Batch Change Fiscal Year Allocation Window

Category

The code assigned to the budget category. The budget category defines the general fund category (used year after year) to which you can assign budget amounts for individual years (defined in the Fiscal Year Allocations group of the Edit Budget window). (For more information on the Edit Budget window, see Edit Budget Window.)

Enter the code you want to assign to the budget category. Enter a code that is short and easy to associate with the budget and that is consistent with other budget category codes you have defined. You can enter letters, numbers, or a combination of both. (Be aware that your library may have a certain format you need to follow.)

Take note:

The code that users enter to identify a budget on a PO line or statement is a combination of the budget category code and a fiscal year (defined in the Fiscal Year Allocations group of the Edit Budget window). (For more information on the Edit Budget window, see Edit Budget Window.)
You cannot change or delete the budget code if it is assigned to one or more PO lines.

Year

The fiscal year the fund allocation is for.

Take note:

You cannot change the year if the budget as been assigned to one or more PO lines.

Status

The status of the budgets. Here are explanations for each status:

Open. This status means the budgets are available for both new and existing orders. It lets users order and invoice items against the budgets up to the limits you enter in the On Order Limit and Spent Limit fields (explained below).
Frozen. This status means the budgets are available for outstanding orders, but not new orders. It lets users enter an invoice for existing orders against the budgets up to the limit defined in the Spent Limit field (explained below). However, it warns users when creating new orders against the budgets. Users can override this warning only if their security settings allow it. Frozen budgets do not appear in Code Lookup windows; however, users can enter them on PO lines and statements if they know the budget code.
Closed. This status means the budgets are no longer available. If users try to order or invoice items against the budgets, Horizon warns them. Users can override this warning only if their security settings allow it. Closed budgets do not appear in Code Lookup windows; however, users can enter them on PO lines and invoices if they know the budget code.
NO BATCH CHANGE. This statement means the budgets you choose have different values for the multi-value status. If you want to do a batch change for the status of the budgets, Horizon will change all budget statuses to the status you choose (for example, from “Open” to “Frozen” and from “Closed” to “Frozen”).

Click the status you want to assign the budgets.

Take note:

You can change the status of the budgets to any other status. If you close budgets that have outstanding orders attached to them, a message appears alerting you of the outstanding orders.

Amount

The amount assigned to the budgets. You can change this amount during the year to move funds from one budget to another.

Enter the amount of funds you want to allocate to the budgets.

Take note:

Changing this amount may cause the on-order and spent amounts to exceed the limits defined in the Limit fields. If so, Horizon warns you when you try to save your changes.

On Order

The total amount of items currently on order against the budgets. This amount is also referred to as the encumbered amount. It represents funds that have been committed, but not actually spent against the budgets. Horizon updates this field automatically as items assigned to the budgets are ordered, received, canceled, and invoiced.

Take note:

Do not change the amount in this field. Horizon updates it automatically.
The time at which funds are spent for a purchase order depends on the option you select in Spent Event field on the PO header. (For more information, see the “Spent Event” field description for the Edit PO Header window in the “Window and Dialog Box Descriptions” appendix of the Acquisitions Guide.)

Spent

The amount of the budgets that have been spent. This amount is also referred to as the expended amount. Horizon updates this field automatically as PO lines assigned to the budgets are created, received, canceled, and invoiced.

Normally, you should not change this field. However, if you are updating budgets for funds which you have already spent a portion of, enter the amount you have already spent. Horizon will then update this amount automatically from this point forward.

Take note:

The time at which funds are spent for a purchase order depends on the option you select in Spent Event field on the PO header. (For more information, see the “Spent Event” field description for the Edit PO Header window in the “Window and Dialog Box Descriptions” appendix of the Acquisitions Guide.)

On Order Limit

The maximum amount that can be on order against the budgets at any one time. If a user tries to perform a function that will increase the on-order amount beyond the limit in this field, Horizon warns the user. Users can override this warning only if their security settings allow it. The default limit specified in the view appears on new budgets, but you can change it if necessary.

Enter the on-order limit you want for the budgets. You can enter this limit as a fixed amount or as a percentage of the budgets’ amount. If you enter a percentage, mark the % box. If you do not want to warn users about over-encumbrances against this budget, leave this field blank.

Take note:

You can enter a limit that is less than, equal to, or greater than the budgets’ amount. You can also change this limit periodically to ensure that funds are used evenly throughout the year. (For example, a library may enter a limit of 25% during the first quarter of the year, 50% during the second quarter, 75% during the third quarter and 100% or more during the fourth quarter.) Entering a limit that is equal to the budgets’ amount ensures that you do not over-encumber the budgets. Entering an amount that is greater than the budgets’ amount lets you over-encumber the budgets up to the amount you feel comfortable with. You may want to allow a certain amount of over-encumbrance since many items do not come in during the year they are ordered.

Spent Limit

The maximum amount that can be spent against the budgets. If a user tries to perform a function that will increase the spent amount beyond the limit in this field, Horizon warns the user. Users can override this warning only if their security settings allow it. The default limit specified in the view appears on new budgets, but you can change it if necessary.

Enter the spent limit you want for the budget. You can enter this limit as a fixed amount or as percentage of the budget amount. If you enter a percentage, mark the % box. If you do not want to warn users about over-expenditures against this budget, leave this field blank.

Take note:

You can enter a limit that is less than, equal to, or greater than the budgets’ amount. You can also change this limit periodically to ensure that funds are used evenly throughout the year. (For example, a library may enter a limit of 25% during the first quarter of the year, 50% during the second quarter, 75% during the third quarter and 100% or more during the fourth quarter.) Entering a limit that is equal to the budgets’ amount ensures that you do not over-spend the budget. Entering a limit that is greater than the budgets’ amount lets you over-spend the budgets up to the amount you feel comfortable with.

 


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