Category: Finance

Finance User Manual ENG -> 4. Imports -> 4.3 Budgets. -> LUFI-40302 Budget Reports

LUFI-40302 Budget Reports

LU Introduction

In UniField you can produce a set of reports depending on the data you need to check. For each report type, we explain which data they show and the function you should use to generate them.

Under the {Actions} menu on the right hand side bar, {Budget Status} allows you to have a quick overview of the budget status. Only validated Budget are displayed. By clicking on any budget, you will be able to drill down into the budget details: you will be able to see the budget, actual and balance amounts on a parent account or account level. By clicking on an account, a new window with related AJIs will be displayed.

Budget Status in {Actions} menu

For budget follow-up, you can generate the following budget reports located under the Reports menu on the right hand side bar.

Action Menu Budget Report Options

How to Produce a PO Impact on Budget Report

Before a PO is validated, Supply and Finance users with the appropriate user rights can check the current status of the budget against actual expenses plus outstanding confirmed POs.

Go to: Purchase

Select the relevant PO and open the {Reports} Menu.

Order impact vs Budget report functionality

Select {Order Impact Vs Budget}

A PDF report will display

The PDF will show the impact of the PO on the budget in functional currency.

Order impact vs Budget report

In this example the order is worth 17’532 and is allocated to one cost center MW COORDINATION.

All amounts presented are in functional currency

• {Budget amount} is retrieved from the budget uploaded in the system and corresponding to the cost center the PO was assigned to. If several versions of a budget have been uploaded, the report will pick the latest version (highest number) that is not {Draft}.
• {Actuals amount} are expenses already recorded; this column also includes pending commitments which are confirmed but not validated POs.
• {Remaining budget} is a calculated column equal to “Budget amount – Actuals amount”.
• {PO amount} is a subtotal by cost centers, expenses accounts and destination. To retrieve these figures, the system takes the analytic distributions defined at header / line level as well as expense accounts linked to each product / product category and destination.
• {PO impact} is a calculated column equal to Remaining budget – PO amount.

How to Produce a Monthly Budget Report

{Monthly budget}, XLS and PDF: this monthly report shows a breakdown of budgeted expenses. This actually reflects the budget displayed on your screen.

Go to Accounting/Budgets

A list of validated budget appears.

1. Select a budget to open in Form view

The budget displays in Form view and a list of reports displays in the right-hand side menu.

1. Select a budget display type: parent only, account only or account and destination.
2. Select {Monthly budget}, XLS and PDF:

Monthly Budget PDF– Expenses only

How to Produce a Budget vs. Actual Report

{Budget vs Actual}: this report shows a breakdown of budgeted vs. actual expenses (including commitments). You can choose to display the total figure or monthly figure. This is the most complete report designed to follow-up on budgets.

Go to Accounting/Budgets

A list of validated budget appears.

Select a budget to open

The budget displays in Form view and a list of reports displays in the right-hand side menu.

Select a budget display type: parent only, account only or account and destination.

Select {Budget vs Actual Report}

Select from the following criteria:

• Currency table: to value budget and actual at budget rates provided by a donor
• Year-to-date or full year figures,
• Include or exclude pending commitments
• Expenses display granularity: By expense and destination, by expense, by parent account
• Monthly or total figures: Depending on the variances analysis you want to perform.

Budget vs Actual reporting options

Budget vs Actuals (Accounts only)

How to Produce an Actuals by Cost Center Budget Report

{Actuals by CC}, CSV: this monthly report displays a breakdown of actual expenses per cost center (by expense accounts only). Actual expenses are split into actual, commitment and accruals.

Go to Accounting/Budgets

A list of validated budget appears.

1. Select a budget to open

The budget displays in Form view and a list of reports displays in the right-hand side menu.

2. Select a budget display type: parent only, account only or account and destination.

3. Select {Actuals by CC}

4. Select the following parameters as needed:

• Currency table is optional and allows the user to apply a currency table that defines the donor currency in the report.
• Cost Centers is used to select the projects for analysis. It is designed to be imported in a budget follow-up matrix or to produce costs follow-up reports.

Actuals by CC – report parameters

5. Confirm the opening (CSV or PDF)

Actuals by CC – Expenses only

How to Produce a Budget Summary Report

{Budget Summary}, PDF: this report shows the total figure of budgeted vs. actual expenses (including commitment). It also informs on the remaining budget and budget consumption rate.

Go to Accounting/Budgets

A list of validated budget appears.

• Select a budget to open in {Form} view

The budget displays in Form view and a list of reports displays in the right-hand side menu.

• Select a budget display type: parent only, account only or account and destination.
• Select {Budget Summary} PDF

Finance User Manual ENG -> 4. Imports -> 4.3 Budgets.

BUDGETS

LUFI-40301 Budget Imports

LUFI-40302 Budget Reports

LUFI-40301 Budget Imports

LU Introduction

Within UniField, budget management consists of following actual expenses against expected expenses. Budgets are built outside UniField and imported in the system through a csv file. Each instance (coordination and project) must import its own budgets. Once imported, the budget is created in {Draft} state. An authorised user must review the {Draft} version and validate it. From that moment on, the budget lines cannot be modified and the will synchronize to other instances.

Budgets are imported and validated in each project location and synchronized upwards to Coordination and HQ.

When the period covered by the budget is over or when a new revised budget version is issued, a new budget can be loaded. It is possible to load a new budget while the first budget is still open.

The user can upload up to 4 versions of the same budget at different decisions moments. Default decision moments available in UniField are: Initial, First Revision, Second Revision, Third Revision (as presented below); they can be modified from the HQ instance to match each OC’s terminology. They represent a re-forecast and the number of revisions depends on your OC policy. The budget decision name on the file should be the same as on the excel file otherwise the system will not let import it.

Once the project’s budgets are validated at project level, they are synchronized to the coordination.

{Budge} Search view. You can retrieve your budget through different filters, including budget states

(Draft, validated or Done)

Once uploaded, in {Form} view, you can choose a display type to view the budget in various ways:

In the Budget display – Parent accounts only, the consolidated budget lines are displayed; it shows a summary of the totals at the Parent accounts level, e.g. 60 Purchase of Medical Items, 61 Purchase of Non-Medical Items etc.

Budget display – Parent accounts only

In the Budget display – Accounts only, the summary of the totals at the Parent level budget lines along with the subtotals for each expense account are displayed.

Budget display – Accounts only

In the Budget display – Accounts and destinations expense codes are listed for each expense/destination pair that exists in the system.

Budget display – Accounts and destinations

How to Import a Budget

Go to: Budgets/Import Budget

1. Click on {add attachment}.
2. Browse to the file you want to upload. Each section will manage how to create the budget file differently. Please follow your mission’s financial procedures.

One budget import file could contain several budgets to be imported in one instance in the following cases:

• OCs managing activities in their cost center tree (OCBA, OCG)
• For locations managing several projects from the same UniField instance

3. Click on {Import Budget} button.

Import Budget wizard

• • The system indicates that the budget has been properly uploaded

4. Click {OK} button.

Budget import confirmation

The budget displays in the Search Budgets view

How to Delete a Draft Budget

Go to: Budgets/Budgets

1. Select the {Draft} filter. DRAFT budgets display
2. In the Budget section, identify the budget you would like to delete.
3. Click on the red cross.

The budget is deleted

Deletion icon in the Budgets Search view

–>See the task {How to import a budget} to load the right budget and check it before validation

How to Validate a Draft Budget

Remember, you must validate a budget to display budgeted amounts.

Go to: Budgets/Budgets

1. Select the {Draft} filter

DRAFT budgets display

Draft budget displayed

Identify the budget to validate and click on it.

• • The budget Form view appears

Budget Form view

Change the budget display type to help you reviewing the budget before approval

Click on the button at the bottom of the form.

• • The budget status has changed to validated

How to Close a Validated Budget

Once a budget period or a decision moment is over, a budget can be closed in the instance where it belongs to, e.g. a project budget can be closed in project level. The status change will then synchronize upwards to coordination and HQ.

Go to: Budgets/Budgets

1. Select the {Validated} filter. Select the budget you would like to close
2. Review the budget. If there are no problem click on the {Done} button at the bottom of the page.

Finance User Manual ENG -> 4. Imports -> 4.2 Headquarter (HQ) Expenses -> LUFI-40202 F: How to Validate HQ Entries

LUFI-40202 F: How to Validate HQ Entries

When HQ entries have been reviewed, an authorised user can validate (Hard-post) and synchronize them.

Once the HQ entries are validated at Coordination level, they become validated at the HQ instance in the HQ entries sub module so that HQ can follow which HQ entries have been validated by each mission.  HQ entries mass or individual validation at coordination will trigger one Journal Item per HQ entry. There will be no more entry sequences containing several HQ entries in the same sequence. (one entry sequence per HQ journal entry)

Go to Accounting/HQ/HQ Entries

• –>A list of HQ entries to validate displays

List of draft HQ entries displayed in the {HQ Entries List} Search view

1. Tick the check-boxes of the entries you want to validate. Note that selecting one split entry will lead to validation of lines involved in the split (original entry and all related split entries).
   

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2. Go to the {Actions} menu and select {Validation}.

{Validation} action

–>A {Validation} wizard displays

 {HQ Entries Validation} wizard

3. Select {Validate}

–>HQ entries are validated. From this moment they become accounting entries and are reflected in the {HQ} journal. After this step changing entries is only possible through accounting corrections.

HQ entries mass or individual validation at coordination will trigger one Journal Item per HQ entry. Same for Analytic Journal Items (one entry sequence per HQ journal entry)

Validated HQ entries displayed in {Journal Items} Search view

Validated HQ entries displayed in {Analytic Journal Items} Search view

When an HQ entry is corrected before validation for account or analytical distribution or when the entry is split, automatic correction entries in OD journal are created. This means that the original HQ entry is reversed and corrected with a separate entry. The original entries have the correction history wizard available.

Corrections History viewed from the Analytic Journal Items

How to track changes on HQ entries:

1. The fields used as headers in the list view of the HQ entries.

2. The transition to “Validated” (the tag on which the filters To Validate and Validated depend), so that we can spot when the HQ entries have been posted.

3. The split and unsplit of entries. Note: lines coming from a split will be identifiable because the “Original HQ Entry” will have a value for these lines (contrary to the “original” lines).

4. Analytic reallocation

5. Change Account

Finance User Manual ENG -> 4. Imports -> 4.2 Headquarter (HQ) Expenses -> LUFI-40202 D: How to Review Multiple HQ entries

LUFI-40202 D: How to Review Multiple HQ entries

1. Go to Accounting/HQ/HQ Entries

• • A list of HQ entries to validate displays

2. Tick the entries you want to modify.

List of draft HQ entries displayed in the {HQ Entries List} Search view

3. If you want to allocate these entries to a new analytical distribution, go to the {Actions} menu.

4. Select {Analytic reallocation}.

{Analytic reallocation} action

5. Here you can change the fields {Destination}, {Cost Center} and {Funding Pool}. Make sure the allocation is identical for your entries and the expense account/destination is correct. Click on the {Validate} button.

{Analytic reallocation} wizard

6. The analytical reallocation is completed. If you have assigned a wrong allocation, entries will appear in red. For example: if the combination expense account/destination is incorrect.

Entries with invalid analytic distribution in red displayed in the HQ Entries Search view

7. If you want to allocate HQ entries to a new expense account, go to the {Actions} menu, and select {Change Account}

{Change Account} action

8. In the {Change Account} wizard, type a new account in the {Account} field.

{Change Account} wizard

9. Validate. The expense accounts will be updated.

Finance User Manual ENG -> 4. Imports -> 4.2 Headquarter (HQ) Expenses -> LUFI-40202 C: How to Review HQ Entries Individually

LUFI-40202 C: How to Review HQ Entries Individually

Analytical and expense account information can be changed at coordination level.

Expenses recorded in the HQ ERP system are initially allocated to cost centers. This allocation is decided at HQ based on Logistics or HR information; it needs to be reviewed at coordination level by advanced users.

Expenses recorded at HQ on behalf of the field are automatically set to the funding pool {PF – MSF private funds}. Advanced Coordination finance users complete the funding pool allocation because the funding dimension is not available or known in the HQ system.

Go to Accounting/HQ/HQ Entries   ->>A list of HQ entries to validate displays

List of draft HQ entries displayed in the {HQ Entries List} Search view

1. Click on the pencil to edit the relevant entry line. Fields in blue are mandatory and editable. Fields in white are also editable.

2. Change the account, destination, cost center or funding pool by deleting the field content and browse or type in the field the right input.

Editing an HQ entry

• • Note! Some sections have decided to set some accounts as not correctable/editable. Please see the financial procedures from your section for further details. However, the analytic distribution on such accounts can still be updated.

{Other staff costs} account set as not correctable by HQ

In the above example, the account {66250} is not correctable. If you try to change this account when it is imported in your instance, an error message will appear. If you need to correct an entry on such an account, contact your financial manager in the Headquarter office.

3. Save the entry line by clicking the floppy disc.

Account changed from 64100 to 64110

4. Proceed to validating the entries