Reallocation Document
Reallocation Settings Window
The Reallocation settings window consists of the following sections:
[!TODO] Screenshot required Original caption: Figure 9.2. Reallocation settings window
| Section | Description |
|---|---|
| Basic parameters | Settings that define what major dimensions will be used for posting current reallocation data. For each reallocation only one element of these parameters can be selected. |
| Recipient (+) | Table that defines dimensions’ elements and values that will be added to existing values in the budget form. |
| Source (-) | Table that defines dimensions’ elements and values that will be subtracted from existing values in the budget form. |
| Approvers | Approval route that defines what users should approve this reallocation. |
Basic Parameters
[!TODO] Screenshot required Original caption: Figure 9.3. Reallocation settings / Basic parameters
Please fill in all required fields according to description below:
| Field Name | Mandatory | Description |
|---|---|---|
| Number | Yes | Number is assigned by system automatically and cannot be changed. |
| Date | Yes | Date is defined by system automatically and can be changed if necessary. |
| Form | Yes | Budget form that contains existing data to be reallocated and where reallocations are or will be posted. One reallocation document can post data only to one budget form. |
| Scenario | Yes | Scenario that contains existing data to be reallocated and where reallocations are or will be posted. One reallocation document can post data only to one scenario. |
| Budget indicator | Yes | Budget indicator where reallocations are or will be posted. Does not depend on what budget indicator contains existing data to be reallocated. One reallocation document can post data only to one budget indicator. |
| Author | Yes | Author is defined by system automatically and cannot be changed. |
| Status | Yes | Current status of the document. |
Available document statuses:
| Status | Description |
|---|---|
| Draft | Document is in progress but not yet finalized and not yet posted to the form. |
| Posted to the form | Document data is finalized and posted to the form. This status also means either that approval for this reallocation is not required or it is not yet sent for approval. |
| Pending approval | Document is sent for approval to relevant users but not all of them completed their reallocation approval tasks. |
| Declined | At least one responsible user declined the reallocation. |
| Approved | All responsible users approved the reallocation. |
[!NOTE] Basic parameters should be filled in according to the following order:
Form → Scenario → Budget indicator
because the system checks the availability of specific combination of these parameters for posting data via reallocation documents.
[!NOTE] After selecting budget form, only those scenarios that contain indicators with Input or Hybrid item mode are available for selection.
[!NOTE] After selecting budget form and scenario, only those indicators that have Input or Hybrid item mode are available for selection. Calculated or imported indicators are not available for posting reallocations.
[!NOTE] If you change budget form, all other document parameters (including Recipient and Source) will be cleared.
Recipient and Source
Recipient and Source sections define what exact values for what dimensions’ elements will be added to Recipient and subtracted from Source.
The set of columns in both Recipient and Source tables is defined by the list of dimensions assigned to the form selected in Basic Parameters.
The procedure of working with Recipient and Source tables does not differ from each other.
Managing lines in the section can be performed using the following commands in the toolbar above the relevant section or in the context menu:
| Command | Description |
|---|---|
| Add new item | Add a new line to the section. |
| Create a new item by copying the current one | Copy the line for further editing. |
| Edit the current item | Edit the line. |
| Delete current item | Delete the line permanently. |
| Move up / Move down | Move the line up and down within the section. |
| Sort in ascending / descending order | Sort the table using the currently selected column. |
| Populate with data | Automatically add lines with data already existing in the form. |
| Duplicate source / recipient | Automatically add lines with data present in another section. |
Approvers
The Approvers section defines whether approval is required for the current reallocation and, if yes, the users responsible for approval.
It becomes available only when the document is in Posted to the form status.
How to:
- Check the Set up approval route box.
- Select a budget process to approve the reallocation within.
[!NOTE] When approval route is enabled, Basic Parameters and Recipient and Source sections become read-only.
[!TODO] Screenshot required Original caption: Figure 9.10. Reallocation settings / Approvers
In the Approvers table add a separate line for each approver and fill in the required fields.
| Field Name | Mandatory | Description |
|---|---|---|
| User | Yes | User responsible for approval. Select one user from Users Catalog. |
| Due date | Yes | Deadline for reallocation to be approved or declined for each user. |
| Task | Yes | Name of the task created for user to perform approval or declining actions. Filled automatically after tasks are created. |
| Task status | Yes | Current task status: In progress or Completed. Filled automatically and updated when opening document and/or by pressing Refresh. |
| Result | Yes | Result of the approval process: Approved or Declined. Filled automatically for tasks with Completed status. |
| Successor task | No | Task that should remain pending until current reallocation is processed. Select one task from the list. |