Conversion of a Simple Budget to a Hierarchical Budget: Process Activity

In this activity, you will learn how to convert an existing simple budget into a hierarchical budget.

Story

Suppose that the 2024 budget of the SweetLife Fruits & Jams company, which contains sales and production budget articles, has to be converted into a hierarchical budget based on the previously created budget tree. (As the company has grown, its management has decided to have more detailed budgets in the system, and a budget tree has been configured.)

Acting as a system administrator, you need to convert the simple budget into a hierarchical budget and review how users with various roles can access the budget nodes.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

  • On the Companies (CS101500) form, the SWEETLIFE company has been defined.
  • On the Branches (CS102000) form, the HEADOFFICE branch of the SWEETLIFE company has been created.
  • On the Users (SM201010) form, the chubb, wiley, johmson, and gibbs user accounts have been created.
  • On the Ledgers (GL201500) form, the BUDGET ledger of the Budget type has been defined.

Process Overview

In this activity, on the Budgets (GL302010) form, you will convert a simple budget for 2024 into a hierarchical one. You will sign in as a user with the Sales Manager role, then as a user with the Purchasing Manager role, and finally as a user with the Financial Supervisor role; while signed in as each user, you will review the available budget nodes on the Budgets (GL302010) form.

System Preparation

Before you begin performing the steps of this activity, do the following:

  1. Launch the MYOB Acumatica website with the U100 dataset preloaded, and sign in as a system administrator Kimberly Gibbs by using the gibbs username and the 123 password.
  2. On the Company and Branch Selection menu on the top pane of the MYOB Acumatica screen, make sure that the SweetLife Head Office and Wholesale Center branch is selected. If it is not selected, click the Company and Branch Selection menu button to view the list of branches that you have access to, and then click SweetLife Head Office and Wholesale Center.
  3. Make sure that you have performed the following prerequisite activity to upload a budget for the HEADOFFICE branch: Simple Budget: Process Activity.
  4. Make sure that you have performed the following prerequisite activity to configure restriction groups: Access to Budget Nodes: Implementation Activity.

Step 1: Converting a Simple Budget to a Hierarchical Budget

To convert the simple budget to a hierarchical budget, do the following:

  1. Open the Budgets (GL302010) form.
  2. In the Summary area, specify the following settings:
    • Branch: HEADOFFICE
    • Ledger: BUDGET
    • Financial Year: 2024
    • Tree View: Cleared
  3. On the form toolbar, click Manage Budget.

    The system opens the Manage Budget dialog box.

  4. In the Select Action box, select Convert Budget Using Current Budget Configuration, and click OK.
  5. In the warning dialog box that appears, click OK.

    The system converts the current single-level budget by using the budget tree from the Budget Configuration (GL205000) form.

  6. Select the Tree View check box, and in the left pane, review the list of added nodes from the simple budget.
  7. On the form toolbar, click Save to save the changes.
  8. Sign out from the system.

Step 2: Reviewing the Accessible Budget Nodes for a Sales Manager

To review the budget nodes that are accessible for a sales manager based on the restriction groups that you set up, do the following:

  1. Sign in to the tenant by using the chubb username and the 123 password.
  2. Open the Budgets (GL302010) form.
  3. In the Summary area, specify the following settings:
    • Branch: HEADOFFICE
    • Ledger: BUDGET
    • Financial Year: 2024
    • Tree View: Selected
  4. In the left pane, notice that only the Sales node is available for this user, who belongs to the SalesBudget restriction group.
  5. Sign out from the system.

Step 3: Reviewing the Accessible Budget Nodes for a Purchasing Manager

To review the budget nodes that are accessible for a purchasing manager, do the following:

  1. Sign in to the tenant by using the wiley username and the 123 password.
  2. Open the Budgets (GL302010) form.
  3. In the Summary area, specify the following settings:
    • Branch: HEADOFFICE
    • Ledger: BUDGET
    • Financial Year: 2024
    • Tree View: Selected
  4. In the left pane, notice that only the Production node with subnodes is available for this user, who belongs to the ProductionBudget restriction group.
  5. Sign out from the system.

Step 4: Reviewing the Accessible Budget Nodes for a Financial Supervisor

To review the budget nodes that are accessible for a financial supervisor, do the following:

  1. Sign in to the tenant by using the johnson username and the 123 password.
  2. Open the Budgets (GL302010) form.
  3. In the Summary area, specify the following settings:
    • Branch: HEADOFFICE
    • Ledger: BUDGET
    • Financial Year: 2024
    • Tree View: Selected
  4. In the left pane, notice that both the Sales node and the Production node with subnodes are available for this user, who belongs to the SalesBudget and ProductionBudget restriction groups.