Create a general budget reservation (Public sector)

Applies To: Microsoft Dynamics AX 2012 R3

After you set up your system to use general budget reservations, you can create reservation documents. For more information, see Set up general budget reservation rules and reservation types (Public sector).

General budget reservations are available to the documents required for the purchasing method you choose. These methods include purchase order, purchase requisition, and vendor invoice.

Create a general budget reservation document

To create a general budget reservation, use the following steps.

1. Click Budgeting > Common > General budget reservations > All general budget reservations.

2. On the Action Pane, in the New group, click General budget reservation.

3. In the Create a new general budget reservation form, under Transaction, fill in the fields as necessary.

4. Under Reason, enter a code and description of the reason for the reservation.

5. Click OK.

6. In the details form, fill in the fields as necessary in the General budget reservation header.

7. Under General budget reservation lines, click Add line. Enter the information for the first line of your reservation. Repeat this step until you have entered all lines.

   Note

   In the Account column, select an account prefix code from the drop-down list, and then select a category.

8. Optional: If a purchase requisition applies to the budget reservation, on the Line details FastTab, you can select the purchase requisition line that the selected line in the budget reservation references. Items and services on the selected requisition line, including procurement category, are passed to the general budget reservation line. This is true for both procurement catalog items and non-catalog items.

   Note

   Any child amounts on a referenced purchase requisition, such as discounts, charges, or taxes, will not be reflected on the general budget reservation line.

9. Optional: If you use project accounting, on the Line details FastTab, click the Project tab, and then fill out the fields as necessary. For more information, see Use project accounting with general budget reservations (Public sector).

10. Optional: If you use project accounting, on the Line details FastTab, on the Action strip, click Committed costs. The Committed costs form opens, displaying the committed costs related to the selected line.

11. When you are finished filling out the various fields, on the Action Pane, in the Post group, click Budget reservation.

12. If you use workflow, a yellow bar appears at the top of the form. Click Submit to submit the general budget reservation to workflow. For more information, see Submit a general budget reservation to workflow (Public sector).

13. Click Close.

Reference a general budget reservation on a purchase order, purchase requisition, or vendor invoice

After you create the general budget reservation, open the appropriate source document that you want to refer to the budget reservation.

There are three main ways to consume or relieve a general budget reservation after it has been posted:

• Purchase order - Reference the general budget reservation directly on a purchase order line. The reservation is relieved when the purchase order is confirmed. No purchase agreement is involved. To do this, create a purchase order according to your usual process. This might also involve using a purchase requisition. When you add a line to the purchase order, select the general budget reservation to use for the purchase order.

• Vendor invoice - Reference the general budget reservation directly on a vendor invoice. You can assign a purchase agreement on the header of the invoice, but no purchase order is involved. The reservation is relieved when the invoice is posted. To do this, create a vendor invoice according to your usual process. When you add a line to the invoice, select the general budget reservation to use for the invoice.

• Purchase requisition – Reference a general budget reservation line in a purchase requisition. The reservation is relieved when funds are released from the requisition. To do this, specify the purchase requisition on the budget reservation line when you create the reservation.

  Note

  Purchase requisitions require workflow. For more information, see Overview of a purchase requisition workflow. Also see Set up general budget reservation workflows (Public sector).

  For more information about referencing general budget reservations in these documents, see the following topics:

• Encumber a general budget reservation (Public sector)

• Create a purchase order

• Key tasks: Create and submit a purchase requisition

• Key tasks: Vendor invoices

Use the following steps to reference a general budget reservation on a purchase order, purchase requisition, or vendor invoice.

1. Do one of the following:

   • Click Procurement and sourcing > Common > Purchase orders > All purchase orders

   • Click Procurement and sourcing > Common > Purchase requisitions > All purchase requisitions.

   • Click Accounts payable > Common > Vendor invoices > Pending vendor invoices.

2. Create the document you want. You can also select a document and then, on the Action Pane, click Edit.

3. Optional: Select specific lines.

4. On the Line details FastTab, under General budget reservation, select a reservation number and line to apply to the document or selected lines. You can click Advanced selection options to search for more reservations.

See also

About general budget reservations (Public sector)

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

Create a purchase order

Key tasks: Create and submit a purchase requisition

Key tasks: Vendor invoices

View, modify, delete, or cancel a general budget reservation (Public sector)

Set up Budgeting workflows

Relieve a general budget reservation (Public sector)