Step by Step Tutorial - Manage Objects

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Purpose: The client's objects already in GP, are synchronized/added from GP into the Dynamic Budgets manage object screen. Add'l setup procedures are completed including flags, sensitivity levels, object rollups & tag labeling.



This screen provides tools to manage objects including:

a) Displaying a list of Objects;

b) Naming Objects (please see 2 and 4);

c) Make the Object Available for Budgeting;

d) Controlling the display of the Object as a search criteria (please see 7 and 8);

e) Setting Sensitive Level for an Object;

f) Permitting the Object to be used in the Payroll and Allocation (please see 11 and 12) modules;

g) Setting up an Adjustment tab for the Object;

h) Requiring Detailed Entry for the Object;

i) Applying Rounding Methodology to an Object;

j) Define Object-Rollup Tags for Objects; and

k) Defining Tags for an Objects;

l) Prevent Account Drill Down - please see  How Do I Prevent Users from Drilling Down on Accounts.


Segment codes for Object/Main Account are setup in Great Plains Accounting "ERP" software.  Synchronize Chart of Accounts  process synchronizes/adds these new Object components from Great Plains Accounting "ERP" software into Dynamic Budget's Manage Object screen. 


On this screen, additional setup procedures need to be completed for Object/Main Accounts including setting application flags, Sensitivity Levels, and Object Rollup and Tags labeling.


The following Right-Click Menu and Short-Cut Keys are available:


In order to provide more or less horizontal screen space the "Hide Attributes" and/or "Hide Tags" can be used.  Click on the respective button to hide.
Below is the screen with Attributes displayed:


Below is the screen with Attributes hidden - please note that the available button is "Show Attributes":



The data in the ERP Object Descrip column is imported in from Great Plains Accounting ("ERP") software's as below:





1.Search for the Objects you wish to view.


2. Check/uncheck the box to display/hide description then Search.  This data is pulled from Great Plains Accounting ("ERP") software's Account Segment definitions.  These can be copied and pasted to populate the Description column (5. below). 

3. Click to display/hide Company tags as defined in Bulk Company Management.

Please call Dynamic Budget for assistance in defining these very sensitive fields.

4. Clicking this button is a quick way to copy descriptions from the Sample Account Descriptions column (see 2 above) to the Description column (5. below).

5. Enter the Dynamic Budget description for the Object you wish here.  The description will appear in the dropdown Search boxes as per 6. 7. & 8.below ("The ERP Object Descrip" cannot be edited; these can be copied and pasted to populate this Description column);

6. If you wish an Object to be available for budgeting, check the IsBudgeted box and then "Save Objects". Objects with checked boxes can now be selected from the dropdown menus in "Budgets"

Please note this is a useful tool to manage the length of dropdown menus by limiting the check-boxes to Objects that are active for budgeting.

Please note that in order to budget to an Account Number (Budget Account Number)  which is the combination of an OrgUnit and an Object it needs to be created in Create Budget Accounts.  Checking an Object as "IsBudgeted" permits all Account Numbers with the related Object to be available to be setup as a Budget Account Number.  Also please see How Do I Add a Budget Account Number?

Below is the "Budgets" dropdown menu:


Then using the Basic Budget Entry:


7. If you wish an Object to be available for Lookup, check the InLookups box and then "Save Objects".

Please note "Save Objects" also automatically checks the "InLookups" flag on the Manage Budget Accounts for Budget Accounts Numbers that include the Object code.  In the example, Object code 4750-06 was checked as "InLookups" which results in Budget Account number 000-4750-06 being automatically checked as "InLookups".


Below shows that Objects with checked boxes can be searched on from the dropdown menus in "Lookups"

Please note this is a useful tool to manage the length of dropdown menus by limiting the check-boxes to Objects that are needed for Lookup.


8.a. If you wish an Object to be available for reporting, check the InReports box and then "Save Objects".

Please note "Save Objects" also automatically checks the "InReports" flag on the Manage Budget Accounts for Budget Accounts that include the Object code. In the example, Object code 6760-00 was checked as "InReports" which results in Budget Account number 000-6760-00 being automatically checked as "InReports".



Objects with checked boxes can now be selected from the dropdown menus in "Reports".

Please note this is a useful tool to manage the length of dropdown menus by limiting the check-boxes to Objects that are active for reporting.

Below is the Reports dropdown menu:



Then using the Monthly Summary - Accounts report:


8.b. If you wish an Object to be available for Budget Reallocation check the "InReallocation" box and then "Save Objects".  Please note "Save Objects" also automatically checks the "InReallocation" flag on the Manage Budget Accounts for Budget Accounts that include the Object code.  In the example, Object code 4100-00 was checked as "InReallocation"  and 4110-01 was not which results in Budget Account number 000-4100-00 being automatically checked as "InReallocation", and 000-4110-01 as not checked.



The result of the above is that on the View Budget Reallocation, 4100-01 is visible and available to be reallocated and 4110-01 is not visible and therefore cannot be reallocated.



9. If required set the "Sensitve" level for the Object.  Please see related articles:


How Does the Sensitive Security Hierarchy Works (Why I Don't See Data)?


When and Why Do I Use Sensitive Levels and/or Sensitive?


10. If you wish an Object to be available for budgeting in the Payroll module, check the Payroll box and then "Save Objects".  


Please note "Save Objects" also automatically checks the "Payroll" flag on the Manage Budget Accounts for Budget Accounts that includes the Object code.  The "checked" Budget Account Number is also now available for budgeting in the Payroll module.  On the below Manage Budget Accounts, Object code 5200-00 was checked as "Payroll" which resulted in Budget Account number 000-5200-00 as being checked as a "Payroll".


Also, please note that when an Budget Account Number is checked as "Payroll" its data now flows from the Payroll module into the Payroll Projections Sub-tab, and as a consequence  the Account is Locked on the Dashboard tab for Budgeting Dashboard, Basic Budget Entry, Custom Budget Entry,  and on the Account Details tab/Payroll Projections Sub-tab for these screens as well Custom Reports and Custom Reports with Line Item Details.  Please see 13. below which discusses how to make manual adjustments to this data, if necessary.


The setting up of payroll accounts is independent from setting up security to limit viewing access to payroll information.  Please see How Does Payroll Security Work?



On the below Payroll Assignment screen please note that Budget Account numbers for the OrgUnit that has been designed as "Payroll"  display and are available for payroll budgeting.


11. If you wish an Object to be available for allocating to ("Destination Account") in the Allocation module, check the AllocAcct box and then "Save Objects".

Please note "Save Objects" also automatically checks the "AllocAcct" flag on the Manage Budget Accounts for Budget Accounts that include the Object code.  In the below example, Object code 5210-00 was checked as "AllocAcct" which resulted in Budget Account number 000-5210-00 as being checked as a "AllocAcct".

Also, please note that when a Budget Account Number is checked as "AllocAcct" its data now flows from the Allocation module into the Allocation Sub-tab, and as a consequence the Account is Locked on the Dashboard tab for Budgeting Dashboard, Basic Budget Entry, Custom Budget Entry, and on the Account Details tab/Allocation Sub-tab for these screens as well Custom Reports and Custom Reports with Line Item Details.  Please see 13. below which discusses how to make manual adjustments to this data, if necessary.


Below is the listing of available Allocation accounts on "Select Destination Accounts" screen used by By Linked Accounts Allocation.


12. If you wish an Object to be available for allocating against - the offset to the allocated amount ("Contra Alloc Account") in the Allocation module, check the ContraAlloc box and then "Save Objects".  

In the below example, $301,013.06 is being allocated to 000-4116-02 (the "Destination Account") and -$301,013.06 is being allocated to 000-4121-00 (the "Contra Alloc Account").


Please note "Save Objects" also automatically checks the "ContraAlloc" flag on the Manage Budget Accounts for Budget Accounts that include the Object code. In the below example, Object code 5210-00 was checked as "ContraAlloc" which resulted in Budget Account number 000-5210-00 as being checked as a "ContraAlloc".

Budgeting Dashboard, Basic Budget Entry, Custom Budget Entry, and on the Account Details tab for these screens as well Custom Reports and Custom Reports with Line Item Details.  Please see 13. below which discusses how to make manual adjustments to this data, if necessary.



Below indicates the entry field for Contra Alloc Accounts on the "By Linked Accounts" allocation.


13.  As discussed in 10,11 and 12 above when Objects and their related Budget Account Numbers are checked as "Payroll", "AllocAcct" and/or "ContraAlloc", the Account Number becomes Locked as the data is flowing respectively from the Payroll and/or Allocation module.

Checking an Object as "Adjustments" creates a new tab ("Adjustment Sub-tab") on the Accounts Details tab which can be used to make manual adjustments to the Budget Account Number.  If you wish an Object to be available for manual adjustment check the box and then "Save Objects".

Please note "Save Objects" also automatically checks the "Adjustment" flag on the Manage Budget Accounts for Budget Accounts that include the Object code. In the below example, Object code 5100-00 was checked as "Adjustment" which resulted in Budget Account number 100-5100-00 as being checked as a "Adjustment" which in turn created the below Adjustment tab for data entry.

It is important to note that if a user has been designated with appropriate permissions on  Assign User Permissions/Org User Permission tab, they will be able to enter data on the Adjustment sub-tab.  Please see 9. above for options on how to restrict access to this data, if necessary.


14.  By checking "RequiresDetailEntry" account data on the Dashboard tab will be Locked and users will be required to enter data on the Account Details tab.

If you wish an Object to be subject to Detail Entry check the box and then "Save Objects".

Please note "Save Objects" also automatically checks the "RequiresDetailEntry" flag on the Manage Budget Accounts for Budget Accounts that include the Object code. In the below example, Object code 4137-00 was checked as "RequiresDetailEntry" which resulted in Budget Account number 000-4137-00 as being checked as "RequiresDetailEntry" which in turn Locked the AccountNum on the Basic Budget Entry screen.






15. and 16.  There are four "RoundingMethod" options which are selected from the dropdown menu as indicated above.  These options are used

 in conjunction with the "RoundingPrecision" value which are manually entered.  The RoundingMethod and related RoundingPrecision value are applied to the data on the Dashboard tab.  The impact of the rounding choices can be previewed on Account Details tab; see below examples.


If you wish the data for an Object to be rounded, select the required RoundingMethod from the dropdown menu (15), enter the RoundingPrecision value (16) and then "Save Objects".


Please note "Save Objects" also automatically updates the RoundingMethod and RoundingPrecision on the Manage Budget Accounts for Budget Accounts that include the Object code.


Please note the RoundingMethod and Rounding Precision can be edited on the Manage Budget Accounts for each Budget Account.  Therefore the values for a specific Budget Account can differ from its related Object.  However, best practice is to have the setting on Manage Objects and Manage Budget Accounts mirror each other as updates on Manage Objects will override Manage Budget Accounts settings.


i) NO ROUND

The data on the Dashboard tab is reflective of how the data is entered on the Account Details tab.


Below the Rounding Method was set to "NO ROUND" and the RoundingPrecision to "0". 



The data on the above Budget Dashboard is in the same format as that on the below Accounts Detail tab.



ii) ROUND


Setting the RoundingMethod to "Round" will round up or down the data displayed on the Dashboard tab which was entered on the Account Detail tab.  The selection of the RoundingPrecision determines how the data is rounded.


a) Setting the Rounding Precision to "0", rounds the data to the nearest full dollar.  For example, as per below, $833.33 is rounded to $833 as can be seen on the "Rounded Totals" row.  The "Raw Totals" row reflects how the data was originally entered.  The "Rounded Totals" are the amounts displayed on the Dashboard tab.




b) Setting the Rounding Precision to "2", rounds the data to two decimal places. For example, as per below, $833.33 is rounded to $833.33 as can be seen on the "Rounded Totals" row. The "Raw Totals" row reflects how the data was originally entered. The "Rounded Totals" are the amounts displayed on the Dashboard tab.



c) Setting the Rounding Precision to "-2", rounds the data to hundreds. For example, as per below, $833.33 is rounded to $800 as can be seen on the "Rounded Totals" row. The "Raw Totals" row reflects how the data was originally entered. The "Rounded Totals" are the amounts displayed on the Dashboard tab.




iii) CEILING


Setting the RoundingMethod to "CEILING" rounds each data entry on the Account Details tab up to the amount (or nearest increment thereof) specified in the RoundingPrecision.  It then rounds up or down the total to the nearest increment of the RoundingPrecision amount. The rounded data is displayed on the Dashboard tab.



a) The RoundingPrecision was set to 500 as above.   Per the below "Raw Total" and " Rounded Total" for March $950 was rounded to $1,000 ($500*2), $450 in April to $500 and $120 in May was rounded to $500.  The Raw Total is $1,520 which is then rounded up to $2,000.  The Rounded Total amounts are displayed on the Dashboard tab.



b) The RoundingPrecision was set to 500 as above. Per the below "Raw Total" and " Rounded Total" for March $950 was rounded to $1,000 ($500*2), $20 in April to $500 and $10 in May was rounded to $500. The Raw Total is $980 which is then rounded to $1,000. Please note that in order to round to $1,000 there is a -$1,000 rounding entry in December. The Rounded Total amounts are displayed on the Dashboard tab.



iv) FLOOR


Setting the RoundingMethod to "FLOOR" rounds each data entry on the Account Details tab down to the amount (or nearest increment thereof) specified in the RoundingPrecision. It then rounds down the total to the nearest increment of the RoundingPrecision amount. The rounded data is displayed on the Dashboard tab.



a) The RoundingPrecision was set to 500 as above. Per the below "Raw Total" and " Rounded Total" for March, $950 was rounded down $500 and $30 in April was rounded to $0. The Raw Total is $980 which is then rounded down to $500. The Rounded Total amounts are displayed on the Dashboard tab.



b) The RoundingPrecision was set to 500 as above. Per the below "Raw Total" and " Rounded Total" for March, $950 was rounded down $500 and $90 in April was rounded to $0. The Raw Total is $1,040 which is then rounded down to $1,000. Please that in order to total $1,000 there is a rounding entry of $500 in December. The Rounded Total amounts are displayed on the Dashboard tab.




17. The Object-Rollup titles are user-defined.  To label an Object with ObjectRollup title, enter the title and then click "Save Objects" to save.


In the below example, Objects 4750-04 to 4800-00 were defined "01-Revenue". Whereas Objects 5100-00 to 5121-00 are "02-Labor".



Objects that are designed with the same "Object Rollup" can:


i) be filtered together for budgeting and reporting Search purposes.  Please note that by using ascending number, eg 01, the lowest number is placed at the top of the dropdown menu which can be helpful for selecting items.



In the below example "02-Labor" was selected which in displays a report with only those objects labeled as "02- Labor".



ii) be totaled together in Define Row Formats as per below.




Below is an example of a Row Format that has been defined totaling on the above ObjectRollups:


 

18. Tags are additional user-defined fields that can be used as a report writing tool. There are ten tags.  Tag titles can be customized.  Please see How Do I Customize Tag Tiles?


In the below example, Tag1 was used to group Objects according to an internal management report.  Namely, revenue by US/Canadian versus International sources and Labor by Administration versus Service etc. 



Below is how the Define Row Formats was setup using Tag1:



And below is the format of the report using the above Define Row Formats.  Please note that by using ascending number, eg 01, the lowest number is placed at the top of the report which can be useful to group like items in order.



Below is an example of how ObjectRollup and Tag1 labeling can be used to generate a report that grand totals the totals of two components of revenue, US/Can Revenue and International Revenue.  In other words, ObjectRollups and Tags can be used to write reports with nested totals. 


This is how the Define Row Formats would be set up:



This is what the reports look like: