Setting Expense Commitments and Budget Validation Preferences

Set the following preferences when working with the Expense Commitments and Budget Validation SuiteApp:

• Setting Up Budget Preferences

• Setting Up a Budget Account

• Setting Up Accounting Preferences

• Setting Up Subsidiary Record Preferences

In addition, the Multiple Currencies feature must also be enabled. For more information about how to enable the Multiple Currencies feature, see Enabling the Multiple Currencies Feature.

Setting Up Budget Preferences

To set budget preferences:

1. Go to Budgets > Setup > Budget Preferences.

2. In the Budget Preferences List page, click Edit.

3. In the Budget Preferences page, set the following preferences:

   Preference	Description
   Enable Budget Validation	Check this box to enable budget validation.
   Budget Validation Source	Select the source of budget validation. Following are the options: Standard Budget – Budgets from the standard budgets functionality. Custom Budget – Custom budget created using the Budget Management SuiteApp. Note: Do not select any value other than Standard Budget or Custom Budget, else the budgets will not be validated.
   Budget Category	When you enable Multiple Budget feature and select Standard Budget in the Budget Validation Source field, select the budget category from this field. When you have a budget category selected, only the budgets that have the same category are validated. Note: The budget category selected in the subsidiary record takes precedence over the budget category selected in this preference.
   Budget Control for Validation	Select the budget control record. The SuiteApp considers only the budgets created using this budget control record for validation.
   Saved Search for Budget Validation	Select the saved search for budget validation. Depending on the budget type selected in the Budget Validation Source field, select the saved search for standard budget or custom budget. For more information, read Creating a Budget Validation Saved Search.
   Fields and Segments for Budget Validation	Enter the IDs of the fields or segments to which you want to compare transactions for budget validation. Select fields or segments that are available from the saved search selected in the Saved Search for Budget Validation field. For example, your transaction has seven segments, but you want to validate the budget only using three segments. Enter the IDs of those three segments in this field. For custom budget custom segments, the format for entering ID is: {Line.Id}|{Label} For standard budget custom budgets other fields, the format for entering ID is: {Id}|{Label},{Id}|{Label} Following is an example of a field and a custom budget custom segment: department|department,line.cseg1|customsegment In case the user is using custom budgets and wants to limit the consumed amount by a specific account, the account must be added to Fields and Segments for Budget Validation. Following is an example of a field and a custom budget custom segment to include the account: account|account,class|class Note: The field must only contain the columns available in the custom budget lines except for amount and budget periods. (E.g: Apr 2024, Q1 2024, FY 2024, etc.)
   Budget Not Found Message	Enter the message that appears when a matching budget is not found for the transaction line.
   Save Transaction On No Budget	Check this box to save the transaction even if the budget does not exist for the transaction.

   Click Save.

Setting Up a Budget Account

Set up a chart of account as the budget account. This account acts as a credit account for custom budget transactions. The amount in this account is not considered as budget amount.

To set up a budget account:

1. Go to Setup > Accounting > Chart of Accounts > New.

2. Check the Budget Account box.

3. Enter general accounting information.

   For more information, read Creating Accounts.

4. Click Save.

Setting Up Accounting Preferences

Set up the accounting preferences for using the SuiteApp.

To set up accounting preferences:

1. Go to Setup > Accounting > Accounting Preferences.

2. Set the following in the Accounting Preferences page:

   Subtab	Section	Preference	Description
   Items/Transactions	Accounts	Custom Budget Account	Select a custom budget account. If you want to use the SuiteApp for multiple subsidiaries, do not select a single subsidiary account from this list.
   Order Management	Purchasing	Allow Expenses on Purchase	Check this box to allow expenses on transactions.

3. Click Save.

Setting Up Subsidiary Record Preferences

Set up the preferences in each subsidiary record.

To set up subsidiary record preferences:

1. Go to Setup > Company > Subsidiaries.

2. Click Edit next to each subsidiary record and set the following preferences:

   Preference	Description
   Allow Saving When Budget Does Not Exist	Check this box to save the transaction even if a budget does not exist for the transaction of the subsidiary.
   Enable Budget Validation	Check this box to enable budget validation of the subsidiary.
   Budget Category	When you enable Multiple Budget feature and select Standard Budget in the Budget Validation Source field of budget preferences, select the budget category from this field. For this subsidiary, only the budgets that have the same category are validated. Note: The budget category selected in this field takes precedence over the budget category selected in the budget preferences.

   For more information, read Editing Subsidiary Records.

To enable the budget validation fields on purchase order, purchase request, and vendor bill transactions for a subsidiary and perform budget validations, you must:

• Check the Enable Budget Validation box in the Budget Preferences page

• Check the Enable Budget Validation box in the subsidiary record

To save a transaction even if budget is not found on a transaction line for a subsidiary, you must:

• Check the Save On No Budget in the Budget Preferences page

• Check the Allow Saving When Budget Does Not Exist box in the subsidiary record

Related Topics

• Setting Up Expense Commitments and Budget Validation
• Creating a Budget Validation Saved Search
• Adding User-Defined Custom Segments to Custom Budgets
• Creating a Budget Control Saved Search
• Creating a Budget Control Record

General Notices