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Oracle Budgetary Control

Budget Transfer

Kalpana.Ithapu, Section One


02 Aug 2018

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Safe Harbor Statement
The following is intended to outline our general product direction. It is intended for
information purposes only, and may not be incorporated into any contract. It is not a
commitment to deliver any material, code, or functionality, and should not be relied upon
in making purchasing decisions. The development, release, and timing of any features or
functionality described for Oracle’s products remains at the sole discretion of Oracle.

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Demo Attributes
Product(s) Budgetary Control
Date Last Updated 31-Aug-2018
Author(s) Kalpana.Ithapu

GSE Demo Release(s) Fusion Rel 13 HRZ 18BD01


Supported
Demo Title(s) Oracle Budgetary control – Budget Transfer

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Executive Summary
Executive Summary
• Budget Transfer feature is available from 18B Release.
• Through Budget transfer, budget amounts can be transferred from one account to other
accounts in one place without creating data in spreadsheet.
• Budget Manager, while reviewing the budget balances can build budget transfer by selecting the
budget accounts.
Key Business Values
• Only Budget manager is authorized to perform Budget transfer, so transparency exists.
• As the budget transfer can be done between one account to other account or among multiple
accounts to multiple accounts , this Minimizes the efforts in loading new budget amounts
• Budget account balances can be managed in effective manner as the budget transfer accounts
data can be reviewed at any time.

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What’s New in This Release
• In Budget Transfer, Budget amounts can be transferred within one month/same month
in case of period to date(PTD) balances and in case of year to date(YTD) balances,
amounts can be transferred across all the months of the year.
• Proper justification should be provided and which will be stored for future analysis.
• Budget manager will be notified once the budget transfer is completed and budget
transfer results can be verified in output file from ‘Things to finish’ section.

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Demo Purpose
To Demonstrate Budget Transfer scenario as below :
• Employee creates purchase Requisition
• Performs funds check on the Requisition.
• Funds check fails with reason ‘insufficient funds’.
• Through OSN , employee requests Budget manager to suggest appropriate accounts.
• Budget manger verifies funds availability in different budget accounts and executes budget
transfer.
• After Budget transfer completed, Budget manager gets notification.
• Then Budget manager can verify the transferred account balances and informs the employee
with account details.
• Employee completes the requisition and funds check completes successfully

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Storyline and Personas
• Diane ward, trying to create requisition to order color printer.
• Diane’s department cost center defaults in charge account in Requisition.
• In funds check ,Requisition fails with insufficient funds.
• To ensure the proper budget reservation, Diane contacts Harold (budget manager) to
suggest the accounts against which the printer expense can be booked.
• Harold verifies the budget accounts and funds available amounts from budget monitor
or in review budget balances screen.
• Harold initiates Budget Transfer.

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Personas
Demo User Login Role Ledger/Business Unit
Diane.ward Procurement Manager Progress US Primary ledger

Harold.Wilson Budget Manager, General Progress US Primary ledger


Accounting Manager

Laura.Brighton General Accounting Manager University US Primary Ledger

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Personas
Diane Harold
ward Wilson
Diane ward is Harold is a Budget
Procurement Manager in Manager for Progress
US Business Unit. US Ledger.
She manages He is responsible for
transparency in maintaining and
requisitions/Purchase analyzing budget
orders accounting. amounts availability.
He Ensures the
accuracy in reporting
budget balances
timely manner.

Procurement Buyer Budget Manager


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Demo Setup (Before Each Demo)
• Reminder to cache

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Diane ward, Procurement Manager login to the application to create Purchase Requisition to order color printer

[ Login as ‘Diane.ward’, Click > Procurement > Purchase Requisition ]


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Diane creates Purchase Requisition for color printer. On the Requisition the charge account defaults to Diane Cost center.
Then Diane check the budget funds but the same fails with message ‘Insufficient Funds’

[ Create Requisition ,Click > Check Funds] Copyright © 2017, Oracle and/or its affiliates. All rights reserved. | Confidential – Oracle Internal 12
Diane starts Conversion in OSN and share the requisition details and posts message to ‘Harold.Wilson’ (Budget Manager) to suggest the other account details as the printer is
shared across different departments.

[Click > Social]

Now Harold reviews OSN conversation. Copyright © 2017, Oracle and/or its affiliates. All rights reserved. | Confidential – Oracle Internal 13
Harold Wilson, our Budget Manager (also the General Accounting Manager) signs into the system and checks the OSN messages.

[ Login as ‘Harold.wilson, Click >Navigator > Others > Social] Copyright © 2017, Oracle and/or its affiliates. All rights reserved. | Confidential – Oracle Internal 14
Harold verifies Diane message and Requirement. Now Harold verifies the fund balances for different accounts from Budgetary Control so that budget amounts can be transfer to
printer chargeable accounts.

[Click on Home icon] Copyright © 2017, Oracle and/or its affiliates. All rights reserved. | Confidential – Oracle Internal 15
To verify available funds and perform Budget Transfer, Harold navigates to Budgetary Control

[ Click Budgetary Control icon ]


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Budgetary control Dashboard page opens.

To review budget balance and perform Budget Transfer

[Click on Task Pane > Review Budgetary Control Balances]

% Harold can also use Budget Account Group to verify the funds availability. Copyright © 2017, Oracle and/or its affiliates. All rights reserved. | Confidential – Oracle Internal 17
Harold Enters the Control Budget ‘ Progress Monthly’ ,then ‘Transfer Budget’ feature is displayed.

% Budget Transfer enabled only for control budget with source as ‘Other’. In this case ‘Progress Monthly’ is the base control budget with source as ‘Other’ .
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Harold reviews the budget balances to verify funds availability against printer chargeable account.

Then enter ‘Amount Type’ as ‘Period To Date’ and the above details in search like ’Budget Period’ ,’Fund’, ’Department’, ’Account’.

[Click Search to get the budget balances]

Here Harold verifies the accounts with fund available amounts( FROM Account) and the fund balances of printer chargeable accounts (TO Account).
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As the From account is determined, Harold initiates budget transfer request.

[Click ‘Transfer Budget’ dropdown > Select ‘From this Account’]

From Budget account added to budget transfer request.

% Budget account combination ‘FROM’ which the balance to be transferred. Copyright © 2017, Oracle and/or its affiliates. All rights reserved. | Confidential – Oracle Internal 20
Harold identifies the printer chargeable departments and accounts and will add the same as ‘TO account’ in budget transfer request.

Harold selects and add ‘TO account’ in budget transfer request.

[Click ‘Transfer Budget’ dropdown > Select ‘To this Account’]

TO Budget account added to budget transfer request.

% Budget account combination ‘TO’ which the balance to be transferred. Copyright © 2017, Oracle and/or its affiliates. All rights reserved. | Confidential – Oracle Internal 21
Harold adds one more account as ‘TO account’ in budget transfer request.

[Click ‘Transfer Budget’ dropdown > Select ‘To this Account’]


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Harold adds one more account as ‘TO account’ in budget transfer request.

[Click ‘Transfer Budget’ dropdown > Select ‘To this Account’]

To open Budget Request form

[Click on arrow mark ] Copyright © 2017, Oracle and/or its affiliates. All rights reserved. | Confidential – Oracle Internal 23
Budget Transfer Request form opens with the ‘Budget Period’, ’Transfer From’ and ‘Transfer TO’ accounts.
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Harold enters proper justification and Amount details. Then submit budget transfer

[ Click Submit]
Copyright © 2017, Oracle and/or its affiliates. All rights reserved.
Budget Transfer Request form will be closed and confirmation message popup as shown in screenshot. | Confidential – Oracle Internal 25
On the Home Screen ,Harold can see the Budget Transfer request notification in bell icon and in ‘Things to Finish’ block ‘Budget Transfer’ request details.

[Click on ’8’ in Budget Transfer Request Notification ]


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One new window opens up with ‘Budget Entry Analysis BIP Report’ that shows all the above details.

[Click Republish to view Output]


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Harold can also check the Budget Transfer details from ‘Review Budget Entries’ window

[Click ‘Review Budget entries’] Copyright © 2017, Oracle and/or its affiliates. All rights reserved. | Confidential – Oracle Internal 28
Search with the parameters as above to get the Budget Entry details

Here Budget Transfer request entry will be show with budget entry name have ‘Transfer’ and justification as entered in ‘Budget Transfer Request Form’

[Click Budget entry name having ‘‘Transfer’ to review account details’]


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Here Harold can verify the ‘from and to’ account details with amounts.

Now Harold informs Diane the printer chargeable account details so that Diane can continue with ordering color printer

To back to Home screen to reply to Diane the Account details.

[Click Home screen]


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Harold navigates to OSN page from Navigator and reply to Diane with Account details as above

[Click Navigator > Others > Social ] Copyright © 2017, Oracle and/or its affiliates. All rights reserved. | Confidential – Oracle Internal 31
As Budget Transfer and Review completed, Harold logout the application.

[Click right top dropdown > Sign out]


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