Configure the Budget file Template
As an implementor I want to be able to import budget files that relate to specific facilities, programs, and scheduling periods so that a facility's budget can be tracked by program and schedule for all the facilities in the system.
Excerpt from the OpenLMIS Configuration Guide 0.92
Configuring the File Format for electronic data interchange of Allocated Budgets
OpenLMIS accepts budget allocation data from an external system (e.g. a Finance system or an ERP system) and will display the appropriate information to users when they are creating their requisition. OpenLMIS expects to receive data from an external system that itemizes the allocated budget by program, by facility, by period. A basic example of this type of information is as follows: (Note, this is not intended to be an actual CSV file of budget data)
(Clicking here will fix the formatting in the below table...)
FACILITY PROGRAM PERIOD BUDGET
Steinbach Hospital ART Sept, 2014 $3,800
Steinbach Hospital Malaria Sept, 2014 $1,200
Morris Dispensary Malaria Sept, 2014 $ 500
Morris Dispensary Malaria Oct, 2014 $ 550
Stonewall Health Center Essential Meds Q3, 2014 $7,000
Stonewall Health Center Essential Meds Q4, 2014 $7,000
OpenLMIS displays a warning for the user if they create a requisition that exceeds their allocated budget for a given program for a given period. However OpenLMIS does not prevent users from "overspending" if they create a requisition that exceeds their allocated budget. OpenLMIS also does not manage ongoing account balances over time, for each facility, as requisitions are submitted. The information is instead presented to users to guide them in creating their requisitions and adjusting requested quantities as may be necessary, to comply with their allocated budgets. The screen for configuring the format of budget files is shown below.
As noted above, OpenLMIS expects to receive a file that itemizes the allocated budget by program, by facility, by period. The first four field in this list are thus all mandatory and cannot be excluded from the file. An optional notes field is available, e.g. if a finance manager were to include explanatory notes with individual allocations.
Because OpenLMIS and the external system used to manage budgets may use different naming conventions for calendar periods, OpenLMIS relies on the budget system to specify a date within the calendar period for which each budget allocation will apply. The configuration screen provides multiple choices for how "Date" values will be formatted in the CSV file. Specifying the starting date of each period is easiest to understand – particularly for humans, however OpenLMIS allows this date to be any date that falls within the period for which the budget allocation will apply. OpenLMIS compares this date with the processing schedules and processing periods that were created in Step #7, to find which period the date falls in, relative the schedule that the specified facility and program operate on. OpenLMIS then assigns the allocated budget to this period.
The country will need to export their most up to date budget data in order to import and utilize this feature in eLMIS.