Budget Reservation in public sector

(0) Share

Report

Posted on by Mohammed Rayyan

Dear Professionals,

I am implementing the D365 F&O in a governmental entity.

The users there used to make every and each expenditure through a reservation number, this amount is relived when the invoice is occurred.

my question is how to achieve this ?

I cant concede the PR as reservation number, because when it is come to PO I can split or change lines, and here I lost the relation.

also I cant relay on the PO number because I have to have a reference when i am doing the PR.

I think about the Budget General reservation, but I have always to start from the PR stage and consume the budget at invoicing stage !

in this case if I create budget reservation with invoice type, i cant assign it to the PR document ?

my client expecting one tracking number for PR till invoice !

how to achieve this?

also they have a contracts for 3 years a head !

at the PR stage the contract will be assumed lumpsum value

when the contract is signed, it can be spited to multi deliverables and each delivery should effect the budget into different year a head.

I Appreciate your support.

Thanks

I have the same question (0)

All responses (3)

Answers (2)

Verified answer

Bradley Gehrls on at

Like (1)

Report

Hello Rayyan,

I wanted to follow up with your request. I understand that you would looking for one reference number from PR to Invoice. This is not possible. Each step in the process of Budget Control will be based on a different document. A PR would be tied to Pre-Encumbrance, a PO would be tied to Encumbrance and an Invoice would update the Actual. You also mentioned General Budget Reservations, this is tracked as an Encumbrance and can be tied to any of the PR, PO or Invoice.

There is no overall number that flows through the system that ties the documents together. The only way that the documents are tied together is with the budget control dimension. The Budget Source Tracking Detail table hold the budget source and the budget control dimension for each document that is tracked in budget control. But again this would be any document that uses a specific account string that is tied to budget.

As far as the other question, you could setup a budget module that extends over multiple years and then just invoice the PO each year over the three years.

If you have any other questions please let me know.

Brad

Was this reply helpful? Yes No
Mohammed Rayyan 1 on at

Like (0)

Report

Dear Brad,

Thanks for your answer, you make things more clear for me. I am very appreciated.

But still, I have some points I need to understand;

1- How I can open the budget period for the next 3 years knowing that they reset the budget each year.

2- If I have an item with quantity "1" and I need to distribute the amount among multiple deliverables on different effective dates, how I can manage that?

Thanks a lot.

Was this reply helpful? Yes No
Verified answer

Bradley Gehrls on at

Like (0)

Report

Hello Rayyan,

Thank you for the update. I understand that you have a few more questions.

1. How can I open the budget period for the next 3 years knowing that they reset the budget each year?

In the Budget Cycle form you can create a Cycle that expands over 3 years.

Then you add that in the Assign Budget Model to Budget Cycles in the Budget Control Configuration.

When you create your Budget Register Entry(BRE) you can select this budget module. To answer the part of the about the resetting of the budget. You would either need to clear the budget amount remaining for the previous calendar year and then enter another BRE that expands the next Calendar year with the same budget model. Of you can you enter 3 lines on the Budget Register Entry one for each year. Note the budget check would be done at the total amount and not the yearly amount.

This is easier then entering one budget for one year and one cycle, since budget it tied to the budget cycle. If you 1 year in your cycle, you would have to do carry forwards and that would only be tied to the reaming amount left on that PO. You could do either option, but you may have to entered new lines for each years budget.

2. If I have an item with quantity "1" and I need to distribute the amount among multiple deliverables on different effective dates, how I can manage that?

What most companies do in this type of scenario is they switch the Quantity and Unit Price around. So lets say in your example the quantity is 1 and the amount is 50,000. What you would do is make the quantity 50,000 and the unit price 1. Then you can invoice multiple times until the full quantity has been invoiced or canceled.

If you have any questions let me know.

Brad

Was this reply helpful? Yes No