Budget Copy Process

The Budget Copy feature is ideal for creating multiple versions of a budget. You set up what-if scenarios or assess the impact of each level of review. You can use this feature to create a new budget based on an existing ledger or to update an existing budget and have General Ledger automatically increase or decrease the amounts copied by a percentage that you specify.

The Budget Copy process updates or inserts new rows of data into the selected target ledger. If data for the specified ChartField values in the pool (source) ledger already exists in the target ledger, the system updates (or overwrites) that data for the year and periods specified. If no data exists in the target ledger for the specified ChartFields, General Ledger adds those rows to the target ledger. Any rows that do not meet the pool ledger criteria remain unaffected.

Here is an example:

Suppose that the sales manager for corporate headquarters expects that the revenue for the eastern and central regions will increase by 128 percent in the year 2000. To create a sales projection for the year 2000, the manager copies the actuals amounts from 1999 to the budget ledger. From the actuals ledger, the manager selects a range of revenue accounts (400000–401000) and the appropriate sales departments (21200 and 21300). All products and services are included. The system copies only those account balances that match the ChartField values that the manager entered. Any other rows of data that already exist in the budgets ledgers are not affected. Next, the manager selects the appropriate value in the Factor % (factor percentage) field. In this case, it is 128 percent of the actuals balances.

To populate a year's worth of budgets with a one-to-one copy from the actuals ledger to the budgets ledger, you set up a period-to-period copy. Then you run it 12 times in the Budget Copy process request using a different as-of date for each request. You cannot use a multiperiod time span (such as All Year) in the pool definition because the Budget Copy process sums the entire year in one row rather than as period 1, period 2, and so on. You could spread that amount to one period at a time or over an entire year, but you would not perform a one-to-one copy.