> Associating Predefined Budget Codes with Projects

Associate one or more budget codes with each defined project. Also, define the budget amount for the project. Define child projects, or subprojects, only after finishing this procedure. Subprojects share the budget codes of the major project.

   If you do not associate the budget of a shutdown work order with the project, Datastream 7i does not create the shutdown work order when you click Create shutdown WOs on the Projects form (JMPROJ).

Datastream 7i monitors the expenditures for parts and labor for the project and any subprojects, and Datastream 7i breaks the budget amount of the main project down into a budget amount for each subproject. It validates these expenditures against the budget amount. Regard the budget values defined here as sub-budget values, in comparison with the budgets defined on the Projects form (JMPROJ). After the project is complete, Datastream 7i freezes all associated budget items.

   You do not need to create project budget codes for subprojects.

Follow these steps to associate predefined budget codes with projects.

  1. Open the Projects form (JMPROJ).

  2. Query for the project for which to associate budget codes.

  3. Click the Budgets tab. Datastream 7i displays the Budgets page.

  4. Budget code—Click to select the budget.

   Datastream 7i retrieves Description, Class, Class org, Sub account, Cost area, Cost center, and Code of accounts from the project budget code.

  1. Budget—Enter the total budget amount for this project.

You can associate additional budget codes with a project throughout the project life cycle; however, you cannot delete codes after assigning them to a work order.

  1. Estimate to complete—Enter the estimated expenditures remaining for this project for the selected budget.

   When creating an initial budget for the selected budget code, Datastream 7i automatically populates Estimate to complete with the value entered. If applicable, Datastream 7i automatically subtracts the value of any planned, on order, actual, and invoice difference costs that may be incurred against this project/budget from the value entered, and then populates Estimate to complete with the calculated value. You can modify the value of Estimate to complete as necessary.

  Additionally, Datastream 7i calculates the sum of all the values entered for Estimate to complete for each budget on the Budgets tab of the Projects form (JMPROJ) and then Datastream 7i automatically populates Estimate to complete on the project header with this value.

  1. Choose File | Save from the menu bar. Datastream 7i saves the information to the database.