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Set up general budget reservation rules and reservation types (Public sector)

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Important

This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.

Applies To: Microsoft Dynamics AX 2012 R3

General budget reservations are often used by public sector entities to set aside or earmark budgeted funds so that they are not available for other purposes. To use general budget reservations, you must specify budgetary rules to enable your system to use them, and you must set up at least one general budget reservation type with the settings you want.

Note

If your organization is in France, you will use commitments instead of general budget reservations. For more information, see (FRA) About commitments (Public sector).

The following illustration shows the steps that are required for setting up the system to use general budget reservations. The numbers correspond to the procedures later in this topic.

Flow chart for general budget reservation setup

Prerequisites

The following table shows the prerequisites that must be in place before you start.

Category

Prerequisite

Version

Microsoft Dynamics AX 2012 R3, with Procurement and Sourcing and the following hotfix: KB3047235

Related configuration tasks

  • You are using posting definitions (not required if you do not activate commitment accounting).

  • Budget control configuration must be activated, budget control turned on, and an original budget confirmed.

1. Set up budget parameters for regulatory accounting

To set up budget parameters for regulatory accounting, follow these steps.

  1. Click Budgeting > Setup > Budget parameters.

  2. Under Regulatory, in the Regulatory document type for your region list, select General budget reservations.

  3. Click Close.

2. Select source documents for budget control

You can specify which method of purchasing to use with general budget reservations, in reserving funds for planned purchases.

To select source documents, follow these steps:

  1. Click Budgeting > Setup > Budget control > Budget control configuration.

  2. Click the Select source documents tab.

  3. In the yellow message bar, click Edit.

  4. Select the General budget reservation check box, and then select the Enable budget control for line item on entry check box.

  5. Click the Activate budget control tab, and then click Activate.

  6. Click Close.

When you create a general budget reservation, budget source-tracking entries and accompanying budget-checking results are also created, and budget checking occurs when you create a line or post a reservation.

3. Set up general ledger information for general budget reservations

To make sure that general ledger accounts are fairly stated, you must configure how general budget reservations are used to record accounting commitments. For more information, see General ledger.

To set up general ledger information for general budget reservations, follow these steps:

  1. Click General ledger > Setup > General ledger parameters.

  2. On the Ledger tab, click the Accounting rules FastTab.

  3. Select the Use posting definitions check box, and then click Yes in the confirmation dialog box.

  4. Select the General budget reservations check box, and in the Infolog message, click Close.

  5. In the General ledger parameters form, click Close.

4. Create posting definitions

You can configure transaction posting definitions to update different general ledger accounts for different types of general budget reservation. For more information, see About posting definitions.

To create posting definitions for general budget reservations, follow these steps:

  1. Click General ledger > Setup > Posting > Posting definitions.

  2. In the Posting definitions form, on the Action strip, click New.

  3. In the Posting definition field, type a brief code for the definition (for example, GenBudgRes).

  4. In the Module list, select Budget reservation.

  5. Fill out the rest of the form as needed. For more information, see Set up posting definitions.

  6. Click Close.

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  8. In the Transaction posting definitions form, click the Budget reservation tab.

  9. In the Select group, General budget reservation is selected by default. If appropriate, click General budget reservation year-end close.

  10. On the Action strip, click New.

  11. In the Reservation type field, do one of the following:

    • To enter a new transaction posting definition that applies to all reservation types, select All. In the Posting definition field, select the definition that you created earlier in this topic.

    • To enter a new transaction posting definition that applies to a single reservation type, select Table. In the Reservation type relation field, select the reservation type that you want. In the Posting definition field, select the definition that you created earlier in this topic.

  12. Create as many definitions as you need, and then click Close.

5. Set up the reservation number sequence

To set up the number sequence that general budget reservations will use, follow these steps:

  1. Click Budgeting > Setup > Budget parameters.

  2. Click Number sequences.

    Note

    If no reference or number sequence code already exists for general budget reservations in the form, follow the “Set up individual number sequences” procedure in Set up number sequences. Then return to this procedure.

  3. In the Reference column, click the entry for general budget reservations.

  4. In the Number sequence column, select the code to use.

  5. Optional: You can specify unique number sequences for various reservation types. For more information, see Step 6.

6. Create a general budget reservation type

The reservation type determines the nature of a general budget reservation, such as the type of document that relieves the budget reservation, the workflow used to approve the reservation, and default values such as the start and end dates.

To create a general budget reservation type, follow these steps:

  1. Click Budgeting > Setup > General budget reservations > Reservation type.

  2. On the Action strip, click New.

  3. In the Reservation type field, enter a name for the reservation type.

  4. In the Description field, enter a description.

  5. In the Relieving document field, Purchase requisition is selected by default. Change the setting if you need to. This setting specifies what type of document is associated with the general budget reservation.

    Note

    After you create a general budget reservation using the reservation type, you can’t change the reservation to another type.

  6. In the Reduce carry-forward budget field, select the check box to have any remaining carry-forward budget associated with a general budget reservation reduced to zero when the reservation is finalized.

  7. Optional: If an approval or other task is required prior to posting the reservation, in the Workflow field, select a General budget reservation workflow. (If a workflow is not selected, general budget reservations of this type can be posted without workflow.)

  8. Optional: If various reservation types use unique number sequences, the Number sequence field is used to select the number sequence code that you want the selected type to use. If a reservation type does not have a document number configured, use the budget parameters document number.

  9. Create more types if you have to, by clicking New. When you are finished, click Close.

Next step

After you have set up these rules, you can create general budget reservations. The general budget reservations will apply to the documents that are required for the purchasing method that you select (purchase order, purchase requisition, or vendor invoice). For more information, see Create a general budget reservation (Public sector).

About general budget reservations (Public sector)

Setup overview: basic budgeting and budget control

Set up posting definitions

Set up budget control

Set up general budget reservation workflows (Public sector)

Set up Budgeting workflows

Technical information for system administrators

If you don't have access to the pages that are used to complete this task, contact your system administrator and provide the information that is shown in the following table.

Category

Prerequisite

Configuration keys

Public Sector

Encumbrance process

Pre-encumbrance process

Security roles

To perform this task, you must be a member of the Budget manager security role.