How to solve blocking message ” The envelope must be approved before the fiscal year budget can be approved ” while submitting budget for approval

By | April 21, 2021

In sage x3, we have a budget envelopes which is used to plan operating or investment expenses that can extend to one or multiple fiscal years defined by the entry of the envelope’s start and end dates.

It also includes the concept of  budget type, budget code and project.

Budget type: The budget type determines whether the envelope we are using is annual or multi-annual.

Project: A project can be defined for a site, a company or be transverse, i.e. defined for a group of companies or sites.

Budget code: This budget code define if the tracking level is the site or the company. Depending on this rule, the envelope is attached either to a company or a site.

      In some envelope we can attach project. The parameter named as GDDPRJENV is used to determine  whether the attachment of an envelope to a project is mandatory or optional. In this case, some envelopes can be attached to a project while others are not.

Project and envelope definition levels:

The project, budget and budget line definition level follows the following management rules:

  1. If a project is attached to a site, the linked envelopes are attached to the same site.
  2. If a project is attached to a company, the linked envelopes are attached to the same company.
  3. If a project is attached to a group of companies, the linked envelopes are attached to one of the companies belonging to this group or to a site of one of the companies from this group, depending on the budget code characteristics.
  4. If a project is attached to a group of sites, the envelopes are necessarily attached to one of the sites from this group.  The budget code must be consistent.

Budgets by fiscal year are distributed throughout budget lines, by budget account and by recipient entity.

          Once the budget creation is complete, the approval process of envelopes, budgets and budget lines makes it possible to set the validated amount of determined forecasts. The commitment entry (Purchase requests, orders and invoices) can only be carried out after budget line approval.

Steps:

Navigate to: > Operating Budgets > Budget Management > Budget Envelopes

Create a new budget envelope. Select the budget type, budget code, project, company and also enter the envelope amount and budget amount. Refer the below screenshot.

Fig01: Budget Envelop
Fig02: Budget Envelop screen

Once the budget envelope is created , it is sent for approval, so click on submit for approval button. Refer below screenshot

Fig03: Submit for approval and message

On click of submit for approval button we will get the above message and it wont go for approval. We can see the status as Entered.

To Solve that:

Navigate to : Set up > Parameter values

 Go to chapter GDD( i.e Operating budget) and group GDD

 Set the value of parameter GDDAPPENV to No.

Fig04: Parameter values

Now click on submit for approval button.

Fig05: Budget envelopes status

Here, we can see the status has changed to “to be approved” which means the budget has been sent for approval.

After approval, any modification of budgeted amounts is submitted to budget reviews in order to track all the modifications applied after approval.

This blog helps to solve the blocking message The envelope must be approved before the fiscal year budget can be approved, while submitting the budget for approval.

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