Generating Budget and Forecast Amounts

This chapter discusses how to:

Generate the budget.
Set up account association information.
Revise forecasted budget amounts.
Generate a budget revision.
Copy budget results to the general ledger.
Purge budget results.

Generating the Budget

In this section provides an overview of the AREF Budget Calculation Program (R15L1091), lists prerequisites, and describes how to:

Run the AREF Budget Calculation program.
Set processing options for AREF Budget Calculation (R15L1091).

Understanding the AREF Budget Calculation Program (R15L1091)

Use the AREF Budget Calculation program (R15L1091) to generate the budget and forecast amounts and update the AREF Budget Results table (F15L109). You can use processing options to:

Calculate budgets for a specific fiscal year and period.
Forecast amounts up to fifteen years in the future.
Calculate management fees in the exposure amount.
Specify whether to use actual amounts from locked periods.

Note. The system uses the fiscal date pattern that is assigned to the company and the building to determine the period number. For example, if the fiscal year is defined as May 1, 2010 through April 30, 2011, and you specify period 1, the system generates the budget beginning with May 1, 2010.
Prorate revenue when a lease begins or ends mid-month.
Project straight-line rent.

See FASB 13 Standards and Processes.
Specify the date pattern to use when calculating revenue for AREF assumptions.
Specify a version of Expense Participation Generation program (R15110) from which to retrieve processing option settings for the AREF E.P. budget calculation process.

Warning! There is a potential risk involved because the processing options in the versions you select might have been changed. To avoid unpredictable results in the budget calculations, you should create a unique version of the R15110 program specifically for AREF budgeting.

See Generating Expense Participation Calculations.

The system retrieves information and calculates budget amounts based on the account type. This table lists the accounts types for which you can generate a budget and the process to calculate the budget:

Account Type	Budget Calculation Process
Revenue	If the unit is leased, the system uses the recurring bill code rule assigned to the unit or the building constants record, in conjunction with the information in the Recurring Billings Master table (F1502B) in JD Edwards EnterpriseOne Real Estate Management. If the unit is vacant or no recurring billing information is set up for the lease, the system uses the assumption rules assigned to the unit or the building constants record to locate the market rate, growth pattern, and any other information necessary to derive the budget, including detail assumptions. The system multiplies the market rate by the area of the unit, applies the growth pattern, divides the amount by 12, and updates the results to the F15L109 table. You can set the Revenue Calculation processing option to specify whether to calculate recurring billing information if it is not set up for the lease in JD Edwards EnterpriseOne Real Estate Management.
Expense, capital expenditure, balance sheet	The system uses the account balances that were retrieved and updated to the AREF Account Status table (F15L110) and applies the corresponding growth pattern to the amounts. If the account has a zero balance and the growth pattern is for a fixed amount, the system divides the growth pattern by 12 to derive a balance for each period. If the growth pattern is a percentage, the system does not generate any period budget amounts because the system cannot multiply by zero. Note. The system does not use the budget pattern code assigned to the account status record when it calculates the budget. You must manually calculate the amounts based on the budget pattern code prior to running the R15L1091 program.
Management fee	You can set the Management Fee Calculations processing option to generate a budget for management fees, if desired. The system uses the setting of the Use Existing RE Rules option from the building constants to determine whether to retrieve the management fee setup information from the Management Fee Master table (F1505B) in JD Edwards EnterpriseOne Real Estate Management or from the AREF Building Constants table (F15L100) in JD Edwards EnterpriseOne Advanced Real Estate Forecasting.
Sales overage	You can set the Sales Overage Calculations processing option to generate a budget for revenue that is based on sales overage amounts (percent rent). When you set the processing option, the system runs the AREF Sales Overage Budget Calculation program (R15L1097) and updates the results to the AREF Budget Results (F15L109) and AREF Prior Gross Billings (F15L302) tables. If the unit is leased, the system uses the sales overage information that is set up in JD Edwards EnterpriseOne Real Estate Management. If the unit is not leased, or if sales overage information is not set up in JD Edwards EnterpriseOne Real Estate Management, the system uses the sales overage rule that is set up in JD Edwards EnterpriseOne Advanced Real Estate Forecasting. Note. The processing options for the R15L1097 program are used only as the recipient for values from the R15L1091 program processing options; therefore, you do not need to update them.
Expense participation	You can set the Expense Participation Calculations processing option to generate a budget for revenue that is based on expense participation. When you set the processing option, the system runs the AREF E.P. Budget Calculations program (R15L1096) and updates the results to the F15L109 table and the AREF EP Billing Register table (F15L38). The system deletes the records in the F15L38 table each time you run the R15L1091 program for the same building/revision combination. If the unit is leased, the system uses the expense participation information that is set up in JD Edwards EnterpriseOne Real Estate Management. If the unit is not leased, or if expense participation information is not set up in JD Edwards EnterpriseOne Real Estate Management, the system uses the expense participation rule that is set up in JD Edwards EnterpriseOne Advanced Real Estate Forecasting. You can set the Expense Participation Calculation processing option to specify whether to calculate expense participation information if it is not set up for the lease in JD Edwards EnterpriseOne Real Estate Management. Note. The processing options for the R15L1096 program are used only as the recipient for values from the AREF Budget Calculation program (R15L1091) processing options; therefore, you do not need to update them.
FASB 13	You can set the FASB 13 Calculations processing option to generate a budget for straight-line rent for AREF leases to support the FASB 13 regulatory requirement.

After you run the R15L1091 program, you can review the forecasted budget results in the AREF Edit Budget program (P15L109) or by generating the AREF Budget Calculation Audit Report (R15L1098).

Prerequisites

Before you complete the tasks in this chapter, you must:

Verify that the date pattern assigned to the company is set up for the number of years for which you want to produce a forecasted budget.

For example, if you want to forecast a budget for 10 years, starting with 2007, the date pattern must be set up through 2017.

See Setting Up 52 Period Fiscal Date Patterns.
Assign assumptions, expense participation rules, sales overage rules, and recurring bill code rules to each unit for which you want to calculate a budget or for the corresponding building constant record.
Add account status records, if desired, to create budgets for nonrevenue accounts, such as capital expenditure.
Run the Gross Lease Occupancy Refresh program (R15141) prior to generating the expense participation calculations if the expense participation information that is set up for the lease in JD Edwards EnterpriseOne Real Estate Management uses a share factor denominator or tenant exclusion rule and you want to use the real estate management occupancy results for leased units.
Run the AREF Occupancy Refresh program (R15L1092) prior to generating the budget calculations if the expense participation rule in JD Edwards EnterpriseOne Advanced Real Estate Forecasting uses a share factor denominator or tenant exclusion rule or if you want to use AREF occupancy results for leased units.

You can set a processing option in the R15L1091 program that enables you to submit the R15L1092 program prior to generating the expense participation calculations.

Running the AREF Budget Calculation Program

Select AREF Budget Processing (G15L21), AREF Budget Calculation.

Setting Processing Options for AREF Budget Calculation (R15L1091)

Processing options enable you to specify the default processing for programs and reports.

Defaults

1. Revision Number	Specify the revision number to assign to the budget calculation records.
2. Budget Start Period	Specify the number of the first period for which the system calculates a budget. If you leave this processing option blank, the system uses period 01.
3. Budget Start Fiscal Year	Specify the fiscal year that the system uses to begin the budget calculations. If you leave this processing option blank, the system uses the current year of the company that is assigned to the building that is processed.
4. Years to Forecast	Specify the number of years to forecast the budget amounts. You can forecast for up to 15 years.

Process

1. Management Fee Calculations	Specify whether the system calculates management fees. Values are: Blank: Do not calculate. 1: Calculate.
2. Unit Area for Budget Calculations	Specify the unit area that the system uses as the basis for calculating budget amounts. Values are: 1: Rentable area. 2: Sales usable area.
3. Management Fees Subledger	Specify whether the system enters a subledger to display the business unit that the fee is calculated for when you are posting management fees. Using a subledger allows multiple management fees to be written to one account without any of them being overwritten. If you leave this processing option , the system can override the management fee for one account because subledger is not used to distinguish between business units pointing to the same account. Values are: Blank: Do not use the subledger. 1: Use the subledger.
4. Revenue Calculation	Specify whether the system uses AREF assumptions when recurring billing is not set up. Blank: Use AREF assumptions. 1: Do not use AREF assumptions. Note. If you set up recurring billing, this processing option is not taken into consideration.
5. AREF Assumption Revenue Date Pattern	Specify a code from user-defined code (UDC) table H00/DP that specifies the date pattern to use to calculate revenue budget results for AREF assumptions. The system uses this date pattern to determine the beginning and ending dates of a period instead of using the company date pattern. For example, if you select a calendar type date pattern, period 1 begins on January 1^st and ends on January 31^st regardless of how period 1 is defined in the company fiscal date pattern. If you leave this processing option blank, the system uses company fiscal date pattern.
6. AREF REM Lease Renewal Growth	Specify whether the system applies the REM Lease Renewal Growth to all budgeting or to rent only. Use the AREF Unit Master program (P15L101) to define the REM lease renewal growth. The system uses the REM lease renewal growth if the check box on REM Lease Renewal tab is set to renew from the REM lease. Use the AREF Recurring Bill Code Rule Revisions program (P15L106) to define whether a bill code is rent or non-rent. If you set the Rent Flag for the bill code to 1, the system recognizes the bill code as rent. Values are: Blank: Apply renewal growth for all budget processing. 1: Apply renewal growth for rent only.

Sales Overage

1. Sales Overage Calculations

Specify whether the system calculates sales overage. Values are:

Blank: Do not calculate.

1: Calculate.

2. Sales Overage Prior Gross Billings

Specify whether the system calculates prior gross billings at the unit or detail level when it calculates sales overage using the information from JD Edwards EnterpriseOne Real Estate Management.

The system always calculates prior gross billings at the unit level when it calculates sales overage using the information from JD Edwards EnterpriseOne Advanced Real Estate Forecasting. Values are:

Blank: Calculate prior gross billings at the unit level.

1: Calculate prior gross billings at the detail level (building, unit, and product code).

3. REM Computation Method 0 Default (real estate management computation method 0 default)

Specify whether the system bypasses calculating sales overage when the computation method is 0 (weekly) in JD Edwards EnterpriseOne Real Estate Management or calculate sales overage using the sales overage rule that is set up in JD Edwards EnterpriseOne Advanced Real Estate Forecasting. Values are:

Blank: Do not calculate sales overage.

1: Calculate sales overage using the sales overage rule from JD Edwards EnterpriseOne Advanced Real Estate Forecasting.

Expense Participation

1. Expense Participation Calculations	Specify whether the system calculates expense participation. Values are: Blank: Do not calculate. 1: Calculate. If you specify to calculate expense participation, the system runs the AREF E.P. Budget Calculations report (R15L1096).
2. Occupancy Refresh	Specify whether the system runs the AREF Occupancy Refresh program (R15L1092) prior to calculating budgets for expense participation. You use this processing option in conjunction with the Expense Participation Calculations processing option. If you leave the Expense Participation Calculations processing option blank, the system ignores this processing option. Values are: Blank: Do not run the R15L1092 program. 1: Run the R15L1092 program prior to calculating the budgets for expense participation.
3. Account Range Inclusion	Specify which accounts to include in the expense class. Values are: Blank: Combine object and subsidiary accounts. This includes all accounts that are greater than or equal to the From object account and subsidiary, and less than or equal to the To account and subsidiary. For example, if the From values equal 5000.010, and the To values equal 59999.020, all accounts between these values are included (account 5555.040 is included). 1: Use separate comparison for object and subsidiary accounts. This includes all accounts with object accounts between the From and To object accounts as well as subsidiary accounts between the From and To subsidiary accounts. For example, if the From values equal 5000.010, and the To values equal 59999.020, all accounts with objects between 5000 and 59999 as well as subsidiary accounts between 010 and 020 are included (account 5555.040 is not included).
4. Straight-Line AREF E.P. Calculations	Specify whether to use straight-line expense participation calculations for AREF leases. Values are: Blank: Do not use straight-line expense participation calculations. 1: Use straight-line expense participation calculations. Note. E.P. (expense participation) calculations are always straight-lined for REM leases.
5. Prorate Partial Months	Specify whether to prorate expense participation calculations when a REM or AREF lease ends mid-month. Values are: Blank: Do not prorate partial months. The system does not prorate either REM nor AREF leases. 1: Prorate partial months. The system will prorate both REM and AREF leases.
6. Management Fee in Exposure	Specify whether to include the management fee in the exposure amount. Values are: Blank: Do not include the management fee. 1: Include the management fee. If you include the management fee in the exposure, you must rerun the AREF E.P. Budget Calculation program (R15L1096), which recalculates the tenant share on the class exposure including the management fee. After so doing, the R15L1091 program recalculates the management fee against this new tenant share amount.
7. Accural Account Method	Specify how the system distributes the expense participation accrual amount. The accrual amount is the amount of adjustment between the current estimated billings and the projected recovery amount. Values are: Blank: Combine the expense participation accrual amount with the estimated bill code. If you select this option, the accrual amount is added to the estimated bill code account. 1: Use the automatic accounting instruction (AAI) for the E.P. actual bill code. If you select this option, the accrual amount is added separately to the account defined by the PM or RM AAI for the actual bill code on the E.P. definition. 2: Use the AAI for the accrual bill code. If you select this option, the accrual amount is added separately to the account defined by the PE or RE AAI for the actual bill code on the E.P. definition.
8. Budget Lock Period From	Specify the beginning period of the range of periods for which the system retrieves actual amounts during the budget calculation. Actual amounts are amounts from periods that have been locked in the JD Edwards EnterpriseOne General Accounting system and loaded to the AREF Account Status table (F15L110).
9. Budget Lock Period To	Specify the ending period of the range of periods for which the system retrieves actual amounts during the budget calculation. Actual amounts are amounts from periods that have been locked in the JD Edwards EnterpriseOne General Accounting system and loaded to the F15L110 table.
10. Expense Participation Calculation	Specify whether the system uses AREF expense participation rules when E.P. is not set up for the current REM lease. Values are: Blank: Use AREF rules. 1: Use E.P. information. Note. If you do not set up expense participation, the system does not use this processing option.
11. Use Occupancy Data From	Specify whether the system uses occupancy data from the JD Edwards EnterpriseOne Real Estate Management system or the JD Edwards EnterpriseOne Advanced Real Estate Forecasting system. Values are: Blank: Use occupancy data from REM. The system uses values from the F15141 table for the share factor denominator when a REM lease is attached to a unit. If you use computation method B or P, the system will use the F1521 table. 1: Use occupancy data from AREF. The system uses values from the F15L141 table for the Share Factor Denominator when a REM lease is attached to a unit. If you use computation method B or P, the system uses the F15L101 table.
12. Default Area Option	Specify whether the system uses the square footage (either rentable or usable) for the building (computation method B) or the property (computation method P) from the AREF Unit Master if no log records are found for the specified EP code. Values are: Blank: Use the square footage for the building or the property from the AREF Unit Master if no log records are found for the EP code. 1: Do not use the square footage from the AREF Unit Master if no log records are found for the EP code.
13. AREF E.P. Rules Default Area Calculation Method	Specify a calculation method from UDC table 15/OM that the system uses to retrieve occupancy information from the AREF Gross Lease Occupied Area table (F15L141). The system uses this information when processing AREF E.P. Rules. Values are: 1: Area as of the first day of the month. (default) 2: Area as of the last day of the month. 3: Area as of the 15th day of the month. 4: Average area for the month.
14. Generation Type for REM Cap History	Specify a generation type from UDC table 15/GT that the system uses to retrieve cap history from the JD Edwards EnterpriseOne Real Estate Management system. The system retrieves cap history for leased units when REM E.P. billing rules with caps are processed. The system does not process caps for AREF E.P. billing rules. Values are: 2: Year-end adjustment. 6: Estimated E.P. (default)
15. E.P. Calculation Generation (R15110) Version	Specify the version of the Expense Participation Calculation Generation (R15110) the system should use for calculations that include REM E.P. billing rules. If you leave this processing option blank and you set the Expense Participation Calculations processing option to run expense participation, the system uses version XJDE0001. The system generates a warning at the end of the budget calculation process to indicate the system used the default version.

FASB 13

1. FASB 13 Calculations	Specify whether the system performs FASB 13 calculations for AREF leases. Values are: Blank: Do not perform FASB 13 calculations. 1: Perform FASB 13 calculations.
2. Print FASB 13 Details	Specify whether the system prints the results of the FASB 13 calculations for AREF leases. Values are: Blank: Do not print. 1: Print. If you select this option, the system runs the AREF FASB 13 Details program (R15L130). You must also select 1 in the FASB 13 Calculations field to run the R15L130 program.
3. Bill Codes to Retrieve Rent Amounts	Specify the bill codes to use to retrieve the estimated rent amounts from AREF when the system calculates FASB 13 information. You can specify as many as 10 bill codes in the Bill Code 01 through Bill Code 10 fields.
4. Bill Code to Post Accruals	Specify an accrual bill code that determines the account in the AREF Budget Results table (F15L109) to which the system writes calculated FASB 13 accrual amounts. You must enter an accrual bill code to perform FASB 13 calculations.
5. Bill Code to Post Deferrals	Specify a deferral bill code that determines the account in the AREF Budget Results table (F15L109) to which the system writes calculated FASB 13 deferral amounts. You must enter a deferral bill code to perform FASB 13 calculations.

Versions

1. Occupancy Refresh (R15L1092)

Specify the version of the R15L1092 program to use when you set the Occupancy Refresh processing option on the Expense Participation tab to 1. If you leave this processing option blank, the system uses version XJDE0001.

Setting Up Account Association Information

This section provides an overview of account association information and discusses how to add account association information.

Understanding Account Association Information

After you generate budget calculations, you can set up account association codes to group similar accounts for reporting purposes. For example, you might want to summarize all of the accounts associated with rent revenue into the account association code RENT. Other examples of account association codes include common area maintenance, management fees, and taxes and insurance. The system uses account association codes for reporting purposes only.

These reports in JD Edwards EnterpriseOne Advanced Real Estate Forecasting generate account balances based on the account association codes that you specify in the report processing options:

AREF Input Assumptions (R15L005).
AREF Unit Plan Roster (R15L006).
AREF Lease Revenue by Type (R15L001).
AREF Schedule of Base Rental Revenue (R15L002).

The system stores account association information in the AREF Account Association table (F15L120).

Note. You can also use the AREF Building Constants program (P15L100) to specify an account association code to use to report on bad debt.

Forms Used to Add Account Association Information

Form Name	FormID	Navigation	Usage
Work With AREF Account Association	W15L120A	AREF Occupancy and Account Setup (G15L414), AREF Account Association	Review and select account association codes.
AREF Account Association Revisions	W15L120B	On the Work With AREF Account Association form, click Add.	Add account association information.

Adding Account Association Information

Access the AREF Account Association Revisions form.

Account Association Code	Enter a four-character code that identifies a group of account numbers for reporting purposes.
Account ID (account identification)	Enter the unique number that the system assigns to each general ledger account in the Account Master table (F0901).
Object Account	Enter the portion of a general ledger account that refers to the division of the cost code (for example, labor, materials, and equipment) into subcategories. For example, you can divide the cost code for labor into regular time, premium time, and burden. Note. If you use a flexible chart of accounts and the object account is set to 6 digits, Oracle recommends that you use all 6 digits. For example, 000456 is not the same as 456 because if you enter 456, the system enters three blank spaces to fill a 6-digit object.
Subsidiary	Enter a subset of an object account. Subsidiary accounts include detailed records of the accounting activity for an object account. Note. If you are using a flexible chart of accounts and the object account is set to 6 digits, you must use all 6 digits. For example, 000456 is not the same as 456 because if you enter 456, the system enters three blank spaces to fill a 6-digit object.

Revising Forecasted Budget Amounts

This section provides an overview of forecasted budger revisions and discusses how to:

Set processing options for AREF Edit Budget (P15L109).
Lock calculated budget records.
Revise budget amounts.

Understanding Forecasted Budget Revisions

After you generate the budget calculations, you can review and revise the results using the AREF Edit Budget program (P15L109). On the Calculated Budget Results form, you can define the search criteria and display the forecasted annual amounts. You can display the budgets for each building and revision number, or enter search criteria to limit the number of records that are displayed to a specific unit (by using the Subledger field) or account.

To revise an annual budget amount, you must revise the period amounts. To access, select the annual amount for the desired budget year. You can revise the period amounts using these methods:

Change the amount in the desired period.

The system automatically updates the annual amount.
Enter an override annual amount and a budget pattern code, and select Calc Budget Spread from the Row menu.

The system spreads the annual amount to the appropriate periods based on the budget pattern code.

Alternatively, you can change the setup information and rerun the AREF Budget Calculation program (R15L1091) as often as needed. The system recalculates and overwrites the information in the AREF Budget Results table (F15L109) unless the account record is locked for the selected building and revision. To review the sources that the system used to generate the calculation, including some of the formulas that were used, generate the AREF Budget Calculation Audit Report (R15L1098) for the building.

Forms Used to Revise Forecasted Budget Amounts

Form Name	FormID	Navigation	Usage
Calculated Budget Results	W15L109A	AREF Budget Processing (G15L21), AREF Edit Budget	Lock calculated budget records.
Edit AREF Year Period Details	W15L109B	On the Calculated Budget Results form, select a budget and click the link or select Edit Year Detail from the Row menu.	Revise forecast amounts. Recalculate the period amounts based the values of the Override Annual Amount and Budget Pattern Code fields.

Setting Processing Options for AREF Edit Budget (P15L109)

Processing options enable you to specify the default processing for programs and reports.

Defaults

1. Display Account Description

Specify whether the Show Account Description check box on the Calculated Budget Results form is selected. This processing option only determines the default value of the check box. You can change the value in the check box when you access the Calculated Budget Results form. Values are:

Blank: The Show Account Description check box is not selected and the system does not display account descriptions.

1: The Show Account Description check box is selected and the system displays account descriptions.

Versions

1. Account Status (P15L110) Version

Specify the version of the P15L110 program to use. If you leave this processing option blank, the system uses the default version ZJDE0001.

Locking Calculated Budget Records

Access the Calculated Budget Results form.

You cannot revise any of the information on the Calculated Budget Results form; however, depending on the security settings, you can lock records from future updates or revisions. The system disables and enables the following selections in the selection from the Row menu, depending on the action assigned to the user in the AREF Permission Lists program (P15L200):

If the allowed action is 1, both the Lock All Years and Unlock All Years selections are enabled.
If the allowed action is 2, the Lock All Years selection is enabled and the Unlock All Years selection is disabled.
If the allowed action is 3, the Lock All Years selection is disabled and the Unlock All Years selection is enabled.

If you are not set up in the P15L200 program, the Lock All Years and Unlock All Years row selections are disabled.

If you are not using AREF security, the Lock All Years and Unlock All Years selections from the Row menu are enabled.

You can also delete the records for which no budget amounts were forecast.

Revising Forecast Amounts

Access the Edit AREF Year Period Details form.

The system disables the grid column for each locked period. If all periods are locked, the system disables the Budget Pattern Code field and the Calc Budget Spread selection from the Row menu. If some periods are locked, the system disables the Budget Pattern Code field and spread the difference between the total amount in the locked periods and the value entered in the override annual amount form control across the remaining unlocked periods. If all the periods are unlocked, the system spreads the override annual amount across the 12 periods using the budget pattern code.

Depending on the security actions assigned to the user in the AREF Permission Lists program (P15L200), the system disables and enables the following fields:

If the allowed action is 1, then no error occurs if the user changes the value in the Budget Lock field.
If the allowed action is 2, an error occurs if the user changes the value in the Budget Lock field to N. Otherwise, the system does not issue an error.
If the allowed action is 3, an error occurs if the user changes the value in the Budget Lock field to Y. Otherwise, the system does not issue an error.

If a user who is not set up in the permissions list changes the value in the Budget Lock field, the system displays an error.

If you are not using AREF security, the preceding information does not apply.

Lock Flag

Enter a code that specifies whether the system generates a budget record or updates the F15L109 table for the unit when you run the R15L1091 program. Values are:

Y: The budget for the unit is locked. The system neither generates a new record nor updates an existing record in the F15L109 table.

N: The budget for the unit is not locked. The system updates the budget results record when you run program R15L1091.

Period End Amounts

Enter the period end amount.

When you revise a period amount, the system automatically updates the Override Annual Amount field when you press Tab to exit the field.

Generating Budget Revisions

This section provides an overview of budget revisions and discusses how to:

Run the AREF Copy Revisions program.
Set processing options for AREF Copy Revisions (R15L1094).

Understanding Budget Revisions

Use the AREF Copy Revisions program (R15L1094) to maintain an audit trail of the budget changes by generating a new budget revision number. When you run the R15L1094 program, the system copies all of the records for the revision number to a new revision number. You do not need to specify sequential revision numbers. For example, you can copy revision number 1 to revision number 99. Using revision numbers enables you to make changes to the setup information or to the budget amounts while still retaining the original information.

If you have the same revision numbers assigned to budgets for multiple buildings or properties, you can use data selection to specify the applicable buildings. If you do not set up data selection, the system generates records for a new revision number for all buildings and properties.

If you do not want to copy the records from the AREF Budget Results table (F15L109), you can set a processing option to bypass this table. If you bypass copying budget results records, the system also does not copy the supporting records in the EP Billing Register (F15L38) and the AREF Prior Gross Billings (F15L302) tables.

If the system finds that a record exists for the new revision number, a processing option enables you to choose whether to replace the existing record. The information that defines the record must be exactly the same; otherwise, the system generates a new record. If an extraneous record exists for the new revision number that is not a duplicate record, the system does not delete it.

Note. The system does not provide a method to remove all the records generated for a revision number. If you generate records for the wrong revision number, you must manually delete them.

Running the AREF Copy Revisions Program

Select AREF Global Updates (G15L311), AREF Copy Revisions.

Setting Processing Options for AREF Copy Revisions (R15L1094)

Processing options enable you to specify the default processing for programs and reports.

Defaults

1. Copy From Revision Number

Specify the revision number from which the system copies records.

2. Copy To Revision Number

Specify the revision number to which the system copies records.

The program copies the assumption records in each table based on the revision number in the From processing option.

Process

1. Budget Results

Specify whether to copy budget results records in the F15L109 table. Values are:

Blank: Do not copy.

1: Copy.

2. Replace Existing Records

Specify whether to replace records for the target revision number in the following tables: F15L102, F15L101, F15L104, F15L114, F15L103, F15L113, F15L110, F15L111, F15L105, F15L100, F15L107, F15L109, and F15L120.

Values are:

Blank: Do not replace existing records.

1: Replace existing records.

Copying Budget Results to the General Ledger

This chapter provides an overview of the process to update budget results to the general ledger, lists a prerequisite, and discusses how to:

Run the AREF Copy Results to Ledger program.
Set processing options for AREF Copy Results to Ledger (R15L1093).

Understanding the Process to Update Budget Results to the General Ledger

When you are satisfied with the budget results for a specific revision number, you can run the AREF Copy Results to Ledger program (R15L1093) to copy the amounts from the F15L109 table to the Account Balances table (F0902), where they can be incorporated with budgets from other systems for reporting purposes.

Use processing options to:

Copy budget results by revision number.
Update the budget for specific properties only by using data selection to specify the property (or building).
Specify whether to add or overwrite the amounts from the F15L109 table to the F0902 table when records for that ledger type already exist in the F0902 table.

The system does not remove any account balance records. In addition to the period amounts that the system updates in the F0902 table, you can also update one of the annual budget amount fields (Requested, Approved, or Final).
Specify whether to lock the records in the F15L109 table after the system updates the F0902 table.

You can do this to prevent the budget results records from being revised or updated. Locking the records ensures the integrity between the two tables; however, if you need to make a revision, you can unlock the record using the AREF Edit Budget program (P15L109), and then update the change to the F0902 table by rerunning the R15L1093 program.

Note. When you set up the appropriate permissions list in the P15L200 program, certain users will not have the authority to lock a budget. As a result, the system will not lock the budget if the user is not allowed to lock the budget. An informational message is printed on the report for the building or revision being processed indicating that the budget was not locked because the user is not authorized.

To verify that the R15L1093 program successfully copied the budget records to the F0902 table, you should review the report. The report provides the parameters that were used to copy the records, such as the revision number and ledger type, as well as provides the total number of records copied and a message to confirm that the process finished successfully.

Prerequisite

Before you complete the tasks in this section, you must verify that the ledger type to which the system copies budget results is set up in user-defined code (UDC) tables 15L/TL and 09/LT and in the Ledger Type Master File table (F0025).

See Setting Up Ledger Type Rules for General Accounting.

Running the AREF Copy Results to Ledger Program

Select AREF Global Updates (G15L311), AREF Copy Results to Ledger.

Setting Processing Options for AREF Copy Results to Ledger (R15L1093)

Processing options enable you to specify the default processing for programs and reports.

Defaults

1. Specify Target Ledger

Specify the ledger type to which the system copies the estimated budget.

The ledger type must be defined in UDC table 09/LT and UDC table 15L/TL. If the ledger type does not exist in these UDC tables, the system does not update any records in the F0902 table.

Warning! You can copy the budget results to any of the ledger types except AA, AU, AZ, CA, and CU, which represent actual amounts and units for domestic, foreign, and cash basis transactions.

2. Revision Number

Specify the budget revision number that the system records in the F15L109 table.

Process

1. Source Budget Record Lock

Specify whether the system locks the source record in the F15L109 table when the record is posted to the F0902 table. Values are:

Blank: Do not lock the record.

1: Lock the record.

2. Target Budget Field

Specify the target ledger that the system uploads to the F0902 table. Values are:

1: Requested Budget

2: Approved Budget

3: Final Budget

3. Add or Replace Amounts

Specify whether to add the period and annual budget amounts to any existing balances in the F0902 table or to replace existing balances with the budget amounts that the system copies. Values are:

Blank: Add the budget amounts from the F15L109 table to the existing balances in the F0902 table for accounts that have the same account ID, ledger type, and fiscal year.

1: Replace any existing balances in the F0902 table with the budget amounts from the F15L109 table for accounts that have the same account ID, ledger type, and fiscal year.

Purging Budget Results

This section provides an overview of the process to purge budget results, lists a prerequisite, and discusses how to:

Run the AREF Purge Budget Results program.
Set processing options for AREF Purge Budget Results (R15L109P).

Understanding the Process to Purge Budget Results

Because you can create multiple revisions of the same budget for numerous buildings, you can manage the size of the AREF Budget Results table (F15L109) by purging some of the records. The system purges the records by revision number; therefore, if you do not want to purge all of the records for a specific revision number, use data selection to specify a property or building. When you run the AREF Purge Budget Results program (R15L109P), the system removes records from these tables only:

AREF Budget Results table (F15L109).
AREF Prior Gross Billings table (F15L302).
EP Billing Register table (F15L38).

The system does not remove any of the setup records that exist for the revision specified.

Note. You do not need to run the purge program to rerun the AREF Budget Calculation program (R15L1091) for the same revision. The system automatically removes the budget results records prior to generating new records.

Although you cannot retrieve the records that you purge, you can re-create them by rerunning the R15L1091 program, as long as the parameters in the setup information have not been altered.

Prerequisite

Before you complete the tasks in this section, you should save a copy of the F15L109 table or run the AREF Purge Budget Results program in proof mode first.

Running the AREF Purge Budget Results Program

Select AREF Purges (G15L312), AREF Purge Budget Results.

Setting Processing Options for AREF Purge Budget Results (R15L109P)

Processing options enable you to specify the default processing for programs and reports.

Defaults

1. Revision Number

Specify the revision number to select the records to purge. If you leave this processing option blank, the system uses revision number 0.

Process

1. Proof Or Final Mode

Specify whether to run the program in proof or final mode. Values are:

Blank: Proof mode. The system generates only a report of the records to purge.

1: Final mode. The system removes the records from the table and generates a report.

1. Summary Or Detail

Specify the type of report to generate. Values are:

Blank: Generate a summary report. The system prints only the total number of records purged.

1: Generate a detail report. The system prints each record that is purged.