1. Budget Module By: CA Shivalinga swamy D

2. Budget Module objective Budgetary control on financial transactions Preparation of classified register inputs for preparation of next year budget Preparation of budget variance report Preparation of fund wise receipt & payment account

3. Budget module structure Budget Input screens under a financial year separately for »Revenue Receipts (RR) »Revenue Payments (RP) »Capital Receipts (CR) »Capital Payments (CP) »Extra-ordinary Receipts (ER) »Extra-ordinary Payments (EP) »Opening balance of budget to start with »View budget as per KMF forms (Print & export) »modify budget »Cancel budget »approve budget Voucher wise provision for capturing transactions under each budget heads Receipt Vouchers –Property tax –Miscellaneous Payment Vouchers –Bank, Cash, Pay supplier/Contractor, Pay salary Journal Vouchers –Only on selected items on selection. Generation –classified register & –fund wise R & P –budget variance statement –supplemental information for preparing next year budget (first three columns) –Information on budget utilization on every voucher

4. Effects of budget module on existing e-Gov financials Back log accounting work compulsorily needs to be completed by 29/03/2014. Creation of Fin Yr is must ( Processing Menu) (Next FY 2014-15). Budget creation & approval is must for using the application. Except JV & CV, other vouchers could not be saved without assigning budget codes. Gross transactions are accounted for budget codes by accessing JV/Bill screens through a PV/RV. Account codes 3811, 3812 & 3821 are not allowed in JV screens & bank/cash payment screens, instead bill screens & respective payment screens are to be used for such transactions. Bill screens wont allow liability codes/IFT codes other than the one prescribed below. Contractors bill- will allow only 3812 Suppliers bill – will allow only 3811. Salary bill – will allow only 3821. More than one IFT codes are not allowed in one JV.

5. Budget creation screens Budget Creation screens for a financial year »Revenue Receipts (RR) »Revenue Payments (RP) »Capital Receipts (CR) »Capital Payments (CP) »Extra-ordinary Receipts (ER) »Extra-ordinary Payments (EP) »Opening balance for budget ( shall be set only for 2014-15) Each screen will be having a dropdown list for Functions & account codes –The budget shall be created from FY 2007-08, because any change or creation could be made for those years. The budget created for a year shall be approved first to create the next year budget. Amount will be fed against each budget code (Fn+Ac), information will be stored having prefix of each screen abbreviation Save & close, save & new for feeding all the budget heads After Budget creation, it can be viewed, modified, Cancelled & Approved. Budget created can be –modified – Before Approval ( only approved budget codes appear for posting) –Cancelled Approval of Budget –Partial approval / Complete Approval (Partial approval shall be used only in case of non availability of approved budget (i.e Budget not approved by MC on time). in such cases, the budget shall be created by setting 1 Rs for all the budget codes for which the budget is required for the year, except for those budget codes for which, there is no compulsion of availing budget approvals shall be set with full budget amount. The budget codes set with full budget amount only shall be approved & later once the approved budget is arrived, the amount against each such budget codes, which are not approved & which are set with 1 rs budget amount shall be modified with the new amount & approved)

6. Vouchers screens Each voucher types (Except Contra) will be provided with a budget code field which will be a dropdown list along with prefix of Budget type abbreviation ( RR, RP, CR, CP, ER & EP) Budget provision check for every transaction (RV/PV) will be shown on a message alert as against the budget provision available. –Message alert needs to be rectified by MRC (Shortly will be done) All payment & receipt vouchers shall have budget code against each account code, except some specific account codes (4861, 4862, 4863, 3811, 3812, 3813, 3818, 3821, 3822, 3823, 3824, 3825, & 3828) Fetch JV’s grid to display journal voucher through receipt/payment voucher for a date range. (exceeding FY) –Existing JV ( Already created JVs shall be attached) –New JV ( New JV can be created only on PV/RV voucher date) Impt Note :The FETCH JV grid will be enabled only on click of “save & new” or “save & Close” button. Any bills / JVs of previous year could be used for passing of RV/PV, if such previous year is open for posting (Processing Menu – reopen financial year), If in case, if one has to use the JV/Bill, which is already set with the previous year budget codes, then, one has to make sure that, such budget codes are available in the budget of FY to which the RV/PV belongs to. Also use TAB & ENTER button to insert budget codes in budget fields in vouchers. Payment Voucher for IFT physical transfer will automatically opens receipt screen for passing receipt voucher. (Physical fund transfer through IFT shall be done by initiating PV first) During payment or receipt transaction, where JVs are to be used, will fetch EXISTING JV list & also allows to create NEW JV directly in the same screen & generate print of such newly created JV. In case of RV/PV bearing IFT codes & NEW JV is selected through FETCH JV label, the new JVs will bear the IFT code of RV/PV voucher fund by default & the JV will be defaulted with the fund of RV/PV voucher fund. In case, if the RV/PV is bearing two IFT codes, two JVs will be generated consecutively one after the other on save of each one. RV/PV/JV will be saved along with the budget codes, only after the validation is met as below. RV – Total of all BC allocated Amount (Cr-Dr) (Both in RV & JV) along with the previously attached vouchers shall be greater than or equal to RV amount attached now & earlier. PV - Total of all BC allocated Amount (Dr-Cr) (Both in PV & JV) along with the previously attached vouchers shall be greater than or equal to PV amount attached now & earlier. JV – Total all BC allocated amount for Dr side should be equal to total of all BC allocated amount of Cr side. PV & RV cannot be attached together to a same JV.

7. Budget Codes in Journal Voucher There are three situations, which requires to use budget codes (BC) in JV. Other than this, BC shall never be used/set in JVs. –JV to Transfer to Ear marked funds –JV to Transfer to deferred income & income and expenditure a/c out of specific grants –JV to accommodate the transactions of Income, expenditure, assets & liabilities, which are to be brought in the books of accounts & have not routed through ULBs cash / bank accounts.

8. Modification & Cancellation of Vouchers Modification of RV/PV will be allowed along with the BC of JV/Bill attached to it. Every time, it will run through the creation process & validate the equation as mentioned earlier. Modification of JV / Bill attached to PV/RV is not possible till to RV/PV,s are cancelled. Cancellation of RV/PV is done RV/PV is attached to one JV/Bill, on its cancellation will Releases the JV/Bill for modification / cancellation. RV/PV is attached to more than one JV/Bill on its cancellation will Releases the direct JV/Bill & retains the shared JV/Bill.

9. Classified register report Under development

10. Receipt & Payment Report Under development

11. Budget Variance statement Under development

12. Report for preparation of next year budget Under development

13. Thank you