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620Using BC 365 SaaS v23.3. We are looking at creating some role dashboards to help our department heads view their current budget spend. Initially this seemed pretty straightforward. As do most projects I suppose. :)
Figure point to the defined budget, filter those specific GL account codes for their department, and then pull up matching GL entries covering the specified date range. We can slice and dice by dimension codes as well. Where we are running into a philosophical challenge involves the reactive logic behind analyzing this budget spend. In most all cases, the budget spend is coming from posting purchase invoice lines. Showing billed amounts we owe the vendors. But what this logic fails to take into account is released purchase orders. Amounts we have already committed to spend with the vendors. That we will be billed for and that will affect our budget.
For an example, let's say we have $30,000 remaining for our budgeted annual digital marketing spend. And our buyer thinks it's fine to order another $25,000 of digital marketing. So they go in to create a new purchase order for this. But they aren't aware that there is already a released purchase order someone else created last month for $30,000 that was sent to a different vendor for digital marketing. We wouldn't realize we are already at budget, and wouldn't see this until all invoices were sent to us and are sitting in BC 365 awaiting payment.
How do companies handle this? We are looking to create custom AL code to add these purchase order line amounts to what the GL account amounts already reflect. I suppose that's the alternative, right?
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