Workday - Budget Check for Procure To Pay (P2P)

Workday - Budget Check for Procure To Pay (P2P)

What is Budget check?  
The budget check in Workday is a Business Process (BP) that runs upon submission of operations related Requisitions and Purchase Orders Change Orders.  It also processes on all Supplier Invoices that are processed without a purchase order.  It compares the submitted transaction line items to the current Forecast (Plan) amounts from BRAINS for each Cost center/Spend Category/Job Title/Outlet on the submitted document. 

How do I know my available budget/Forecast?  General Manager Approver or Property Finance Approver will share the "Budget Check Balance by Spend Category" Report with property users.  Sample attached to this help document.  

How does it work?  

The Budget Check Business Process (BP) is initiated upon submission of the following:

Requisition Types:
General Ops - Non-Inventory
General Ops - Inventory
Confirming PO - Non Inventory
Confirming PO - Inventory

PO Change Orders on Purchase Order Types:  
General Operations 
Confirming PO

All Supplier Invoices submitted without a Purchase Order.
***Note that all invoices submitted without a Purchase Order will process as operational expenses.  No capex or project invoices can be processed using this method.   

Approval Routing:  *If the amounts are within the available "Budget" amounts, the requisition will process approvals to the following: 

Select Service Companies will route to the General Manager Spend Approver

Full Service Companies will route to:
1.  Cost Center Manager
2.  Finance Spend Approver
3.  General Manager Spend Approver

*If the any line item on the document is over the available "Budget" amount, the approvals will escalate to the Above Property Spend Approver.  
***Note that Waived Approval Spend Categories for consumables will be excluded from the Budget Check BP.  Here is the list of Waived Spend Categories for Full Service companies.  

Users will be notified if the document is OVER budget/forecast with a task...Examples shown below:  
Requisition:  

To see the details, click the "View" option:

The View option will show the lines and amounts that are OVER forecast.  In this case as shown below, the requisition is over forecast by 61.70. 

 The user must decide if they want to submit for approval which will escalate above property OR use the "Send Back" option in the task to push the requisition back to Draft status so they can do one of the following:
1.  Edit the requisition to reduce spend to be within forecast.  Note that punchout orders will need to be canceled and recreated.  Edits are not available on punchout orders.
2.  Update the BRAINS Forecast to accommodate the Over Forecast amount and wait for the overnight update.  Then resubmit the document.  

To submit without edits or forecast updates, navigate back to the task and click submit.  This will escalate approvals to the Above Property Spend Approver:


To pull the requisition back to Draft for edits, click the send back option

:

In the send back window, put a note in for the reason and submit: 



You can now revise the requisition by clicking on the revise option shown below.  Make the necessary changes to bring under forecast and then resubmit.  



Or, you can leave the requisition in Draft status and update the BRAINS Forecast so you can submit the following day once the forecast updates in Workday. 
***If you are unsure how to update the BRAINS forecast, please see your Department Manager, Finance Manager or General Manager for assistance.  

To resubmit the draft Requisition the following day,  locate the requisition and use the option shown below to edit:


Then click Submit:


The requisition is now within forecast so it shows, "Pass"  and is now running through approval. 





PO Change Order:  

Similar to the Requisition process, you can use the View option in the Review Budget Check task to see the details and then decide to submit, edit or update the BRAINS forecast to be resubmitted tomorrow after the overnight update.  



Supplier Invoices without a PO. 
***Note that invoices without a PO go against company policy and should be used sparingly. Compliance standard is 20% or less for Non PO Invoices.  
Similar to the Requisition process, you can use the View option in the Review Budget Check task to see the details and then decide to submit or hold the task in your queue and update the BRAINS forecast to be resubmitted tomorrow after the overnight update.