The programmes are stored in a series of dedicated databases (one per functional module) which contain only programmes (no data). They are implemented in the application server. Those application databases access the BudgetBase through "attachments", i.e. virtual tables which are just links containing the information required to access the actual tables in the BudgetBase.
In no circumstances, the databases may be installed onto the users' machines: all users access the application databases through the network only.
In no circumstances, the BudgetBase may be accessed directly: it is accessed through the application databases only.
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The button in the left bottom corner allows to display a printable report.
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The programme starts with a selection screen, in which the user is asked to select:
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| On demand, the programme will detect double budget lines (button "Check doubles") or ceiling violations (button "Check ceilings") and propose the user to fix them: |
 
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| If no problem is detected, an "OK" screen is displayed instead: |
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| Note: these audit windows are "modal" windows. This means that you must close them to access other windows, except the window called by the "Go" button in the audit window. Modal windows are displayed with a yellow background. |
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Once you have selected an Organisation, a "countdown" window is popped up, displaying
the available part of the ceiling to be allocated for the selected Organisation (negative balances
are displayed in red):
This countdown window will be kept updated as budget lines are created, deleted or edited. The "Organisation summary" button allows to display and to print a summary for the selected organisation (see below). |
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(These data have been previously entered with the "Budget Classifications" utility). The "Set Spatial codes", "Set Beneficiary codes" and "Set Funding codes" buttons (on top) allow the user to set in one
time the spatial, beneficiary or funding codes for all existing budget lines related to selected
programme.
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When an activity is selected (like in the upper screen), a new screen is popped up.
From this new screen, you may choose between:
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| The screen shown above displays a summary of the budget lines related with the selected activity; the screen shown below displays the detailed data of one budget line. |
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Printable report:
(The header will make no reference to programmes and activities if not applicable) |
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(This is the basic report to be used as a monitoring tool during the data entry phase; the
data are shown on an activity basis).
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| Data entry screens: |
(the data entry screens have a white background)
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| Data entry screen 1: amounts (in thousands of Euro with 3 decimals, resulting in a one Euro resolution) and economic code. There is provision for three amounts: 1° first submission, 2° revised budget and 3° the final budgeted amount (for the yellow book). |
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This group of buttons is the "navigation bar": it allows the user to navigate
between the records (from left to right: first, previous, next, last, new).
In particular, the "  " button allows to create a new budget line. A new budget
line is added to the budget table when data are entered into the new record. Default values are
automatically added for the "Beneficiary", "Spatial" and "Funding"
codes. Of course, they may be edited (use the "Other details" button). To delete a budget line, select it and press
the "DEL" key, or simply set all amounts to zero. |
The "Operate on this selection" button opens a screen allowing some powerful manipulations on the whole set of budget lines related with the selected organisational/functional intersection. This functionality is to be used carefully, as updates cannot be cancelled:
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Data entry screen 2: other classifications (Funding, Beneficiary, Spatial):
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This "Across-the-Board" form is an extremely powerful tool and should be used by
advanced/authorised users only. It allows:
1. copying all selected "Initial" submissions to the "Revised" budget (with a coefficient); 2. copying all "Revised" submissions to the "Final" budget (with a coefficient); 3. applying a coefficient (between 0 and 2, i.e. between 0% and 200%) to all selected "Revised" or "Final" budget lines. (The "Apply a coefficient to Initial" button is greyed, as initial submissions are not supposed to be modified) The "  " button (within the form) allows selecting a
pre-defined filter (see left) or creating new ones.
The similar " " button (in the main MSAccess toolbar) allows
enabling or disabling the filter.
The detail of active filter is reminded at the bottom of the form. Caution: these manipulations cannot be cancelled. |
A. Using global manipulation:
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The "Rebalance current budget" button shown here opens a form allowing to
perform "bundle rebalancing" (see below).
For each budget line, four budget columns appear: Previous Year, Approved Budget, Simulation and Rebalanced Budget. The first two ones are shown for information only (you can't manipulate them). The last two ones are those you will manipulate. The "Simulation" zone is a working area where several updates may be performed and evaluated before they are transferred to the "Rebalanced" zone, when the rebalancing exercise is completed and its result accepted.
The method comprises four steps:
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button displays a printable progress report showing the result of the rebalancing
process (the current filter will be applied):
In the main menu, the "Summary of rebalanced budget" button displays a printable global summary
of the rebalancing process:
In the "Enter now budget data" form shown in the activity selection section of this document, the "Rebalance" button displays a special form allowing line-by-line budget
rebalancing for the selected intersection between Organisations and Functions:
From here, you can update the "Simulation" or the "Rebalanced" amounts individually. You can also perform bundle manipulations on the selected budget lines, using the "Opetate on this selection" button:
The method is similar to the "Global manipulation" form shown before, but here the filter is previously determined in the common Organisation/Programme/Activity selection forms.
