Budgets Module

1 Budgets Module
2 Insert Mode / Update Mode
- 2.1 Budget Header
- 2.2 Budget Prices
- 2.3 Budget Details
3 Get data from Qbyte
4 Validate data
5 Save data to Qbyte
6 Close

Budgets Module

When you select the Budgets module from the Qbyte Exchange for Qbyte Financial menu, the Budgets menu is displayed:

Select the Insert button if you want to create new Budget records in Qbyte Financial. Click the Update button if you want to update existing Budget records in Qbyte Financial.

The following options appear regardless of whether you have selected Insert mode or Update mode:

Get data from Qbyte
Validate data
Save data to Qbyte
Close

Tabs appear at the bottom of the worksheet that are specific to functionality within the module. The column headings are populated on each tab and are specific to the selected tab. It is Important to note that only the current tab you are working in will be validated or saved and the steps for getting data, validating data and saving data must be repeated for each tab in the module.

Update mode requires all data columns containing current information to be populated in the tab for each row. If you are only updating one column, the other columns not being updated should still contain the current values. To accomplish this, use the 'Get data from Qbyte' functionality to retrieve the current values.

The Qbyte Exchange Budgets module is used as a way to enter budget header information along with budget prices and budget detail volumes and amounts quickly.

Insert Mode / Update Mode

Budget Header

The first step in budgeting is creating a budget header. This can be done using the Qbyte Exchange Budget Module, Budget Header spreadsheet.

Enter Budget Header information:

In this column...	Enter this information...

In this column...	Enter this information...
*Budget Reference ()**	A user-defined name for the budget
*Year ()**	A budget year in YYYY-MM-DD format. This field will accept dates for budgets that do not end in a fiscal year end.
Version	The version starting at zero. This field will populate next number or value can be manually added up to 4 digits.
*Description ()**	A description for the budget.
*Type ()**	The operating budget type previously set up in validation codes.
Default Hierarchy Code	Cost Centre hierarchy for entering budget data previously set up in reporting hierarchies. The Reporting Hierarchy Levels must have at least one level that is flagged for budgets.
*Date Basis Code ()**	Date basis for entering budget data. A - Accounting V - Activity Null when no value is entered
Responsible	Name of the person responsible for maintaining the budget.
Locked On	Date on which the budget is locked and cannot be changed.
Approved By	Name of the person responsible for approving the budget. The can only be populated when the budget is locked.
Approved On	Date on which the budget is approved, in the format YYYY-MM-DD. This field is mandatory when an Approved By is added.

Budget Prices

Your Budget requires at least one Budget Base Price, dated the earliest month in your Budget Year. Budget base prices will be retrieved for each Budget Month, and the Base Price retrieved is the most recent one with an Account Period Date that is less than or equal to the Budget Month being processed.

Currently the budget price will need to be added to the budget header in Qbyte Financial using the Budgets screen.

Budget Details

Enter Budget Details information.

In this column...	Enter this information...

In this column...	Enter this information...
*Budget Entity Account ID (, generated)**	The Budget Entity Account ID is system generated when a new Reporting Entity Code is entered. When using UPDATE mode the Budget Entity Account ID is required and can be retrieved using GET.
*Budget Reference ()**	The Budget Reference ID from the Budget Header previously set up.
*Year ()**	The year of the budget in format YYYY-MM-DD.
*Version ()**	The budget version number.
Budget Description	The budget description entered when creating the budget master in Qbyte Financial.
*Organization ID ()**	The organization where the budget will reside.
*Hierarchy Code ()**	The hierarchy for entering budget data – previously set up in Reporting Hierarchy Levels and flagged for Budget entry.
*Level Code ()**	The level for entering budget data – previously set up in Reporting Hierarchy Levels and flagged for budgets.
*Reporting Entity Code ()**	Enter the Reporting Entity Code for the reporting level and hierarchy entered and flagged for budgets.
Budget Activity ID	If entered, the Budget Activity ID must exist in Qbyte Financial for the organization.
Budget Activity Year	Activity year entered if the Budget Activity ID has been entered. It must be a valid year (Format YYYY-MM-DD). It can only be less than the budget year if the carryover flag is “Y”.
Origin Code	The origin code is used to retain the source of the budget transactions. If entered this code must exist for validation in the user defined Budget Entity Account Origin Code.
*Currency ()**	The currency must be the operating currency of the organization.
Gross or Net	Valid values are ‘G' (Gross) or 'N’ (net). If left blank the process will determine whether the amounts are gross or net based on the Major Account entered. Budgets should be entered in gross. unless the net account is not used by a gross account.
*Dollars or Volumes ()**	Valid values are ‘D' (Dollars) or 'V’ (Volumes). Must be 'V' when the budget volume checkbox is selected for the major/minor account [visible in the Secondary Edit/Control Flags on the account minor]. Must be 'D' when the budget volume checkbox is NOT selected for the major/minor account.
*Daily or Monthly ()**	Valid values are ‘D' (Daily) or 'M’ (Monthly). Required if the the Dollars or Volumes field entered as 'V'. Budget volumes are maintained as Daily volumes. If monthly volumes are provided the daily volumes are calculated. Dollars entered are Monthly amounts. This will default if the Dollars or Volumes field entered as 'D'.
Measurement System	Valid values are ‘I' (Imperial) or 'S’ (Metric System). Note: When working with 'Volumes', the Account you're using requires a Product Code. If the input value is a different Unit (S or I) than the Product, a conversion factor will be applied.
Working Interest Percent	Working interest percentage used to calculate net volumes or amounts when the gross volumes or amounts are provided. This is an approximate working interest for the entity.
*Major Account ()**	Enter a valid major account.
*Minor Account ()**	Enter a valid minor account for the entered major account. When entering volumes the minor account must be flagged for Budget Volumes. The Major/Minor account combination must be a valid account in the Reporting Account Groups for Budget Type.
*Continuity Code ()**	If System default (BUDGET_AT_CONT_CODE_LEVEL) is set to 'Y' (yes) and the account requires a continuity code, then the continuity code must be specified. If System default (BUDGET_AT_CONT_CODE_LEVEL) is set to 'O' (optional) and the account requires a continuity code, then the continuity code can be left blank or a valid value can be provided. If System default (BUDGET_AT_CONT_CODE_LEVEL) is set to 'N' (no), the validation routine will generate an error if a continuity code has been provided (even if the major/minor account requires a continuity code).
Monthly Values	Enter the Amount or Volume for the month based on the Dollar or Volume column. If gross, net will be calculated using the WI% provided. If volumes are input, the dollar amounts are calculated based on budget prices (as set in Budget Master). All of the value fields allow 2 decimal for dollars and volumes.
Future Year	Enter the Amount or Volume for a future period based on the Dollar or Volume column. If gross, net will be calculated using the WI% provided. If volumes are input, the dollar amounts are calculated based on budget prices (as set in Budget Master). All of the value fields allow 2 decimal for dollars and volumes.

Get data from Qbyte

Clicking on Get data from Qbyte will retrieve Budget Entity rows from Qbyte Financial and load them into the Excel worksheet. Unfiltered data will return a maximum of 5000 rows.

The Filter by field located directly above the Get Data from Qbyte is available to narrow down your returned results.

Click on the Add Filter button to reveal the Filter By fields.
- When entering a value in the Filter by field, before you invoke the Get data from Qbyte functionality, only the data specified in the filter will be retrieved.
- Use the drop-down to Select a Column to filter on (the drop-down is sorted in alphabetical order).
- Enter Filter Value, note this field is case sensitive and must be entered exactly as shown in Qbyte Financial.
- Multiple Code values can be added to the Enter Filter Value field separated by a comma only (for example: CALGARY,BAHSAW,SALMON,VERNON). A comma is used to separate multiple values and will not be recognized as part of the filter value.
- The red trash can. located on the right, will delete the filter.
Multiple filters may be added by clicking on the Add Filter button.
All data containing your filtered results will be returned (no maximum).

Invoking the Get data from Qbyte functionality is optional; you do not need to retrieve data in order to start working in the tab.

Validate data

Once you have finished entering the information in the tab, invoke Validate data.

Qbyte Exchange will not allow bad data to be saved to Qbyte Financial. This option does not save any data into Qbyte Financial, it simply validates the data and returns information regarding the validity of the data on each row.

When you select Validate data, the following will appear in the Qbyte Exchange panel:

The Validation Results will display:
- Total Rows – The number displayed here is the number of data rows in the tab.
- Passed Validation – This is the number of rows that have no validation errors and have an Upload Status of Validated.
- Errors – This is the number of rows that failed validation and will need to be corrected in some way before they can be uploaded to Qbyte.
- Processing Not Required – This represents the number of rows there were no data changes made on, therefore no validation occurred.

Additionally, the Microsoft Excel spreadsheet will automatically shift to the right and the validation process results will appear in the four green columns to the right of the blue data entry columns. The spreadsheet also shifts down to show the row with the first error message.

Processing State – Indicates if the row has completed processing or not. You will see one of the following:
- Complete with error(s) – The data validation was performed and validation errors were encountered.
- Validation complete – The data validation was performed and completed without any errors being encountered.
- No processing required – There were no data changes made on the row, therefore no validation occurred.
Upload Status – This column indicates if the row has been Validated or if there is an Error.
Error Message – When the Upload Status is Error, this column will describe what data needs to be corrected. There may be more than one data problem listed in this column for each row with errors.
Message Context – The information provided in this column is more technical in nature and provides additional details about the Error Message.

Once you have corrected your errors, you can invoke Validate data again to re-validate your tab.

If you Delete rows from your spreadsheet, be sure to delete the entire row and not just the data from the row. If you only delete the data from the row and Validate data again, errors will occur for those rows.

Once you have finished the validation, choose Close on the Validation Results panel and you will be taken back to the Module menu.

Save data to Qbyte

Once you have finished entering and validating the information in the tab and you do not have any validation errors, invoke Save data to Qbyte. This option will perform a final validation of all data in the tab and will then save all rows that pass validation into the Qbyte Financial database. If a row has an error, none of the data on that row will be saved into the database.

When you select Save data to Qbyte, the following will appear in the Qbyte Exchange panel:

First, the Are you sure? pop-up message will appear. If you choose Yes, the Save process will continue. If you choose Cancel, the Save process will abort and you can continue to work with your tab.
If you selected Yes in the Are you sure? popup message, the Upload Results will display:
- Total Rows – The number displayed here is the number of data rows in the tab.
- Created (in Insert mode) or Updated (in Update mode) – This is the number of rows that have been inserted (in Insert mode) or updated (in Update mode) to the Qbyte Financial database. In the tab, these rows will have an Upload Status of Saved (in insert mode) or Updated (in update mode).
- Errors – This is the number of rows that failed validation and did not get saved to the Qbyte Financial database. The validation error will need to be corrected before the row can be saved to the database. In the tab, these rows will have an Upload Status of Error.
- Processing Not Required – Represents the number of rows there were no data changes made on, therefore data from these rows were not saved to the Qbyte Financial database .

Additionally, the Microsoft Excel spreadsheet will automatically shift to the right and the save process results will appear in the four green columns to the right of the blue data entry columns. The spreadsheet also shifts down to show the row with the first upload status message.

Processing State – Indicates if the row has completed processing or not. You will see one of the following:
- Complete with error(s) – The data validation was performed and validation errors were encountered; therefore the Save was not completed for the row.
- Save Complete – The data validation was performed and completed without any errors being encountered, therefore Save was completed for the row.
- No processing required – There were no data changes made on the row, therefore no validation nor Save was completed for the row.
Upload Status – This column indicates if the row has been Created (in insert mode) or Updated (in update mode) or if there is an Error that prevented the Save from occurring.
Error Message – When the Upload Status is Error, this column will describe what data(s) needs to be correct. There may be more than one data problem listed in this column for each row with errors.
Message Context – The information provided in this column is more technical in nature to provide additional details about the Error Message.

Once you have finished the save, choose Close on the Upload Results panel and you will be taken back to the Module menu.

Close

This option will exit the Module menu and take you back to the main Qbyte Exchange for Qbyte Financial menu.