Introduction

The Budgetary Control system provides monitoring of General Ledger activity in a user defined consolidated manner. The Budgetary Control uses a user defined 26 character budget account code. Each budget account is assigned to monitor particular General Ledger accounts and at posting of General Ledger activity provides either over-budget warning or suspension of the posting activity. Convenient drill-down of posting activity is provided along with the ability to uplift General Ledger budget data directly into Budgetary Control.

To provide complete functionality the product has been designed to operate with the Century General Ledger, Purchasing, Accounts Receivable, Accounts Payable and Multiple Journal modules.

Account Codes are structures and user configurable. The account code may be up to 26 characters in length and dissected into a maximum of 10 sections.

Each section of the code represents a user-defined entity such as Division, Fund, Program, Cost Centre, Account or Sub Account. The structure of the Budgetary Control accounts can be different from the monitored General Ledger accounts.

Monitor Accounts are user defines and specify which GL or PC accounts are to be monitored by defining these accounts within a budgetary control account. Once the monitor accounts are defined the budget data from GL can be used to define the BC account Opening Balance figures.

The system provides facilities for both supplement and transfer journals. Supplement journals are used to enter additions or reductions to approved budgets. These supplements are typically externally supplied. Supplement journals are non-balancing.

Transfer journals are used to enter transfers from other budgets accounts. Transfers fall into two categories, Normal Transfers and Warrant Transfers. Normal transfers typically occur between different accounts (sub-accounts) within the same cost centre. Warrant transfers occur between cost centres but to the same account (sub-account). The restriction of the transfer of funds of normal and warrant transfers is controlled by user configurable entries in account shape definition providing the utmost in operational flexibility. Transfers journals are entered in balanced batches.

A unique automatic interface from other modules to Budgetary Control ensures that user entered General Ledger distributions automatically update the Budgetary Control system without the need to specifically enter Budgetary Control accounts. This facility streamlines data entry and operational procedures.

Over budget expenditure can be tracked, warned or denied. Each BC account can have independent over-budget controls set by the system manager. Transactions are checked for being within budget at posting time and over-budget transactions are appropriately warned or denied. Transactions that are denied are set to a HELD state and can be rectified without re-keying of entire batches.