeting Participant Roles and Capabilities, this provides controlled access to all Budgeting dialogs.

Budgeting Contributor (BUC) - Budgeting Contributor users (without a Budgeting or BUD License) can only submit and finalize their own budget entries, ensuring a clear divide between submitting/finalizing and approving/uploading. A BUC user must be named as a Contributor in the current cycle and have the Participant capability granted.


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Capabilities Budgeting Capabilities can be set at a user or group level. Within the Administration Application, expand Users and Groups, expand Everyone, and then „right-click‟ on a user/group. Select Capabilities. Budgeting Capabilities can either be set in the Budgeting Tab or within the Advanced Button (Figure 3-4):

Figure 3-4: Accessing and Setting Budgeting Capabilities

Clicking on the Advanced button launches the Edit Capability Settings dialog as shown in Figure 3-5. First expand IS Inquiry Settings and then Budgeting and Forecasting. You can then edit the Capabilities at the user or group level.

Figure 3-5: Budgeting Feature Control


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Participation

The Participation capability permits inclusion as a participant in a budgeting or forecasting activity. If granted, it allows access to the Submission and Status icons on the Budgeting Ribbon Menu. The default setting is false.

Management Permission

The Management Permission capability grants management rights within the Budgeting module. If granted, it allows access to the Activities icon on the Budgeting Ribbon Menu. The default setting is false.

Administration Permission

The Administration Permission capability grants full administrative rights within the Budgeting module. The default setting is false. If granted, it allows the user to view all activities in the Activities icon. An Administrator can create, edit and delete activities and budget ledgers. It also allows access to the Forms tab page of the Budget Management dialog, and therefore the adding, editing and deleting of forms. Within the Activity dialog, an Administrator can open and close cycles. Within the Cycle Status dialog, it enables the Override, Upload and Clear buttons, and displays all cycle participants.


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Enable Missing Balances

The Missing Balances feature can be used in Budgeting, allowing users to see rows from a new account, business unit, etc. that have no balance in the inquiry. This feature is accessed within the Administration Application using the Capabilities function against a particular user or group. Using the Advanced Option, expand IS Inquiry Settings and then Feature Control, and then select the capability Show Missing Balances (see Figure 3-6). Set „Editable‟ to Yes, and check the „Control Show Missing Balances Feature‟ option.

Figure 3-6: The ‘Show Missing Balances’ Capability

Refer to the Show Missing Balances section for further detail on using this feature within Insight

®.


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Enable Email Notification

In order to enable the email notification functionality, you must have the email address set up in the user‟s profile within the Administration Tool. Under Users and Groups, select Everyone. „Right-click‟ on a specific user and select Edit. In the User Definition, you can define the user‟s email address (Figure 3-7).

Figure 3-7: Email Address Set in User Definition


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Once the Budgeting options have been set in the Administration Tool, the Budgeting Ribbon Tab is available within Insight

®, and the following icons

are available on this Ribbon. The functions of each are described below.

Icon Function Description

Activities

Opens the Budget Management Dialog

window

Cycle

Status Opens the Cycle Status window

Submission Enables you to enter data into the form

Table 4-1: Budgeting Features

Set Activities, Ledgers, Forms

Set Activities

The Activities icon opens the Budget Management dialog as shown inFigure 4-1. (A capability restricts access to this dialog to budget Supervisors and Controllers only, and further restricts access to activities for which the current user is a Supervisor or Controller listed within it.)

Figure 4-1: Activities Tab within Budget Management Dialog

The Activities tab shows the status of an activity; if one or more cycles of the activity are currently open, the status is „Active‟, if all the cycles of an activity have been opened and subsequently closed, the status is „Completed‟. Otherwise, the activity is „Inactive‟. Supervisors can create, edit, and delete activities. If an activity is deleted, all data associated with it, including submissions which have not been uploaded to JD Edwards™, will also be deleted. For Controllers, this dialog offers the Status button only.


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The New and Edit buttons open the Activity Definition dialog. The Status button opens the Activity Status dialog.

Define an Activity

The Activity Definition dialog (Figure 4-2) is used to create a new activity or to edit an existing one. A new activity must be given a unique name (which cannot be changed after it is created), and its participants and their roles must be specified. One or more cycles must also be added to it.

Figure 4-2: Activity Definition Dialog

The dialog lists the cycles of the activity with their name, budget ledger(s), and where applicable, their opening, deadline and closing dates. A new cycle starts with a status of „Unopened‟, subsequently becoming „Open‟ and then „Closed‟. Cycles are opened and closed within the Cycle Status dialog. Cycles can be opened and closed repeatedly, but cannot be at an „Unopened‟ status again. Frequently a new activity or cycle will be very similar to one defined previously (e.g. identical except for a new period or year). The Activity Definition dialog has a Copy button which allows you to create a copy of an existing activity or cycle and then edit it to meet your requirements. Budget Supervisors may define additional cycles, edit existing ones, or delete cycles. Deletion of a cycle will result in removal of all information associated with that cycle, including any submissions which have not been uploaded to JD Edwards™. Supervisors may also edit the activity‟s participants and their roles.


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Manage Ledgers

The Budget Management dialog (Figure 4-3) also provides a Ledgers tab in which the budgeting preledgers can be defined and edited. This page is visible to Budget Administrators only.

Figure 4-3: Ledgers Tab within Budget Management Dialog

Selecting the checkbox in the Active/Code column adds the corresponding budget ledger to the current inquiry.

NB YOU CAN INCLUDE MORE THAN ONE BUDGET LEDGER IN AN INQUIRY. A BUDGET

LEDGER CAN ALSO BE USED BY MORE THAN ONE CYCLE, INCLUDING CYCLES OF

DIFFERENT ACTIVITIES.


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The Add button allows you to define new budgeting preledgers by entering the code, a description (caption), and selecting the JD Edwards™ ledger to which submissions will be eventually uploaded (see Figure 4-3).

Figure 4-4: Budget Ledger Definition Dialog

The Preledger Code must be comprised of two upper-case alphanumeric characters (A to Z, 0 to 9) or the percent sign (%).

NB THE PRELEDGER CODE MUST BE UNIQUE WITH RESPECT TO JD EDWARDS’™ LEDGERS

AND OTHER EXISTING BUDGETING LEDGERS.

After a preledger code has been created, the description and the upload ledger can still be changed. In order to delete a Budget Ledger, any cycle using that ledger must be closed first.


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Manage Forms

Once the inquiry has been designed (see Designing Forms) and saved, and permissions have been provided for all relevant users, use the Forms tab of the Budget Management dialog (see Figure 4-5) to add the inquiry to the list of available forms. The inquiry itself remains stored in the Insight

® Repository,

not in the Budgeting Repository.

Figure 4-5: Forms Tab of the Budget Management Dialog

If the inquiry is renamed or moved to a different folder, the Select button on the Forms page allows updating of the name and location without having to edit each budget cycle associated with the form. The Select button can also be used to choose a different inquiry to represent the same form, again without editing each cycle. The Remove button only removes the selected inquiry from the list of available forms; it does not delete the inquiry itself. A budgeting form can only be removed if it is not currently in use by any cycle. The Rename button allows changes to the name of the form, as referenced within cycles; it does not rename the inquiry.

NB A FORM CAN BE INDEPENDENTLY EDITED, EVEN WHILE IT IS IN USE BY A CYCLE.

You cannot delete a form which is currently in use. You can see which cycles are actively using forms within the Forms tab of the Budget Management dialog; select a form and click on the Cycles button.


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Define Participants Within the Activity Definition dialog, click the Select button to view the Participants dialog (see Figure 4-6), which is used by Supervisors to specify the staff members involved in a budgeting/forecasting activity and their roles:

Figure 4-6: Participants Dialog

It is possible to edit the participants while a cycle is open. However if a participant is removed, for example, any submissions they have made which have not been uploaded to JD Edwards™ will need to be deleted. In the above example, there is one Supervisor, Dean, who can manage any aspect of the activity. Members of the Administrators group in the Insight

®

also possess the Supervisor role for any activity, but are not shown in this dialog. (Note that having the Supervisor role does not confer the Contributor or Approver roles.) Two Controllers are defined, Debbie and Annette, each with a set of Approver and Contributors whose submissions they manage. There are two Approvers, Debbie and Gideon, who can approve the submissions of their respective Contributors. Debbie is also a Contributor, which means she can approve her own submissions.


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The Contributors are Debbie, Rod, Mary, John and Paul; each has a budgeting scope defined, which limits what they can submit. In this example, each scope comprises of a single business unit or company. Rod, for example, is limited to submissions for the Marketing Company only. Contributor scopes are optional, but can include one or more codes from a dimension(s) – business units, accounts, periods, etc. A scope limits submissions only; it does not restrict reporting.

Create a Cycle Within the Activity Definition dialog, you can create or edit a cycle by using the buttons on the right-hand side of the dialog (Figure 4-7):

Figure 4-7: Managing a Cycle

For example, if you are creating a new cycle, you will see the dialog as in Figure 4-8:

Figure 4-8: Identification Tab of Cycle Definition Dialog


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Identification

Each cycle is identified by a unique name which must be provided when the cycle is defined and cannot be changed afterwards. The description of the cycle is optional. A cycle is also associated with one or more preledger codes, defined previously via the Ledgers tab of the Activities dialog. One or more preledger codes can be used in a cycle, and only the selected preledger codes may be submitted by Contributors for this cycle. The preledger codes form an implicit part of the cycle‟s scope.

Assign Forms

When creating or editing a cycle, within the Forms tab of the dialog (Figure 4-9) you can manage the forms associated with the cycle. All the inquiries which have been previously registered as budgeting forms via the Activities dialog are displayed. If the cycle is not open, you can add forms to the cycle. Permissions on a form can also be changed as needed through the Permissions button. Note that a cycle can use more than one form, and a form can be used by more than one cycle.

Figure 4-9: Forms Tab of the Cycle Definition Dialog


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Assign Scope

The areas or cells within forms which Contributors can edit and submit are controlled by budgeting scopes, as shown in Figure 4-10. A scope defines the code combinations for which submissions will be added, for example a set of periods and a set of object accounts. This is managed through the Scope tab when creating or editing a cycle.

Figure 4-10: Scope Tab of the Cycle Definition Dialog

The scope for a cycle applies to all its forms and all its Contributors, who may in turn have their own individual scopes that are defined within the Participants dialog. To be submissible, a given cell in the form must match both scopes simultaneously. In a typical example, a Contributor scope is used to limit submissions to a specific company or business unit. While these may be different for each Contributor, the scope for the cycle can still be limited by other fields, i.e. period and object account. Only cells corresponding to the cycle‟s preledger codes can be edited; this restriction is implicit and does not need to be defined in the scope. Also, if business unit security is defined for the Contributor in JD Edwards™, the user cannot view or submit for any other business unit. The Restrict Budgeting to leaf nodes on hierarchies checkbox limits budgeting entries to the lower leaf nodes of a hierarchy node. For example, you would do this if the lower level leaf nodes roll up into a summarized, higher level node.


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Set Notifications

Emails can be sent in a variety of situations, including when opening cycles and seeking approval for submissions. The email feature requires a compatible email client such as Microsoft Outlook or Mozilla Thunderbird. In the Notification tab of the Cycle Definition dialog (see Figure 4-11), you have the option to set which email notifications are active, and you can edit the text of the email which will be sent in each situation. Mark the checkbox to Enable Notifications as well as the checkbox next to the appropriate email notification to activate it. „Click‟ the Edit Text button to edit the subject and/or body of the message. In order for this feature to work, you must have the email address set up in the user‟s profile within the Administration Tool. When a notification is created, it opens as an email window and can be sent at that point.

Figure 4-11: Notifications Tab on the Cycle Definition Dialog


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Open Cycle

A cycle must be opened in order to allow Contributors to input data into the budgeting form. This is done by first viewing the status of the Activity, then selecting the appropriate Cycle and clicking the Open Cycle button, as in Figure 4-12.

Figure 4-12: Open Cycle


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Data Entry Data entry can be done from within the Console or Insight

®. Figure

5-1illustrates a budget/forecast form being used by a budget holder to input data using the Console:

Figure 5-1: Data Collection via a Form in the Console

To begin entering data once the form is open, click on the Submission icon in the Budgeting Ribbon menu. Enter data by clicking on an editable cell and typing. The Backspace, Delete, Tab and arrow keys operate as they do in Microsoft Excel. Note that numbers in data entry cells are entered as complete numbers without any formatting. In Submission mode:

Editable cells are formatted using the Input Cell Style (by default, a light yellow background with black border).

Three buttons are displayed within the Budgeting Ribbon menu: Save, Save and Continue and Cancel.

Filter controls are disabled.

Most toolbar icons and Ribbon Menu options are disabled except for Open, Close, Favorites, Welcome, About and Exit.

Links are not available.


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Options within an Editable Cell

If you right-click on an editable cell, you will get a pop-up menu with the following options:

Clear

Erases a data value, as if it was never submitted, or resets a code value to blank. If the data value of a Budget Ledger type is cleared for every period for a given key (BU, Object, Subsidiary, Year, Ledger), then the underlying submission row will be deleted, and thus the row in the form will be removed (though the Show Missing Balances option may generate it for you artificially).

Restore

Restores a data or code cell back to the value it had when Submission mode was started - a simple „undo‟ facility.

Copy

Copies the selected cell or range of cells to the clipboard in a plain text format (tab-separated values), suitable for pasting into Microsoft Excel and other applications.

Paste

Pastes the text in the clipboard into the cell or a range of cells. For a range, it must comprise of rows separated by new lines or columns separated by tabs, which are compatible with copying from Excel. If the range to paste into includes both editable and non-editable cells, only the values which correspond to editable cells will be accepted. Column headings should not be included in the copy.

Freeze / Unfreeze Column

These are standard Insight® options for fixing a column of an inquiry in place

so it will not scroll horizontally.


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Code Input Cells

The code input cells that can be used in budgeting forms are account currency (GBCRCD) and subledger (GBSBL), and they will be available in the form if the columns are in the inquiry. The following three options are available when right-clicking on these cells:

Query Assist

This option opens a Query Assist dialog for the purposes of looking up a valid code. Selection is limited to one code only. You can either use the Query Assist to look up a value or type the code directly into the cell. Codes entered will be validated upon submission.

Insert New Row

You can insert a new row into the form, based on the codes in the selected row. For example, this would enable you to submit additional rows for different subledger codes.

Delete Row

After choosing the option to insert a new row, this option is available and will remove the inserted row completely. This is only possible during the Submission session in which the new row has been inserted. After Submission, use the Clear option to erase the data values in the row, thus effectively removing the entire row.

Editable Cells

In order for a budget form to be opened for submission, the following conditions must be met: 1) The inquiry must be saved. 2) The inquiry must be identified as a “form” for budgeting. 3) The inquiry/form must be associated with an activity/cycle. 4) The cycle must be open. 5) The submission user must be listed as a Contributor on the open

activity/cycle. 6) The submission user must not be exempted from the inquiry/form. 7) The inquiry/form must be run (showing results). 8) There must be editable cells on the from.


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If more than one cycle meets the conditions above, the user will be prompted to choose which cycle they would like to access (Figure 5-2):

Figure 5-2: Select Budget Cycle

If there are no budget forms that meet the conditions above, the following error message will be displayed: „There are no budget or forecasting cycles currently expecting submissions from you using this inquiry.‟ In order for a cell to be editable, the following conditions must be met: 1) The cell must be a unique combination of period, preledger, year,

business unit, object account and subsidiary account. a. Optionally, an editable cell can be used with the subledger, subledger

type and/or currency code fields. b. Acceptable period values are: period activity (1-14) or the annual

budget fields (BORG – Budget Original, BREQ – Budget Requested, BAPR – Budget Approved). Selectors that define a period activity amount can also be used.

2) Editable cells will also be validated against any defined scope (cycle level and participant level).

Roll Over Manual roll-over can be carried out by a Contributor using the copy and paste facility. Bulk roll-over functionality is currently not included.

Submission When you have finished entering data, click on the Save button just above the form to record your submissions within the Budgeting Repository. This will overwrite any previous submissions for those cells. Clicking on Save, whether data is changed or not, records the changes, updates the status and exits data collection mode. Alternatively, click on the Cancel button to exit data collection mode without recording any changes and without affecting the status. When in data collection mode, Save and Continue allows you to save the data you have just entered, but does not exit data collection mode. Anything entered after this action can be reversed using the Cancel function. Only changed data is validated upon submission. Data inputs are checked for a valid account ID – a valid combination of business unit, object account and

subsidiary. Code inputs such as account currency and subledger are checked for existence. If the subledger filter is for a specific type, e.g. „A.*‟, then all code inputs must be of that same type. Editing of codes can result in rows

with the same key, which is not permitted.


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If the validation fails, the submission is not recorded, data collection mode is not exited, and the reason for the failure is shown to the user (as shown in Figure 5-3). Corrections can then be made and the submission re-attempted:

Figure 5-3: Error on Validation

Figure 5-4: Example Validation Failure Message

Posting Edit Codes for accounts and business units are not checked during validation, therefore you may want to set scope of the cycle and/or Contributor to prevent submissions to unsuitable codes. Submissions by different Contributors for the same intersection – same business unit, accounts, ledger type, etc – are not differentiated. The responsibility for a given submission can therefore be shared between more than one Contributor, although each still has to be finalized individually. If this behavior is not desired, the cycle should be configured to prevent it , i.e. by restricting the Contributors to different business units. Any calculations or aggregations included in the form will only be updated after saving and not interactively during data collection mode itself. Until submissions are finalized, the Contributor can re-open the form and repeat or continue the data collection process so adjustments can be made repeatedly until the figures are complete and correct.


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Activity Status Selecting an activity in the Activities dialog and „clicking‟ the Status button opens the Activity Status dialog (see Figure 6-1), in which a summarized status of each cycle is displayed.

Figure 6-1: Activity Status Dialog

The Cycle Status dialog (Figure 6-2) shows a detailed status, and this dialog can be accessed via the Status button of the Activity Status dialog (mentioned above) or the Cycle Status icon on the Budgeting Ribbon menu.

Figure 6-2: Cycle Status Dialog


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Budget Supervisors can open and close cycles using the buttons provided in this dialog. Data can be submitted, finalized, uploaded or cleared for open cycles only. When a cycle is closed, no budget can be entered. The Cycle Status dialog shows in detail to what stage the cycle has progressed in terms of each participant and each form. The Cycle Status icon is available to all participants so they can see their own progress within the cycle, however the extent of information displayed varies by role:

o When Contributors open the Cycle Status dialog, they can see themselves and the forms they are required to submit.

o When Approvers open the dialog, they see the Contributors whose submissions they are to approve.

o A Controller sees the Approvers and Contributors for whom he or she is responsible.

o Supervisors can review the status of every participant in the activity. o All users can see who is responsible for approving or uploading their

submissions. This means that every user will know who to notify of any issues.


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The status information is grouped by role. At the top level of the hierarchy are the Controllers. The next level represents the Approvers and the Contributors are grouped below them. The budgeting forms of the cycle are displayed below each Contributor with their submission status. The label shown for an entry on each level is as follows:

Level Status Label

Form Not Submitted

Submitted: (date time)

Finalized: (date time)

Approved: (date time)

Uploaded: (date time)

Exempt

Contributor Submissions: (number submitted) of (total

required)

Finalized: (number finalized) of (total required)

Submissions Complete (date time)

Approver Approved: (number approved) of (total

required)

Approval Complete (date time)

Controller Uploaded: (number uploaded) of (total

required)

Uploading Complete (date time)

Table 6-1: Status Labels

In addition, the status for a given participant or form is highlighted through the use of color as follows:

Color Status

Blue Action required, without dependency on another

action

Black Action required, dependent on another action

Green Completed

Gray Exempt or not applicable

Table 6-2: Use of Color


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Cycle Status Commands

Refresh

The Refresh button updates the cycle status display to reflect any changes that may have occurred while the dialog has been open. The time of last refresh is shown at the top of the dialog.

Finalize

When Contributors have finished their submissions, they will mark the submissions as „Finalized‟.

Approve

Once finalized, a submission needs to be approved/rejected by an Approver. The Approve and Reject buttons are made available to Approvers for this purpose.

Reject

If a submission is rejected, its status returns to „Submitted‟.

Upload

Approved submissions for the selected participant, or every participant in the selected grouping, are uploaded to the specified ledger type(s) in JD Edwards™. The Upload button, which opens the Upload dialog, is available to Supervisors and Controllers only.

Override

Controllers and Supervisors have access to the Override button to allow changes to the status of a submission, including setting back the status if a Contributor needs to re-submit a form that has already been finalized. The dialog also allows a Contributor to be exempted from submitting a form. (Exemption via this dialog does not delete any submissions which may have already been made by the Contributor.)

Clear

The Clear button is available to Controllers and Supervisors only. This function deletes the submissions of a Contributor and resets the status of that person as well as all forms he or she has submitted for the cycle.

Send Email

This option generates an email from within the Cycle Status dialog. An email could be sent, for example, to request a submission from a Contributor or explain the reason for a rejected submission.

Finalize Once data input is complete, the Contributor must „Finalize‟ it through the Cycle Status dialog. (If a Contributor needs to make a change after finalizing, the status must be reset.)


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Reject/Approve Once a form has been submitted and marked as finalized, an Approver can approve/reject it through the Cycle Status dialog. Approving a submission marks the end of the data collection process for a particular Contributor and form, and indicates that the submitted data is ready to be uploaded to JD Edwards™. Note that even if a Contributor is their own Approver, they must first perform a „FInalize‟ before they can approve. Supervisors and Controllers have the power to „un-approve‟ a form for a Contributor in case a mistake has been made.

Close Cycle A cycle is closed so that no more submissions can be made. This is done through the Activity Status dialog.

Upload Budgeting preledgers can be displayed alongside JD Edwards™ ledgers within Insight

®, but the submissions are initially stored within the Budgeting

Repository only. Finalized submissions can be uploaded to JD Edwards™ by Supervisors and Controllers. Submissions are uploaded to the JD Edwards™ ledger type chosen in the Budget Ledger Definition dialog. Partial uploads can be performed, down to a single form submitted by one Contributor; it is not necessary to wait until all submissions are complete and finalized. Uploads can occur before or after the cycle is closed via the Cycle Status dialog, which provides Supervisors and Controllers with an Upload button to open the Upload dialog (Figure 6-3):

Figure 6-3: Upload Dialog

The Cycle Ledgers section of the dialog provides a reminder of the Budget Ledger types employed by the cycle and the JD Edwards™ ledger types to which they will be uploaded.


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The Finalized Submissions section lists the Contributor and form combinations which have been finalized and are therefore ready to be uploaded. Each can be individually included or excluded via the checkboxes. A separate checkbox is provided to request that the submissions be kept in the Budgeting Repository after upload. If this checkbox is not selected, the submissions will be deleted after a successful upload. Clicking on the OK button starts the transfer of submissions from the Budgeting Repository to the Budget Balance Batch Processing table (F0902Z1) in JD Edwards™. This table must exist for the budgeting upload to work. Once the data has been uploaded, it is necessary for a JD Edwards™ administrator to run the JD Edwards™ batch program or process which imports the data into the main JD Edwards™ data tables. There is a possibility that changes to accounting or other structures in JD Edwards™ could render submitted budgeting data inconsistent or incompatible so that it cannot be uploaded or does not upload as intended. This is beyond the control of the Budgeting module.


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Before inquiries can be added as forms for budgeting purposes within the Forms tab of the Budget Management dialog, they must be created and saved. Design is carried out within Insight

® using standard techniques,

however, a key factor to consider is the inclusion of one or more of the Budget Ledger types previously defined within the Budgeting module. These Budget Ledger types, selected from within the Activities dialog or typed directly into the Ledger Type filter, can be shown alongside „real‟ JD Edwards™ ledger types such as Actual Amount (AA Ledger). Insight

® filters act in the usual manner, allowing multiple year selections for

example, to perform multi-year budgeting or forecasting. Standard features such as formatting, calculations and captioning can also be applied within forms. In submission mode, the cells in the form for which input is permitted will be formatted using a style called Input Cell Style, added to the form automatically when a budgeting ledger is introduced. You can customize this formatting style via the Defaults page of the Insight

® Formatting dialog.

Form Requirements For every data (number) cell to be submitted, the following fields are required

o Business Unit o Object Account o Subsidiary (even if it is blank) o Period o Year o Ledger

Optional fields include:

o Subledger o Currency

For the required fields, unfiltered selections (star or asterisk), multiple selections, ranges and Boolean operations such as „not‟ are only allowed if the dimension are included as a column in the form. Calculated columns cannot be submitted. The period must be one of the period amounts (AN01 through AN14), Annual Budget amounts [Original Budget (BORG) or Requested Budget (BREQ)] or Approved Budget (BAPR). The „CURRENT‟ code can be used as a period value, and „CURRENT‟, „NEXT‟ and „LAST‟ can be used as the year selection(s). If the account currency or subledger fields are not filtered on and not included as columns, these fields will have a blank value when submitted. Values can be submitted for these if they are columns in the inquiry.


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If an Insight® hierarchy is used in the rows of the inquiry, only those entries in

the hierarchy which correspond to genuine JD Edwards™ object account or business unit codes will be submissible. The entry may be at a summary level – it does not have to be at the bottom level of the hierarchy.

Show Missing Balances By default, rows for which there are no data in the inquiry are not displayed in Insight

®. In order to display all accounts from the Account Master table

(F0901), Missing Balances must be turned on in the inquiry. For example. if a company had a new account that did not exist in the current year but would in the next, a user would want to see this account in Insight

®

when creating a budgeting inquiry for the next year. Missing Balances is a feature which is only available in inquiries based on the Account Balances table (F0902). When this feature is turned on, Insight

®

reads the Account Master table (F0901) and returns all available rows according to the filter criteria in the inquiry. The optimal use of the Missing Balances feature is by using filters or a small hierarchy.

Enabling the Missing Balances Feature

Users with this capability set can turn the feature „on‟ or „off‟ in an inquiry by selecting Missing Balances in the Design Ribbon Tab. The checkbox indicates that this feature is turned on, as shown in Figure 7-1.

Figure 7-1: Show Missing Balances in the Design Ribbon Tab


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The rows inserted into the resulting inquiry are formatted using a style called Missing Row Style, created automatically once the Missing Balances option has been turned on. You can customize this formatting style via the Defaults page of the Insight

® Formatting dialog.

By default, the Missing Row Style displays missing balances in gray to indicate their difference from normal Insight

® data, as shown in Figure 7-2

below.

Figure 7-2: Missing Balances with Budgeting

www.InsightSoftware.com

Version: 2.1 Last Updated: 12th June 2009

Contacts For more information regarding our products, please contact us at:

E-Mail

[email protected]

Web www.InsightSoftware.com

Technical Support For Technical Support, Please complete the web form at:

Web Link

http://supportform.InsightSoftware.com

Notices and Disclaimer Insight, Console and GL Reporting are trademarks of InsightSoftware.com Limited. InsightSoftware.com is a registered trademark of InsightSoftware.com Limited. Oracle, JD Edwards, JD Edwards EnterpriseOne, JD Edwards World and Oracle E-Business are registered trademarks of Oracle Corporation. Other product and company names mentioned herein may be the trademarks of their respective owners. The information contained in this document represents the current view of InsightSoftware.com on the issues discussed as of the date of publication. InsightSoftware.com cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. InsightSoftware.com makes no warranties, expressed or implied, in this document. © 2000-2009 InsightSoftware.com Limited. All rights reserved.

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