Working with Budget Forecasts

This chapter provides an overview of budget forecasts and discusses how to:

• Set up account association information.

• Revise forecasted budget amounts.

• Generate a new budget revision.

• Copy budget results to the general ledger.

• Purge budget results.

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 and update the F15L109 table, you might want to set up account association codes to group similar accounts to use 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, taxes and insurance, and so forth.

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.

• AREF Unit Plan Roster.

• AREF Lease Revenue by Type.

• AREF Schedule of Base Rental Revenue.

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

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

Form Used to 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 a number that the system assigns to each general ledger account in the F0901 table to uniquely identify it.
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, we recommend that you use all 6 digits. For example, entering 000456 is not the same as entering 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 six digits, you must use all six digits. For example, entering 000456 is not the same as entering 456 because, if you enter 456, the system enters three blank spaces to fill a six-digit object.

Revising Forecasted Budget Amounts

This section provides an overview of budget forecast revisions and discusses how to revise budget amounts.

Understanding Budget Forecast Revisions

After you generate the budget calculations, you can review and revise the results, using the AREF Edit Budget program (P15L109). When you select the program, the system displays the Calculated Budget Results form, which you use to 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.

You cannot revise any of the information on the Calculated Budget Results form; however, you can lock records from future updates or revisions, as well as delete the records for which no budget amounts were forecast. To revise an annual budget amount, you must revise the period amounts. To access, click 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). You can rerun the budget calculation program as often as you need. The system recalculates and overwrites the information in the F15L109 table unless the account record is locked for the selected building and revision.

To maintain an audit trail of the changes that you make to a budget, use the AREF Copy Revisions program (R15L1094) to generate a new revision number of the budget, and then make the changes to that revision.

To review the sources that the system used to generate the calculation, including some of the formulas that were used, run the AREF Budget Calculation Audit Report program (R15L1098) for the building.

See Also

Generating a New Budget Revision

Forms Used to Revise Forecast Amounts

Revising Forecast Amounts

Access the Edit AREF Year Period Details form.

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 AREF Budget Calculation program (R15L1091). Values are: Y: The unit is locked. The system neither generates a new record, nor updates an existing record in the F15L109 table. N: 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 tab out of the field.

Generating a New Budget Revision

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

• Run the AREF Copy Revisions program.

• Set the processing options for the AREF Copy Revisions program.

Understanding Budget Revisions

You can track the changes that you make to the budget by generating a new budget revision number. When you run the AREF Copy Revisions program (R15L1094), the system copies all of the records for the revision number that you specify to a new revision number that you specify. The revision numbers that you specify do not need to be sequential. 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 F15L109 table, you can set a processing option to bypass this table. If you bypass copying budget results records, the system also bypasses copying the supporting records in the F15L38 and the 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 the AREF Copy Revisions Program (R15L1094)

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

Defaults

Process

Copying Budget Results to the General Ledger

This chapter provides an overview of the process to update the general ledger with the budget results and discusses how to:

• Run the AREF Copy Results to Ledger program.

• Set processing options for the AREF Copy Results to Ledger program.

Understanding the Process to Update the General Ledger with Budget Results

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 F0902 table, where they can be incorporated with budgets from other systems for reporting purposes.

You copy budget results by revision number, which you specify in the processing options. If you want to update the budget for specific properties only, you must use data selection to specify the property (or building). 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. The ledger type that you assign to the budget amounts must be set up in User-Defined Codes (UDCs) 15L/TL and 09/LT and the Ledger Type Master File table (F0025) or the system does not update any records in the F0902 table.

If records for the ledger type that you specify exist in the F0902 table, you can choose to either add the amounts from the F15L109 table to the existing amounts or overwrite the amounts 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). Processing options enable you to specify which field.

To prevent the budget results records in the F15L109 table from being revised or updated, you can set a processing option to lock the records after the system updates the F0902 table. 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 AREF Copy Results to Ledger program.

To verify that program R15L1093 successfully copied the budget records to the F0902 table, review the report that the system generates. 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 verify that the ledger type to which you want budget results copied is set up in user-defined code (UDC) tables 15L/TL and 09/LT and in the F0025 table.

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 the AREF Copy Results to Ledger Program (R15L1093)

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

Defaults

Process

Purging the Budget Results

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

• Run the AREF Purge Budget Results program.

• Set processing options for the AREF Purge Budget Results program.

Understanding the Process to Purge Budget Results

Because you can create multiple revisions of the same budget for numerous buildings, you might want to manage the size of the F15L109 table 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:

• F15L109

• F15L302

• F15L38

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

You can run the purge program in proof or final mode. In proof mode, the system generates only a report of the records retrieved to purge. In final mode, the system removes the records from the F15L109 table and generates a report. You can generate either a summary report, which lists the number of records purged, or a detail report, which identifies each record that the system removed.

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 recreate them by rerunning program R15L1091, as long as the parameters in the setup information have not been altered.

Prerequisite

Before you complete the tasks in this section verify that you have a backup of the F15L109 table, or run the program in proof mode first to review the results because you cannot recover the information that the system purges.

Running the AREF Purge Budget Results Program

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

Setting Processing Options for the AREF Purge Budget Results Program (R15L109P)

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

Defaults

Process

Print