Budget line management

Budget line management

Preamble

The budget line is the smallest unit in Abraxio. It contains the concepts of budgets (€/MD/budgets), suppliers, analytical axes, orders, invoices, etc.
Creating a budget line requires minimal information; only the Label, Category, Sub-Budget, and Status fields are mandatory. Once the line is created, you can enrich its information .

You will find below:
  1. How to display the detailed information for a budget line item in order to complete it?
  2. the description of the detailed record and the tabs that compose it,
  3. additional information on Supplier management on the line and on the Category / Nature of purchases fields,
  4. additional available actions.
Idea
The budget line fields are available both in the detailed record and in the budget table, after they have been inserted.

Budget line management

Access the detailed budget line information

To display the budget line editor:
  1. Click on the Pencil icon to the left of the budget line:

The detailed information for the selected line is displayed below the table of budget lines.

Description of budget line information

The budget line editor is composed of several elements:
  1. a first line with the line identification and action buttons
  1. 7 to 9 tabs, depending on the options enabled on your environment and the category of the line.
Find their description below:
1st line
  1. On the right you will find:
    1. The Status field (*): this field can take 3 values: " To review ", " In progress " and " Closed ".
      1. The first two statuses, "To review" and "In progress", are purely informational.
      2. In the "Closed" state, and only if time entry is enabled, an employee will no longer be able to enter time on this line.
Info
For more information, see the article: What are the states of a budget line used for?
  1. On the left, the action buttons, in order:
    1. Cancel changes
    2. Save changes
    3. Advanced actions menu: Copy line, Copy ID, Access to supplier, Access to contract, Delete line

  1. Expand the detailed information sheet : allows you to display the detailed information sheet on half of the screen.
  2.   Collapse the detailed record : allows you to return to the summary display of the detailed record.

Qualification
The Qualification tab groups together fields common to all environments:


First line:
  1. Label (*): Free text field, allows identification of the line content (100 characters).
  2. Supplier: Select this value from the list of suppliers created in your environment. If the supplier doesn't exist, feel free to create it directly from the record if you have the necessary permissions. Find more information in this article, see the paragraph below.
  3. Contract: You can associate a contract with a budget line. The association is optional; some lines are not eligible (e.g. internal profiles, services with assignment management). The contract can be created on the fly from the line.

    1. In the budget line editing panel, a tooltip appears when you hover over the Contract and Supplier fields, provided you have read permissions on suppliers. It displays the key identification information (name, validity, reference, internal reference, analytical axes).

  4. Sub-budget (*): This field indicates which sub-budget the line is attached to. It is possible to modify the sub-budget to move a line from one sub-budget to another; see the article "How do I change the sub-budget of my budget line?"
  5. Ref: Free text field (30 characters), allows, for example, entering a reference related to another application
Second line
  1. Category (*): Select a value from the list provided to categorize your expenses. The list is not editable; it corresponds to the budget categories defined by the CIGREF cost analysis model (see paragraph below for more details).
  2. Resource: Select a resource from your repository or create a new one. (Example use case: To estimate the cost of external services, using a generic resource of type External Services with a maximum daily rate allows for easy budget estimation using Budget = Daily Rate * Number of Days x Hours). More information is available in this article : Resource Management .
  3. Purchase Nature:   The types of purchases offered depend on the selected category . The values correspond to the budget sub-categories defined by the CIGREF cost analysis model. The Category/Type of Purchase mapping integrated into the platform is listed below.
  4. Accounting reference: This list of values generally corresponds to accounting accounts and allows for reconciliation with the accounting view. This list is empty by default; it can be customized via the Administration module in the value list configuration by your administrator ( Value List Configuration ).
  5. Estimate: Select one of the two possible values, "Envelope" or "Detailed," if you wish to specify the nature of your budget estimate. This field allows you, for example, to identify "Envelope" lines at the beginning of the year, which will be detailed later.
  6. Precision: Three values are available to specify the reliability of your budget estimate: Low/Medium/High
  7. CAPEX: This field appears if Fixed Asset Management is enabled in your environment. By default, the value is set to No. If you set the field to Yes , the budget will appear under CAPEX , and the additional fixed asset management fields will appear.
    1. Duration: duration in months of immobilization
    2. %: percentage of the budget entered on the line that will be capitalized (Example on a line with a budget of €100,000, if you enter 80% capitalization, €80,000 will appear as CAPEX and €20,000 as OPEX on this line).
    3. From: Start date of the fixed assets, generally corresponds to the commissioning of the project or equipment.
    4. For more information, see the article: Management of CAPEX, depreciation charges and prepaid expenses
  8. Spreading: This field appears if the spreading setting is enabled in your environment. It allows you to spread expenses in P&L or Cashout depending on the chosen configuration. More information is available in this article: Configuring the Finance Module
  9. Activity: This list of values corresponds to the activities defined by the CIGREF cost analysis model. The list provided depends on the type of sub-budget in which your line item is located. More information can be found in this article: Why is the list of activities for a budget line item not customizable?
  10. Human: This field is defined by the CIGREF reference cost analysis model. The proposed value and whether or not it is modified depends on the value selected in the Activity field above.
Third line
  1. Description and assumptions: This free text field allows you to record the assumptions made when estimating the line's budget. The value of this field is retained when the line is extended.
  2. Evolution explanation: This free text field allows you to list the reasons for the budget change for the line item during the current fiscal year. (Example: enter your trigram + date + description). The value of this field is retained upon renewal.

Analytical
This tab is fully customizable and displays the analytical axes created on the budget lines.
By default, 3 analytical axes are created and populated with some values.


To customize the axes and their values, see this article: Configuring Value Lists .

Here are some examples of common axes:
  1. Geographical sites
  2. Companies / Business Unit
  3. Beneficiaries / Business Services
  4. IT Service / Application
  5. Exceptional or Out of Budget: Yes / No
  6. ...
Budget
This tab will allow you to enter your budget forecast on the line:

  1. The budget entry is done for 1 month given in the budget schedule.
  2. You can enter according to the line categories:
    1. Amount excluding VAT (except for internal profile lines)
    2. Quantity + Unit Price or Daily Rate
Alert
If you enter both an Amount excl. VAT and a Quantity\*Unit Price/ADR, the amounts will be summed on the line.
In this tab, you can also:
  1. Change the VAT rate applied
  2. View all budget items for the line in the schedule by expanding the Non-order / Orders / Consumed groupings at the bottom of the record:
Assignments
This tab is available for the Internal Profiles and External Services category lines.
  1. For internal profile lines, the Assignments field is set to yes by default.
  2. For external service lines, you can choose whether or not to enable assignments.
By enabling this option:
  1. You will be able to assign employees (workload plan) and allocate time to the line (timesheets).
  2. The budget (€) for this line item will be automatically deducted from your employee budget if it is activated.
  3. The JxH forecast for this line will be automatically deducted from the staff capacity if you manage it.
Once activated, you will be able to:


1) Define the time entry policy
2) Configure the time qualification axes for the activity/project in question
3) Align the budget / Restrict the allocation periods
4) Assign employees
5) Visualize the consommé
6) Manage assignments
P&L
The P&L tab is only displayed if the option is enabled in your environment ( Finance module configuration ):



In this tab you will be able to:
1) View the P&L budget or allocations according to the line item characteristics
2) Change the financial treatment: CAPEX or Prepaid expenses (corresponds to the Spreading field with the value P&L)
3) Change how new and prior prepaid expenses are entered: Calculated or Manual (case where Spreading = P&L)
4) Enter prior depreciation charges if the line is Capitalized (Case where CAPEX = Yes, Spreading = No)
Orders

This tab allows you to enter orders on the budget line and to view/modify entered orders (depending on your access rights). Find all the information on order management in this article: Order Management .
Consumes

The " Consumed " tab displays all the consumed items entered on a budget line; these may include:
- Supplier invoices : invoices entered / imported via the Finance Module.
- Time Invoices : time entered/imported via the Finance module or retrieved via timesheets. This time can be valued or not depending on the options chosen.
- Remuneration : This applies when the "Collaborators Budget" option is activated. This refers to the remuneration of internal profiles.

Reminder: consumption cannot be entered on each line. Consumption data is entered centrally in the Finance module via the Consumption tab; you can find all the information in the Invoice Management article.
Decisions

In this tab, you will be able to:
- to view, modify (according to your rights) and display the details of decisions associated with the budget line
- create new decisions on the budget line

Find all the information in the article: Decision Management
History

This tab contains the history of the line's budget changes:
- a line with the line's current budget
- one line per Budget Order

Additional information

Supplier management within budget lines

The Supplier is not mandatory on a budget line. There are several distinct cases:
  1. Case of a single/majority supplier on the line:
    1. Entering the supplier lets you consolidate and analyze budgets by supplier; the budgets of lines associated with a supplier will be visible in the Suppliers module, on the selected supplier.
    2. In addition, as part of the mass import of invoices or orders, the Supplier field is a strong matching criterion: if it is filled in, it will help you match your invoice/order lines to your budget lines.
Notes
Note: If supplier X is specified on a line item, it will still be possible to allocate invoices from another supplier Y to that same line item if needed. However, the budget shown on the budget line item will be entirely allocated to supplier X. The actual cost, on the other hand, will be distributed between suppliers X and Y according to the invoices entered.

  1. Case of a multi-supplier line:
    1. For example, in the case of a line item for purchasing small equipment, you don't want to create a line item for each supplier but rather manage a single overall budget line item for all these purchases.
    2. In this case, the Supplier field can be left blank. You will enter a total budget amount on the line.
    3. It will be possible to charge invoices from several different suppliers to this line.
Notes
Note: in this case, the budget will not be shown for any supplier in the Suppliers module or for the value (Not specified) in a budget analysis by Supplier.

  1. Case of an External Services line with assigned collaborators:
    1. If assignments are enabled and collaborators are assigned, the supplier will be "driven" by the assigned collaborators
    2. If there is a single supplier, it will be displayed; otherwise, this will be a multi-supplier line and therefore have no supplier on the line. If you want to track the budget by supplier, you will need to create one budget line per supplier and assign the corresponding collaborators.

Additional information on the Category and Nature of Purchase fields (CIGREF reference data)

The values of the Category and Nature of purchases fields correspond to the budget headings defined by the cost analysis model of the CIGREF reference framework.

For more information, access the full source: Cigref - Economic and ecological management model for IT - October 2022, pages 54-55-56

Other actions on budget lines (Duplicate, Delete, Move)

Duplicate a budget line
Info

During duplication, the line's budget is not copied.
Delete a budget line

From the Detailed Budget View:


From the detailed budget line item:



Move a budget line from one sub-budget to another

1) If necessary: create the destination sub-budget or add an existing sub-budget if it is not already present in your exercise:

2) On the budget line, in the Qualification tab, select the new sub-budget:

Full details are available in this article: How do I change my budget line's sub-budget?