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Budget control configuration (form) [AX 2012]

Updated: March 18, 2015

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Budgeting > Setup > Budget control > Budget control configuration.

Use this form to configure budget control for the ledger of a legal entity.

NoteNote

This topic has been updated to include information about features that were added or changed in the following hotfix for Microsoft Dynamics AX 2012 R3 Cumulative Update 8: KB3047235

If you’re in the public sector and you use general budget reservations, see also Set up general budget reservation rules and reservation types (Public sector).

The following tables provide descriptions for the controls in this form.

Link

Description

Define parameters

Define financial dimensions and the default parameters for budget control.

Over budget permissions

Define the default over budget permissions for user groups and change the settings for specific budget control rules and budget groups.

Budget funds available

Define the calculation that determines the budget funds that are available.

Select source documents

Select the source documents that are subject to budget control. You can also select to enable budget checks as the lines for the source documents are entered.

Select accounting journals

Select the accounting journals that are subject to budget control. You can also select to enable budget checks as the lines for the accounting journals are entered.

Assign budget models

Assign budget models to budget cycles for budget control.

Define budget control rules

Define the financial dimension combinations for budget control.

Select main accounts

Select the main accounts for budget control rules, if main account is not a financial dimension that is enabled for budget control.

Define budget groups

Define the financial dimension combinations that you can use to pool budget resources.

Define message levels

Define budget control warning and error messages for specific user groups.

Activate budget control

Activate a budget control configuration and turn budget control on or off.

Button or link

Description

Budget models

Open the Budget model form, in which you can create and view budget models.

Budget cycle time spans

Open the Budget cycle time spans form, in which you can create or view budget cycle time spans.

Edit budget control rule

Change the selected budget control rule.

User group budget permissions (Define budget control rules area)

Open the User group budget permissions form, in which you can set up over budget options and the over budget option for the budget group check for user groups.

User group budget permissions (Define budget groups area)

Open the User group budget permissions form, in which you can set up over budget options for user groups.

Activate

Make a draft budget control configuration the active configuration. When you activate the draft budget control configuration, the Restore from active button is no longer available. When you click Turn on, the active budget control configuration takes effect.

Turn on

Start the active budget control configuration.

Turn off

Stop budget control. You will receive a message asking you to confirm that you want to turn off budget control.

Edit

Change the active budget control configuration.

Restore from active

If there is an active budget control configuration, delete the draft configuration and restore the settings from the last configuration that was activated.

Unlock

Open the draft budget control configuration for editing when the draft is being used by another user.

Fields

Description

Account structure

Select an account structure for budget control. The account structures that are included in the list are active and contain financial dimensions that have been defined for budgeting.

Budget control dimensions

The financial dimensions that are enabled for budget control, and that you selected to define budget control rules for.

Budget dimensions

The financial dimensions that were defined for budgeting for the selected account structure.

Budget control interval

Select or view the interval to use to calculate the budget funds that are available for financial dimensions that are enabled for budget control. The budget control interval that is selected in the Define parameters area can be changed for budget control rules and budget groups.

Budget cycle time span

Select or view the default budget cycle time span that is used to calculate the budget funds that are available for the financial dimensions that are enabled for budget control.

Budget manager

Select or view the user who will approve transactions, if you are using workflow for Budgeting.

Budget threshold

Enter or view the percentage of the budget that can be spent before warnings are displayed. Enter 100 to display warnings only when the whole budget is spent. The percentage can be greater than or less than 100.

Display a message when exceeding budget threshold

Select this check box to display messages when the budget thresholds are exceeded.

Group

Select a user group for the default over budget permissions.

User group name

The description of the user group.

Over budget options

Select when a user group can process transactions based on the budget funds that are available:

  • Prevent over budget processing – Members of this user group cannot process source documents, accounting journals, or budget register entries that result in an over budget condition.

  • Allow over budget processing – Members of this user group can process source documents, accounting journals, and budget register entries when the transaction creates an over budget condition.

  • Prevent processing at over budget threshold – Members of this user group cannot process source documents, accounting journals, or budget register entries that exceed the budget threshold percentage that is defined for the account.

Overbudget option for budget group check

Select to prevent or allow for budget group checking for a user group when budget funds are not available for a budget control rule.

  • Perform budget group check when budget funds are not available – Members of this user group can process source documents, accounting journals, and budget register entries when a budget check passes for a budget group.

  • Prevent budget group check when budget funds are not available – Members of this user group are prevented from processing source documents, accounting journals, and budget register entries when a budget check fails.

Include carry-forward amounts

Select this check box to include in the budget funds available calculation any carry-forward budgets, carry-forward encumbrances, and carry-forward actual expenditures. For more information, see Set up budget control.

Original budget

Select this check box to add to the budget funds available the amounts of Completed original budget register entries. For more information, see Set up budget control.

Budget revisions

Select this check box to add to the budget funds available the amounts of Completed changes to original budgets, which are usually increases. For more information, see Set up budget control.

Draft budget revisions

Select this check box to add to the budget funds available the amounts of Draft changes to original budgets. For more information, see Set up budget control.

Budget transfers

Select this check box to add to the budget funds available the amounts of Completed transfers of budget amounts. For more information, see Set up budget control.

Draft budget transfers in

Select this check box to include in the budget funds available calculation the amounts of Draft budget transfers in, which increase the budget funds available calculation. For more information, see Set up budget control.

Draft budget transfers out

Select this check box to include in the budget funds available calculation the amounts of Draft budget transfers out, which decrease the budget funds available calculation. For more information, see Set up budget control.

Preliminary budget

Select this check box to add to the budget funds available the amounts of Completed preliminary budget register entries. For more information, see Set up budget control.

NoteNote

This control is available only if the Public Sector configuration key is selected.

Budget apportionments

Use only apportioned amount

Select this check box to include in the budget funds available calculation any Completed apportioned amounts in the apportionment budget register entries. For more information, see Set up budget control.

NoteNote

This control is available only if the Public Sector configuration key is selected.

Actual expenditures

Select this check box to subtract from the budget funds available the amounts of posted actual balances for debits and credits that are posted to a financial dimension that is enabled for budget control. For more information, see Set up budget control.

Unposted actual expenditures

Select this check box to subtract from the budget funds available the amounts of unposted actual balances for debits and credits to a financial dimension that is enabled for budget control. For more information, see Set up budget control.

Budget reservations for encumbrances

Select this check box to subtract from the budget funds available the amounts of budget reservations for obligations to pay. For more information, see Set up budget control.

ImportantImportant

If you’re in the public sector and you use general budget reservations, they are included in this budget category.

Budget reservations for unconfirmed encumbrances

Select this check box to subtract from the budget funds available the amounts that have been reserved for unconfirmed obligations to pay. For more information, see Set up budget control.

Reduction to budget reservations for unconfirmed encumbrances

Select this check box to subtract from the budget funds available the amounts that reduce reserved unconfirmed obligations to pay. For more information, see Set up budget control.

Budget reservations for pre-encumbrances

Select this check box to subtract from the budget funds available the amounts that have been reserved for confirmed purchase requisitions. For more information, see Set up budget control.

Budget reservations for unconfirmed pre-encumbrances

Select this check box to subtract from the budget funds available the amounts that have been reserved for unconfirmed purchase requisitions. For more information, see Set up budget control.

Budget funds available = (%1) - (%2)

The budget funds available calculation, based on the check boxes that you selected in this area.

Purchase requisitions

Select this check box to enable budget control for purchase requisitions.

Enable budget control for line item on entry

Select this check box to enable budget checks when a source document or accounting journal line is saved.

Purchase orders

Select this check box to enable budget control for purchase orders.

Vendor invoices

Select this check box to enable budget control for vendor invoices.

NoteNote

When this check box is selected, invoice journals, invoice approval journals, and invoice register journals are also enabled for budget control.

Travel requisitions

Select this check box to enable budget control for travel requisitions.

Expense reports

Select this check box to enable budget control for expense reports.

Advanced ledger entries

Select this check box to enable budget control for advanced ledger entries.

NoteNote

This control is available only if the Public Sector configuration key is selected.

General budget reservations

Select this check box to enable budget control for general budget reservations.

When this check box is selected, the associated Enable budget control for line item on entry check box is always selected.

This control is available only if Microsoft Dynamics AX 2012 R3 Cumulative Update 8 is installed with hotfix KB3047235, and if the Public Sector configuration key is selected.

Commitments

Select this check box to enable budget control for commitments.

When this check box is selected, the associated Enable budget control for line item on entry check box is always selected.

This control is available only if the following conditions are met:

  • The Public Sector configuration key is selected.

  • The French regulatory configuration subkey is selected.

  • In Microsoft Dynamics AX 2012 R3 Cumulative Update 8, the Commitments (France) regulatory document type is selected in the Budget parameters form, when the following hotfix is installed: KB3047235

  • In cumulative update 7 for Microsoft Dynamics AX 2012, the Use French public sector accounting rules check box is selected in the Budget parameters form.

In versions of Microsoft Dynamics AX 2012 prior to cumulative update 7, only the Public Sector configuration key must be selected, but the primary address of the legal entity must be in France.

Daily journals

Select this check box to enable budget control for daily journals.

Allocation journals

Select this check box to enable budget control for allocation journals.

Project expense journals

Select this check box to enable budget control for project expense journals.

Fixed asset journals

Select this check box to enable budget control for fixed asset journals.

Budget cycle time span

Select a budget cycle time span to determine which budget cycles are available.

Budget cycle

Select the budget cycle to associate with the budget model.

Starting period

The first fiscal period for the budget cycle.

Ending period

The last fiscal period for the budget cycle.

Budget model

Select the budget model to associate with the budget cycle. You can use the same budget model for multiple budget cycles.

Budget control rule

Enter the name of the budget control rule.

Description

Enter an optional description for the budget control rule.

Criteria FastTab

Use the expression builder and then click Add filter to build an expression using a financial dimension, operator, and numeric value:

  • Where – Select a financial dimension that is enabled for budget control. You can select a financial dimension only one time for each budget control rule or budget group member.

  • Operator – Select an operator to associate the financial dimension with a numeric value.

Budget control interval

Select the budget control interval to use for the rule. If you do not select a value, the default value that was selected for budget control in the Define parameters area is used.

Budget cycle time span

Select the budget cycle time span to use for the rule. If you do not select a value, the default value that was selected for budget control in the Define parameters area is used.

Budget manager

Select the budget control manager to use for the rule. If you do not select a value, the default value that was selected for budget control in the Define parameters area is used.

Budget threshold

Enter the budget threshold to use for the rule. If you do not enter a value, the default value that was entered for budget control in the Define parameters area is used.

Main account

The main account in the chart of accounts for posting to in the ledger.

Name

The name of the main account.

Account type

The type of main account: Expense, Profit and loss, or Total.

Name

Enter a name for the budget group member.

Description

Enter a description for the budget group member.

Group

Select the user group to define budget control warning and error messages for.

User group name

The name of the user group.

Date when last activated

The date when the budget control configuration was last activated.

Activated by

The user who last activated the budget control configuration.


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