e-Services Budget User System

The budget users system is broken into three entities:

• Budget Organizations. Consists of both Organizations pre-defined by Human Resources, and custom "Sub"-organizations which can be created to provide containers for groups of more specialized accounts.
  

• Budget Users. Does not contain "users", per se. It is actually a table of two types of assignments: assignment of an child organization to a parent organization, or assignment of an employee to an organization.
  

• Budget Accounts. Again, does not contain "accounts", per se, but is rather a table of assignments: assigning a GL account number to a specific organization, with a specific type of access (Read-Write or Read-Only).

 

Budget Organizations

This is simply a list of all the organizations and custom sub-organizations in the system.

• To add a new organization
  

  1. Ensure it doesn't already exist.
     

  2. Click the Add Organization link.
     

  3. Enter a Name and Date Effective From.
     

  4. Click the Add Record button.

   

• To edit an existing organization (only possible for custom sub-organizations)
  

  1. Click the Properties link next to the organization in question.
     

  2. Make changes.
     

  3. Click the Save Changes button.

   

• To see the relationships of an organization (its parents and children orgs)
  

  1. Click the Relationships link next to the org in question.
     

  2. The parent orgs will be listed first, then the children orgs.
     

  3. It's possible to add or expire a link to a parent or child organization on this screen as well.

   

• To see the users assigned to an organization
  

  1. Click the Users link next to the org in question.
     

  2. It's possible to add or expire a link to a user on this screen as well.

   

• To see the accounts assigned to an organization
  

  1. Click the Accounts link next to the org in question.
     

  2. It's possible to add or expire a link to an account on this screen as well.

 

Budget Users (assignments)

To better illustrate how this table works, following is a subset of organizations and how they are linked together through the budget users entity:

• DePauw University (the highest parent organization - users assigned to this org will have access to every account in the budget accounts table).
  

• Student Services Division (the VP of Student Services would be assigned to this org, and would therefore be able to see all the accounts assigned to organizations under this one. In a few cases, accounts will be assigned to this particular org itself).
  

  • Student Services Department (secretaries in Student Services would have read-write access to the accounts herein, containing office supplies, etc.)
    

  • Student Affairs (Budget Director and Requisitioners in Student Affairs)
    

  • Public Safety (Budget Director and Requisitioners in Public Safety)

Budget Accounts (assignments)

• To add a single account to an organization
  

  1. Click on the Add Link to Account link on the Budget Accounts Menu.
     

  2. Enter the first three segments of the GL Account, and select the appropriate Access Attribute.
     

  3. Click the Add Record button.

 

• To add all the object codes under a business unit to an organization
  

  1. Click on the Add Link to Account link on the Budget Accounts Menu.
     

  2. Click the One Bus Unit, all Objects radio button and click the Go button.
     

  3. Enter the first two segments of the GL Account business unit, and select the appropriate Access Attribute.
     

  4. Click the Add Record button.

 

• To add a range of accounts to an organization
  

  1. Click on the Add Link to Account link on the Budget Accounts Menu.
     

  2. Click the Range of Accounts radio button and click the Go button.
     

  3. Enter the first three segments of both the From GL Account and To GL Account fields, and select the appropriate Access Attribute.
     

  4. Click the Add Record button.

Related Items

Business e-Services Overview

Navigating Business e-Services