Under RAPS System Control there is a section called Commitments. This section controls if the Budgeted/Unbudgeted process that is followed within requisitions

There is significant impact on the process if the Budget Variance Approval flag is turned on. Effectively, every single requisition raised will check the GL or Work Order it is being raised against and will then be flagged as UNBUDGETED if the requisition will send the GL or Work Order over budget. The amount of the budget overage will determine if a user can or cannot approve the requisition by checking a separate approval limit for unbudgeted. 

How the system determines if a requisition is budgeted vs unbudgeted

Budgeted/Unbudgeted is calculated by the equation below:

Budget (Full Year) - Actual (Full Year) - Commitments - Local Currency (Req Line Amount) + Unplanned

• If the Budget overage is greater than 0 it is marked at Unbudgeted
• If the Budget overage is equal to 0 then it is marked as Budgeted

Budget (Full Year)  

• This is pulled from the most recent budget that has Budget ID set to 0. This could be a budget from 2022 and the system is in 2025. Budget will still be active until a more recent budget is entered

Actual (Full Year)

• This displays any actuals that have hit that budget in the system's current year. This looks at the GL Transactions of the specific GL Account.

Commitments

• Any Purchase Order that is in status 40 or 11 is considered a commitment. Does not consider which year the system is in, ALL status 40 and 11 purchase orders will be summed up to form commitments towards that GL/Project

Local Currency

• The line amount of the requisition being reviewed in the local currency

Unplanned

• Any REQ that is marked as unplanned will flow through the unbudgeted approval workflow, but will not impact the budget. If an unplanned purchase order is in status 40 or 11 the unplanned amount will show in the commitments column and in the unplanned column. Once received it will move to the actual column and unplanned column. These wash each other out so there is no impact on the budget
• Unplanned commitments will show regardless of the system year
• Unplanned Actuals will only show if it is in the current system year

Final Budget

• What is left of the budget after the considering the lines on the selected requisition

Budget Overage

• Determines if the requisition is budgeted or unbudgeted. If greater than 0 it will be classified as unbudgeted. If equal to 0 it will be budgeted

SETUP

First step is to set up the users/approvers with an unbudgeted limit. Once the Budget Variance Approval Flag is set to Y inside the RAPS Limit Tables ( SYS M143) there will be a new column called unbudgeted limit. This is where the user will be set up with an unbudgeted limit.

This will be the limit that the users can approve if the Requisition is classified at Unbudgeted or Unplanned. If the requisition is classified as Budgeted then the system will use the Req Limit column for approvals. Once the Budget Variance Flag is set to Y and the Limits table is updated all requisitions being entered will now flow through the unbudgeted/budgeted workflow.

Second thing to consider when using the Budget Variance Flag is having budgets set up in the system. The system will look at budgets that have Budget ID set to 0 (Board Approved) and it will use the most recent budget available. If no budget exist then the requisition will be classified as unbudgeted.

REQUISTION WORKFLOW

When the end user is entering a requisition all processes stay the same. Once the end user is done entering the req the system will classify the req has unbudgeted/budgeted based on the Req amount vs available budget on the GL, Project, or Work Order. If the Requisition has more than one line, all it takes is for one line to be out of budget to mark the whole requisition as unbudgeted. This will display at the top of the Requisition Line Screen.

Here the user has the ability to mark the requisition as unplanned if needed. Unplanned requisitions will flow through the unbudgeted workflow, but will not impact the budget itself. 

Once the user is completed with entering the lines they will submit and quit like normal.

Depending on how the other RAPS Major Functions Flags are set up the Req will flow to the buyers for review. Cost Controllers, Buyers, and Approvers will all have a budget review mode. This will give the user a breakdown of the budget and how its classified. 

If the cost controllers or buyers change the line items it will recalculate automatically. In this example the line total was changed to $9,000 instead of $15,000 which put this Req into Budget. It automatically re-classified as budgeted.

If the requisition is unbudgeted it will flow up the same approval work flow set up in RAPS Officer Table, but will use the Unbudgeted Limits instead. The approvers will do the same function to approve/acknowledge the requisition.

If the approver tries to approve a requisition outside of their unbudgeted limit they will get this message

Once they click acknowledge it will give them the break down of their authority limits and how much the req is over budget

This will continue to flow up until the user with the correct unbudgeted limit can approve the requisition.

Project & Work Order Coding

If the requisition is tied to a project the system will use the project budget as the budget review. If no budget is put into the project then the requisition will go up the unbudgeted work flow.

If the requisition is tied to a work order the system will go and find the GL Account that is tied to the WO or Project and use that as the budget review. When entering a requisition for a project/work order the user will go and select Projects in the GL Account field

Then the user will select their work order

Once they select the work order they will be asked to select the correct cost category

Once this is selected it will show the work order. cost category. The system will then go to that Work Order and pull the cost centre and concatenate it with the cost category creating a GL String. That is the GL Account the budget review will use to determine if this requisition is budgeted/unbudgeted

When it gets to the cost controllers or buyers it will show the GL String in the Budget Review to determine if its budgeted or unbudgeted

If not budget is found during the Work Order concatenation it will just show the Work Order. Cost Category in the Budget Review since there is no Budget to pull from. These requisitions will go up the unbudgeted tree.