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GP 10.0 Ability to prevent actuals from exceeding budget

Does anyone know if GP 10.0 or any other product has the ability to notify the user if an expense is exceeding a budget line? Would it be a GL account set up, or a budget set up?

Do you mean, you want GP to flash up a message as a user is entering an expense invoice in payables management?

There is no standard GP way to have GP notify the 'entering' user when the total of an unposted transaction will push a GL account over its assigned budget. One possibility you could look at is Business Alerts? This won't of course pop up a message (just send an email or something). Also, it couldn't really work on unposted transactions as you could have multiple unposted transactions, and you would need to at least have them saved before meaningful data could be produced. For the message to be meaningful, it would need to consider all unoposted transactions that have a distribution for this GL account - and would need to be updating itself constantly as maybe people delete transactions etc. Also, which transaction do you hold responsible for pushing the GL over its budget? I don't think it would be workable.

The most straightforward way would be to report on when a GL acount actually exceeds its budget and deal with it then. Or if you wanted to stop it going over budget, report when the GL balance is 99% of the assigned budget...or something like that.

After that maybe a development to restrict posting on documents where any of the distributions are posting to GL accounts that are already 99% of their assigned budget. Remember there can be multiple budgets set up for the same period.

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