Budgetary Control Options Amount Type and Boundary Relevance of Amount Type and Boundary in Budgetary control............

.2 Scenario 1 Amount type - PTD and Boundary Period..............................5 Scenario 2 Amount type - QTD and Boundary Period..............................6 Scenario 3 Amount type - QTD and Boundary QTD................................6 Scenario 4 Amount Type -YTD Boundary Period.....................................7 Scenario 5 Amount Type - YTD Boundary Quarter.................................7 Scenario 6 Amount Type - YTD Boundary Year.......................................7 Using Project Amount type and boundary.................................................8

Relevance of Amount Type and Boundary in Budgetary control The scenarios given below explain the various combinations of amount type and boundary used for budgetary control Screenshot showing the Budget Defined:

Screenshot of Budget Organisation:

Screenshot showing accounts used with various Budgetary Control Options

Illustrations: An amount of 5000 has been budgeted for every account in the first month of every quarter. The screenshot below shows the status as of Jan-04. Similalry for Apr,Jul and Oct 04 also the Budget amount is 5000

Scenario 1 Amount type - PTD and Boundary Period Amount type - PTD and Boundary Period, Account Code :03-000-7100-0000-000 We can pass actual or Encumbrance entries upto a maximum of 5000 in the month of Jan The unused funds if any will not get carried forward to the next period. In effect there is only 5000 that can be spent in each month. When the amount type is PTD, Boundary can only be Period. The screenshots below show that a Journal for 4500 could be passed in the month of Jan-04 but a Journal for even 100 cannot be passed for Feb-04 as there are no funds in Feb for this account even though 500 is unused.

Scenario 2 Amount type - QTD and Boundary Period Amount type - QTD and Boundary Period.Account Code :03-000-7120-0000-000 In Jan we can spend upto a max of 5000.In Feb we can spend 1000 amount of Feb + any unutilised amount of Jan as the QTD amount willbe taken into consideration. In Mar we can spend 1000 amount of Mar+any unutilised amounts in Jan and Feb as well Scenario 3 Amount type - QTD and Boundary QTD Amount type - QTD and Boundary QTD. Account Code :03-000-7130-0000-000 In Jan you can spend the amuont available for Jan, Feb and Mar Similary for Feb, you can spend amount available upto Mar including the unutilised amount in Jan. So is the case with mar. The difference in scenario 2 and 3 is that, the earlier periods in the quarter can use the funds of later periods in that quarter. Note that the funds cannot be used in the prior or next quarter periods also for amount type of QTD, Boundary of Year and Project cannot be used.only boundary of Period and quarter can be used. The screenshot shows Account 03-000-7120-0000-000 as Example

Scenario 4 Amount Type -YTD Boundary Period Amount Type -YTD Boundary Period Account Code :03-000-7210-0000-000 This takes into consideration the Budget for that period + the unutilised portion of prior periods. For E.g in May, the budget amount in may + unutilised portion from Jan to Apr is taken into consideration. Unlike scenario 2 and 3 the unutilised amounts can be used in this case. Scenario 5 Amount Type - YTD Boundary Quarter Amount Type - YTD Boundary Quarter, Account Code :03-000-7220-0000-000 This takes into consideration the prior periods' unutilised portions but for the future period it restricts to the current quarter in which the period falls.ForE.g For May (which falls in 2nd quarter) the funds that can be used are Budget for may+Unutiilised portion of budget for periods Jan to Apr + the Budget for June (this period is the end of quarter) In this case the previous unutilised amounts can be utilised at any time Scenario 6 Amount Type - YTD Boundary Year Amount Type - YTD Boundary Year, Account Code :03-000-7230-0000-000 It allows you to spend the entire Budget at any time during the year. The screenshot below shows the example of Scenario6, an amount of 6000 can be posted in Sep-04 even though there was no budget for that period. But the YTD balance would have been 2000 @5000 per Quarter

Using Project Amount type and boundary Generally Project types are used when the budget spans for more than one calendar year. In such cases this type is used. We rarely find a combination where PJTD amount type or Project Boundary is used. This combination supercedes all the other cases. The Start and end period of the Budget that is given in the funding budget region is considered to be the duration of the project Let us say our Year is from Jan 2004 to Adj 2004 The Budget is from Jan 2004 to June 2005 with 5000 Budget amount given in the first period of every quarter. In the above situation the following are the possible variations i) Amount Type - PJTD Boundary Period. Account Code :03-000-7410-0000-000 In Jan 2004, the amount that can be spent is 5000 In Feb 2004, the amount that can be spent is unutilised portions till Feb 2004 In Jan 2005, the amount will be 1000 of Jan 2005+ Unutilised portion upto Adj-04 ii) Amount type PJTD Boundary Quarter.Account Code :03-000-7420-0000-000 Here also the unutilised portion of the previous periods can be spent but the amounts that can be used of future periods is restricted to the quarter in which the period falls For E.g In May 2004 it will be Funds in May + funds of June (which is the end of quarter) + unutilised funds of Jan to Apr 2004 iii) Amount type PJTD Boundary Year. Account Code :03-000-7430-0000-000 This is the variation of above but the funds of future periods can be spent upto the end of the Year i.e adj 04. For Eg In May 2004 it will be unutilised funds upto May 2004+Funds of May+ Funds upto Adj-04 iv) Amount Type PJTD Bounday Project. Account Code :03-000-7440-0000-000 All the funds can be spent in any period. For E.g The funds upto June 2005 can be spent in Feb 2004 itself. In the Example Below, scenario IV is shown. The Funds upto 16000 can be spent in Jan05.