The Budget Check compares the remaining budget on the project planning line to the Amount (LCY) on the purchase order and notifies the user if the budget on the project planning line is fully used and stops the user from releasing the purchase order if there is no more available budget on the project.
Project Planning Line
When a project planning line is created, the Available Budget Amount equals the total cost of the project planning line. This means no budget has yet been reserved for any purchase order.
Purchase Order
When entering a purchase order line, the fields Project No., Project Task No. and Project Planning Line No. need to be filled.
When releasing the purchase order (or sending it into the approval-workflow) Business Central reserves the budget on the project planning line for this purchase order line. The reserved budget can be seen in the field Reserved Budget Amount on the project planning line.
The available budget amount is then reduced by the total amount (LCY) of the purchase order line.
Example 1: Remaining budget (project planning line) > line amount (PO)
If the remaining budget is bigger than the purchase order line amount, the PO can be released (or transmitted for approval) without any notification or error message.
Example 2: Remaining budget (project planning line) < line amount (PO)
If the remaining budget on the project planning line is smaller than the purchase order line amount, but the total remaining budget on the project (= sum of remaining budget for all project planning lines for the project) is bigger than the purchase order line amount, the user will get the following notification:
Nevertheless, the purchase order can be released.
Example 3: Remaining budget (project) < line amount (PO)
If the remaining budget on the project planning line is smaller than the purchase order line amount, and the total remaining budget on the project (= sum of remaining budget for all project planning lines for the project) is also smaller than the purchase order line amount, the user will get a notification and cannot release the purchase order or send it into the workflow.
Receiving Purchase Order Lines
When a purchase order line is received, the received amount is transferred from Reserved Budget Amount to Reserved Budget Amount - Received.
Invoicing Purchase Order Lines
When a purchase order line is invoiced, the invoiced amount is no longer reserved but only reduces the available budget amount.
Budget Information Factbox
The “Budget Information Factbox” has been added to the purchase order.
Following values are displayed here:
Total Budget Amount: Specifies the total budget of the associated project planning line.
Total Usage Budget Amount: Specifies the sum of the cost amounts of the associated project ledger entries.
Total Reserved Budget Amount: Specifies the currently reserved budget amount.
Total Available Budget Amount: Specifies the currently available budget amount.
Order Amount: Specifies the line amount of the purchase order line.
Outstanding Order Amount: Specifies the total amount of the purchase order that has not yet been invoiced.
When releasing the purchase order (or sending it into the approval-workflow) Business Central reserves the budget on the project planning line for this purchase order line. The reserved budget can be seen in the field Reserved Budget Amount on the project planning line.
The available budget amount is then reduced by the total amount (LCY) of the purchase order line.
Nevertheless, the purchase order can be released.
