Budgets in MAIN-TOOL

In MAIN-TOOL Budgets are grouped under the term „Work Order Budget“. MAIN-TOOL allows the definition of budget names, budget and budget positions. These Budgets and Budget positions can be monetarily budgeted and subsequently monitored. In addition, headings and totals lines can be created.

As a rule, the budgeted amounts are not entered until the individual positions and budgets have been successfully approved.

The budget focuses on cost controlling of the budgets and not on scheduling and monetary planning, i.e. the possibility for planning forecasts (with corresponding "functions") does not currently exist.

The budget does not reference technical assets directly in MAIN-TOOL, nor are there any links to cost centers, cost objects or G/L accounts in the NAV base application. This allows a very flexible setup of e.g. maintenance, project or investment budgets. There is no planning table representation of the budget positions.

Creating a Budget Name and entering a Budget

With the Search for „Work Order Budgets”, the List of same name can be opened. A new budget name can be created with click on “New”. Then the “Name” and “Description“ fields can be entered.

With the function „Edit Budget“ the marked list element is opened for edition.

The view of the work order budget is divided into the tabs:

• „General“
• „Filter“
• „Options“

Work Order Budget Tab „General“

In the „General“ tab, display options are available as well as lines, in which budget lines can be entered.

The budget lines are entered from left to right.

For example, it can be started with a heading (for structuring without other function)

The field „Type“ offers following options:

• Position
• Budget
• Headline
• Amount

MAIN-TOOL enables manual and automatic assignment of the “No.”. For automatic Assignment, a corresponding Number series must be set up and assigned in the “Work Order Management Setup”.

The field „Budget Type“ offers following options:

• Every
• Capital Investment
• Maintenance Management

Work Order Budget Tab „Filter“

In this tab, the selected Date Filter is displayed.

Work Order Budget Tab „Options“

Here, by activating the sliding field „only valid lines“, invalid lines can be hidden, where e.g. the validity of a position is no given within the date filter.

The sliding field „Fiscal Year“ enables to switch to the fiscal year.

With the Entry of Budget lines in the „General“ tab, the budget is completed.

Budget Lines Set Up

To every line entered in the tab “General” of a work order budget, a card page view can be opened. All card pages have 3 tabs:

• The „General“ tab enables to specify the validity of a budget or budget position in the „Valid from“ and „Valid to“ fields, as well as the option to mark budgets and positions as „Locked“ line by line.
• The „Control“ tab enables the formatting set up of the budget line within the budget overview.

The possible settings/specifications are explained below.

If lines of type „Budget“ have been created, they must be set up.

Card View of a Line of Type „Budget“

The following applies: Each Budget must contain at least one position.

With click on „Card“, the card view of the marked budget line can be opened:

The Card View shows the mentioned tabs as well as all lines, that have been entered below the line of type “Budget”.

Card View of a Line of Type „Position“

In the card view of lines of the type „Position“ following settings/specification are possible in the „General“ tab:

• „Approved by“
• „Company“
• Sliding field „Completed“
• „Valid from“
• „Valid until“

Card View of a Line of Type „Amount“

To set up the sum calculation, the following fields are required in the “Control” tab in the card view of a line of the “Amount” type:

• „Sum up“. (Here the superior „Budget No.“ is entered, over whose positions the sum is to be formed, in this example „2020-001-10“)
• „Sum up Position“ (If subtotals are to be calculated over a certain range, a „From..To“ range can be specified with the position numbers from the Work Order Budget „No.” column, separated by 2 dots “..”, e.g. “2022-001-10-20..2022-001-10-50”.

The field can be left empty if a total is to be made completely over the parent budget no., as indicated in the “Sum up” field)

MAIN-TOOL uses the regular filter functions as known from NAV or Microsoft Dynamics 365 Business Central.