Conversion of a Simple Budget into 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 2023 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

On the Enable/Disable Features (CS100000) form, the Subaccounts feature has been enabled. On the Segmented Keys (CS202000) form, the SUBACCOUNT segmented key has been defined according to the company’s business needs, as described in Subaccounts: Implementation Activity.

In the U100 dataset, on the Ledgers (CS202000) form, a ledger with the BUDGET identifier and the Budget type has been defined for the SweetLife Fruits & Jams company.

On the Budgets (GL302010) form, a budget for the HEADOFFICE branch has been uploaded, as described in Simple Budget: Process Activity.

On the GL Budget Access (GL105030) form, restriction groups have been configured, as described in Access to Budget Nodes: Process Activity.

Process Overview

In this activity, on the Budgets (GL302010) form, you will convert a simple budget for 2023 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; you will review the budget nodes available for each user on the Budgets (GL302010) form.

System Preparation

To prepare the system, in a tenant with the U100 dataset preloaded, do the following:
  1. Sign in to the tenant with the following credentials:
    • Username: gibbs
    • Password: 123
  2. On the Company and Branch Selection menu, also on the top pane of the MYOB Advanced 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.

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: 2023
    • 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 of the budget.
  7. On the form toolbar, click Save to save the changes.

Step 2: Reviewing the Accessible Budget Nodes for Sales Managers

To review the budget nodes that are accessible for sales managers based on the restriction group, do the following:

  1. Sign in to the tenant with 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: 2023
    • Tree View: Selected
  4. In the left pane, notice that only the Sales node is available for this user, who is assigned to the SalesBudget restriction group.

Step 3: Reviewing the Accessible Budget Nodes for Purchasing Managers

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

  1. Sign in to the tenant with 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: 2023
    • Tree View: Selected
  4. In the left pane, notice that only the Production node with subnodes is available for this user, who is assigned to the ProductionBudget restriction group.

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 with 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: 2023
    • 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 is assigned to the SalesBudget and ProductionBudget restriction groups.