Budget (BG) Document Type

The Budget (BG) Document Type is used for all of the various needs in the Budget area. Budgets are maintained through this single budget Document Type - BG. CGI Advantage Financial associates at least one budget Document Code with one HTML to each budget structure. More than one budget document and HTML combination can be associated with a budget structure to enable such things as different levels of security over different parts of the structure. All budget lines created on a budget document are stored in just 1 document component. There are not individual document components for each level within a budget structure; rather all lines for all levels are stored in one place that contains Chart of Account (COA) elements that can define any budget structure. The HTML presented in the application only shows those COA that match a particular structure and level. With such a design, each HTML (specified as the Dest Page on the Application Page Registration (APGS) table) is pointed to a particular budget structure.

Most baseline budget document codes begin with the letters BG and then contain 2 or more characters or numbers after that. The newest budget structures have document codes that match the structure ID for easy reference. For example, BG41 would be for budget structure 41. Sites often change these document codes to match values more familiar with their users; however, care should be taken, for upgrade purposes, not to select a document code that has already been used. See the "Recommendations for Establishing Budget Controls” section for more details on creating custom document codes.

Each budget document enables you to create new budget lines as well as to modify, deactivate, reactivate, and delete existing budget lines in a particular budget structure. With the exception of the auto generation feature on the Required Budget table, the budget document is the only way to create new budget lines. As mentioned earlier in the Budget Controls, Allotments, and Budget Linking sections, the budget document is the only means of creating these types of records.

The budget document is different than accounting documents in several respects:

Budget documents contain an Increase/Decrease field that is used in conjunction with a Dollar Amount field to determine how to update a budget line. That dollar amount field cannot be negative, where on accounting documents, negatives as well as positives are generally permitted.
Modifications to an accounting document line amount require the user to enter what the amount 'should be'. The application will determine the delta to post in order to get to that amount. On a budget document line, users enter a 'delta' amount that is used to update the budget line. Do not enter what the final amount in a stand alone bucket should be. The behavior of accounting and budgeting documents in this respect is quite different than in prior Advantage applications.
Budget documents cannot have a Document Function of Modification or Cancellation. Therefore, there will never be a version number of a budget document greater than one.
Budget documents post to the Budget Journal only - not the Accounting Journal. Additionally, they do not post to the Budget Journal with posting lines but directly from the budget document lines.
The accounting and posting lines from accounting documents infer all rollups for the COA entered. Budget document lines and posting lines only contain the COA and rollup values entered.
Budget documents do not use the COA specialty tables that define valid/invalid combinations, required elements, and COA inferences because these tables are read by the Accounting Line Editor and budget documents do not have accounting lines, but rather budget lines.
Budget documents do not use the attachment count feature whereby the number of attachments at a document component is specified. The structure of the Budget document type prevents this. Attachments are still allowed and can be viewed for a document.