Project Budget Control: To Lock a Project Budget

In this activity, you will learn how to prevent the original budget values of the project from being edited.

Attention:
This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that a customer, HM's Bakery and Cafe, has ordered a juicer from the SweetLife Fruits & Jams company, along with the services of installation and training for its employees on operating the juicer. SweetLife's project accountant created a project. Before the work on the project has begun, the customer has requested 12 hours of training to be provided.

Acting as the project accountant, you will change the original budgeted values of the project before proceeding to the execution stage and lock the budget to prevent the original budgeted values from being edited further. Further suppose that early in the project execution, the customer has realized that their employees will need 16 hours of training instead of 12, so you will adjust the revised budgeted values.

Configuration Overview

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

  • On the Enable/Disable Features (CS100000) form, the Project Accounting feature has been enabled to provide the project accounting functionality.
  • On the Projects (PM301000) form, the HMBAKERY16 project has been created, and the PHASE1 and PHASE2 project tasks have been created for the project.
  • On the Non-Stock Items (IN202000) form, the INSTALL and TRAINING non-stock items have been defined.
  • On the Stock Items (IN202500) form, the JUICER15 stock item has been created.

Process Overview

In this activity, you will change the project budget on the Projects (PM301000) form and then lock the budget to prevent the original budget values of the project from being edited. You will then adjust the revised budgeted values.

System Preparation

To sign in to the system and prepare to perform the instructions of the activity, do the following:

  1. Launch the MYOB Acumatica website.
  2. Sign in to a company with the U100 dataset preloaded. You should sign in as Pam Brawner by using the brawner username and the 123 password.

Step: Locking the Project Budget

To update the project budget and protect the original budgeted values from being edited, do the following.

  1. On the Projects (PM301000) form, open the HMBAKERY16 project.
  2. On the Revenue Budget tab, in the revenue budget line with the PHASE2 task and the TRAINING inventory item, change the Original Budgeted Quantity from 8 to 12.
  3. Save your changes to the project.
  4. On the More menu, under Budget Operations, click Lock Budget to prevent the original budgeted values from being edited. Now user can change only the revised values in the project budget.

    Notice that you cannot adjust the original budget values—that is, the values in the Original Budgeted Quantity, Unit Rate, and Original Budgeted Amount columns.

  5. In the revenue budget line with the PHASE2 task and TRAINING inventory item, change the Revised Budgeted Quantity from 12 to 16.
  6. Save your changes to the project.

You have locked the project budget.