Project Budget: To Lock 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 the HM's Bakery and Cafe customer has ordered a juicer, along with the services of installation and training for its employees on operating the juicer from the SweetLife Fruits & Jams company. SweetLife's project accountant has created a project. Before the work on the project has begun, the customer has requested 12 hours of training instead of initially ordered eight hours.

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 further editing. The training will take 16 hours instead of 12 and you will adjust revised budgeted values to bill the customer for all the provided services.

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 support the project accounting functionality.
  • On the Projects (PM301000) form, the HMBAKERY11 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 configured.

  • On the Stock Items (IN202500) form, the JUICER15 stock item has been configured.

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 Advanced website, and sign in to a company with the U100 dataset preloaded as Pam Brawner by using the brawner username and the 123 password.
  2. On the Projects (PM301000) form, open the HMBAKERY11 project.
  3. On the Summary tab (Project Properties section), clear the Change Order Workflow check box.
  4. Save your changes to the project.

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 HMBAKERY11 project.
  2. On the Revenue Budget tab, in the revenue budget line with the PHASE2 task and TRAINING inventory item, enter 12.00 as the Original Budgeted Quantity.
  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.

    Notice that you cannot adjust original budget 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, enter 16.00 as the Revised Budgeted Quantity.
  6. Save your changes to the project.

You have locked the project budget. Now user can change only the revised values in the project budget.