How does Budget Control / Budget Rollup Work?

This feature allows you to budget across multiple GL accounts, instead of requiring a budget for each GL account.  When enabled, the budget control accounts can be checked for available funds, rather than, or in addition to, individual accounts during requisitioning, purchasing and A/P processing.

First, this feature must be enabled across your organization. Go to System Administration -> Control File Maintenance Menu -> System Parameters Menu -> Define Site Control Parameters (LG0144) -> Click the Budget Ctrl button (LG0587).

First, the top three check boxes must be checked. Then, select a Budget Control Rollup Option:

• Disabled - Select if you are not using Budget Control / Rollup.
• Display Warning at Detail Level - Select to provide a warning to users if funds are not available in an individual account, even if funds are available at the budget control level.
• No Warning at Detail Level - Select to provide no warning at the individual account level if funds are not available. Transactions will be prevented only if no funds are available at the budget control level.

Then, go to Financial Information System -> General Ledger -> Chart of Accounts Maintenance (GL0018) to set up your accounts.

You must first set up your Budget Control accounts.  Enter the new account number, and set the Status to 'Budget Control'.  This account will hold the budget to be used across multiple accounts.

Then, to join an account to the budget group, pull up that account, and enter the account number of the Budget Control account in the "Budget Control#" field.  Be sure the account being used for transactions are marked as "Valid" accounts:

Pro-tip:  Even if you are set up to allow over-request/encumbrance/expend, you can set up a "hard stop" on any account by pointing it to itself, i.e., by entering the same GL account number in the Budget Control# field.  In this case, this budget will never be allowed to go negative.

You can also set up accounts without a Budget Control #.  These accounts will then follow the site-wide settings for over-request/encumbrance/expend, looking only at their own budget.