Use this window to establish general budget configurations. These settings apply to all budgets created and maintained by J1 Desktop and JICS Budget and include the following:
· Types of file extensions to be allowed as attachments. File attachments can be added to provide detailed explanations, outline different scenarios or procedures, and demonstrate concepts. When establishing the allowed files, consider the applications your budget officers use and the type of attachments they want to make. For example, you can select .docx and .xlsx file extensions to allow Word documents and Excel spreadsheets as attachments. Attachments become a permanent part of the budget and can be referenced later as an artifact.
· Budget notifications such as who receives budget notification messages, when they receive them, and what the notification messages convey. Notifications can be used to keep specific groups informed about different budget processes thereby saving time and facilitating collaboration and workflow.
· Reminder settings for when requisitions, purchase orders, or invoices go over budget.
· Establish budget checking on G/L transaction entries or source codes.
· Grant specific user groups permission to override exceeded funds.
Additional configurations specific to individual budgets are established on the Setup and Manage Budgets window.
Make File Extensions Available for Attachment in Budget Module
Click this link to access the Make File Extensions Available for Module Attachments window where you can determine the types of file extensions to be allowed as attachments.
Consider the applications your budget officers use and they type of attachments they want to make. For example, you can select .docx and .xlsx file extensions to allow Word documents and Excel spreadsheets as attachments.
Configure Budget Module Notification Messages
Click this link to access the Setup Notifications window where you can establish budget notification details, such as who receives budget notification messages, when they receive them, and what the notification messages convey.
Over Budget Reminders
Use Budget Line Items Instead of GL Accounts for Budget Reminders
If this checkbox is selected, budget line items are used to govern funds and perform budget checking from JICS requisition entry, item and approval, Purchasing, and Accounts Payable. |
If this checkbox is not selected, GL accounts are used to govern funds and perform budget checking from JICS requisition entry, item and approval, Purchasing and Accounts Payable. |
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When a requisition is entered and the user needs to know if enough money is available, this setting determines if the budget line item or the GL account is checked for available funds. These may occasionally be the same depending upon how your line items are grouped. |
Display This Type of Reminder When Requisitions are Created
Select the type of reminder to be sent when a requisition that may exceed the budget has been created. Options include:
Warning when Full Budget Exceeded
Freeze Spending when YTD Budget Exceeded
Freeze Spending when Full Budget Exceeded
No Reminder
Display This Type of Reminder When Purchase Orders are Created
Select the type of reminder to be sent when a purchase order that may exceed the budget has been created. Options include:
Warning when YTD Budget Exceeded
Warning when Full Budget Exceeded
Freeze Spending when YTD Budget Exceeded
Freeze Spending when Full Budget Exceeded
No Reminder
Display This Type of Reminder When Invoices are Created
Select the type of reminder to be sent when an invoice that may exceed the budget has been created. Options include:
Warning when YTD Budget Exceeded
Warning when Full Budget Exceeded
Freeze Spending when YTD Budget Exceeded
Freeze Spending when Full Budget Exceeded
No Reminder
Setup Budget Checking for General Ledger Source Codes
Click this link to access the Define Journal Source Codes window where you can establish the type of budget checking on G/L transaction entries/source codes.
Grant Users Budget Freeze Overrides
Click this link to access the Grant Budget Override Privileges window where you can grant specific user groups permission to override exceeded funds.
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These settings are important when freeze spending options are being used with the budget reminders. |
Determine the File Types to be Allowed as Attachments
1. Access the Budget Settings window.
2. Click on the Make File Extensions Available for Attachment in Budget Module link. The Make File Extensions Available for Module Attachments window appears.
3. Select the Make Available checkbox for the file types to be allowed or clear the Make Available checkbox for file types to not be allowed.
4. In the Maximum File Size column, enter the maximum individual file size to be allowed.
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It is recommended that you talk with your IT department to determine the appropriate file size. |
5. To create a new file type to be allowed:
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When creating new file extension types, Jenzabar recommends you consider adding common applications used at your organization. |
a. Click the Create a New File Extension link. The Define Allowed File Extensions window appears.
b. Right-click and select Add Row. A new row appears.
c. In the File Type (Extension) column, enter the new file type's extension.
d. In the Description column, enter a definition of the new file type.
e. Click the Save button.
f. To return to the Make File Extensions Available for Module Attachments window, click the X button.
6. Select the Make Available checkbox for the newly added file type to be allowed.
7. Click the Save button.
8. To return to the Budget Settings window, click the Cancel button.
Configure Budget Notification Messages
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Notification settings can be configured to send an e-mail message to the Budget Approver when the worksheet is ready for review and to the Budget Preparer to notify them when the worksheet is approved or denied. |
1. Access the Budget Settings window.
2. Click the Configure Budget Module Notification Messages link. The Set Up Notifications window appears.
3. From the Select Notification Process drop-down options, select the budget process for which you are setting up the notification.
4. From the Select Event within Process drop-down options, select the specific budget event for which you are setting up the notification.
5. From the Notifications are options, select On.
6. From the Who Gets Notified tab, select the worksheet roles to receive the notifications.
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If more than one user is assigned to the role, all the users receive the notification. The roles available for notification depend on the notification event selected. |
7. Select the What Message is Sent tab.
8. In the From column, enter the e-mail address of the individual responsible for receiving direct e-mail messages about the notification sent.
9. To copy or blind copy additional stakeholders such as the Module Manager, enter their e-mail addresses in the CC or BCC columns.
10. To send the e-mail messages in HTML format, select the Send Emails in HTML Format checkbox.
11. To include any worksheet comments as an attachment to the e-mail message, select the Include Comment Thread checkbox.
12. To include any worksheet file attachments as attachments to the e-mail message, select the Include Latest File Attachment(s) checkbox.
13. In the Subject column, enter the subject to be used for the notification. This subject is used each time the worksheet event occurs and the notification is sent. To automatically include information related to the worksheet:
a. Click the Add Placeholder button. The Select a Placeholder window appears.
b. Select the automatic text to be displayed and click the Insert Placeholder Tag(s) button. The Select a Placeholder window closes and the placeholder text is added.
14. In the Message column, enter the message to be sent with the notification. This text is used each time the worksheet event occurs and the notification is sent. To automatically include information related to the worksheet:
a. Click the Add Placeholder button. The Select a Placeholder window appears.
b. Select the automatic text to be displayed and click the Insert Placeholder Tag(s) button. The Select a Placeholder window closes and the placeholder text is added.
15. Click the Save button. The notification configuration is established.
16. Repeat steps 3 - 15 for each budget event requiring notification.
Set Up Reminders for When Users Exceed the Budget
The Over Budget Reminders section allows you to configure how to handle requisitions, purchase orders, and invoices that exceed the full or year-to-date budget. You can freeze spending, warn users but allow continued spending, or provide no notification.
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Over budget reminders can also be configured using Purchasing and Accounts Payable. The latest settings determine how reminders are handled. |
1. Access the Budget Settings window.
2. From the Over Budget Reminders section, select the Use Budget Line Items Instead of GL Accounts for Budget Reminders checkbox if you want budget checking from requisitions, purchase orders, and invoices to look at budget line items instead of GL accounts.
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When this checkbox is selected and a requisition is entered, available funds will be determined by the budget line item instead of the GL account(s). |
3. From the Display This Type of Reminder When Requisitions are Created drop-down options, select from the following to determine how users are notified when the requisition exceeds the budget:Freeze Spending when YTD Budget Exceeded
o Freeze Spending when Full Budget Exceeded
o Warning when YTD Budget Exceeded
o Warning when Full Budget Exceeded
o No Reminder
4. From the Display This Type of Reminder When Purchase Orders are Created drop-down options, select from the following to determine how users are notified when the requisition exceeds the budget:
o Freeze Spending when YTD Budget Exceeded
o Freeze Spending when Full Budget Exceeded
o Warning when YTD Budget Exceeded
o Warning when Full Budget Exceeded
o No Reminder
5. From the Display This Type of Reminder When Invoices are Created drop-down options, select from the following to determine how users are notified when the requisition exceeds the budget:
o Freeze Spending when YTD Budget Exceeded
o Freeze Spending when Full Budget Exceeded
o Warning when YTD Budget Exceeded
o Warning when Full Budget Exceeded
o No Reminder
6. Click the Save button.
Set Up Budget Checking for GL Source Codes
The Setup Budget Checking for GL Source Codes configuration allows you to determine what kind of budget check occurs on each general ledger source code.
1. Access the Budget Settings window.
2. Click the Setup Budget Checking for GL Source Codes link. The Define Journal Source codes window appears displaying a full list of GL source codes.
3. From the Budget Check on Transaction Entry drop-down options for each journal entry you want to configure, select from the following:
o No Check
o Error Check
o Error YTD Check
o Warning Check
o Warning YTD Check
4. Once you have updated all the appropriate journal source codes, click the Save button.
5. To close the Define Journal Source Codes window, click the X button. The Budget Settings window reappears.
Grant Users Budget Freeze Overrides
The Grant Users Budget Freeze Overrides configuration allows you to grant specific user groups permission to override error messages and proceed with the requisition, purchase order, invoice, budget action, or transaction despite the fact it will exceed funds.
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The English Department chair is working in JICS and has permission to transfer funds from the overhead fund to the travel fund. Currently, the overhead fund has no budget monies remaining. If the Can Override Budget Funds Exceeded checkbox is selected, they can proceed with the transfer. |
1. Access the Budget Settings window.
2. Click the Grant Users Budget Freeze Overrides link. The Grant Budget Override Privileges window appears.
3. To grant an existing user group permission to override budget freeze error messages and proceed, select the appropriate override checkboxes.
4. To add and grant a user group permission to override budget freeze error messages and proceed, right-click and select Add Row. A new row appears.
5. From the Group Id drop-down options, select the user group for which you are granting the override permission(s).
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All users assigned to the selected group will have the override permission and can enter requisitions, purchase orders, invoices, and journal entries to over budgeted line items even when freeze errors appear. |
6. Select the appropriate override checkboxes for the user group.
7. Click the Save button.
8. To close the Grant Budget Override Privileges window, click the X button. The Budget Settings window appears.
