The Monitor tab shows information about how the bid and allocation amounts are distributed across the periods, and how much expenditure has been gathered in each period for any financial year.
At the top of the Monitor tab is a drop down list of financial years. These are the financial years that have been defined in the Year Maintenance Table. When the Monitor tab is selected, this defaults to the current financial year. If you wish to show the bids and allocation information for any other year, simply select the desired year from the list of financial years.
The monitor tab displays the following information:
Year - This is the financial year for which the bid & allocation amounts are shown. When you first select the Monitor tab, the financial year shown is the current financial year.
Period - This shows the periods for the selected financial year.
Allocation - This is the allocation amount for the period and financial year.
Expenditure - This is the expenditure for the budget code within the period and financial year.
Revenue - This is the revenue for the budget code within the period and financial year.
At the bottom of the list of periods, Pinnacle shows the totals of the allocation, expenditure and revenue columns.
On the right hand bottom side of the window are indicators to tell you what the current financial year is, and what the current period is. On the right hand top side of the window Pinnacle also shows some summary information:
Actual Expenditure (up to and including the current period) - This is the actual expenditure that has occurred for periods in the current financial year, up to and including the current period.
Forecast Expenditure (from the next period on) - This is the expenditure that is forecast to occur after the current period up to the end of the financial year.
Available Funds (from the next period on) - This is the allocation for the year minus the actual expenditure (up to and including the current period) which gives you the amount of money that is available to be spent until the end of the current financial year.
From the Monitor tab you can change the allocation amount for any period in the current or future financial years. If the financial year has passed, no changes can be made to the allocation amounts. If you choose to change the allocation amount for any period, you must type in an Allocation Revision comment, explaining why the change was needed.
Change to the Monitor tab.
Select the financial year for which you want to change the allocation amounts.
Find the period that you want to change the allocation amount for. Click in the allocation field, and type in the new allocation amount for the period.
Repeat Step 3 until you have made all the allocation amount changes you need.
Choose Save from the File menu
OR
Choose Save from the popup menu
OR
Click the Save toolbar button.
Pinnacle will display the Add Allocation Revision window. The window will show the amount that the allocation is to be altered by, and the new allocation amount.
Type in a reason for the change in allocation.
Click the OK button
Pinnacle will save the changes to the allocation amounts, and will add a new allocation for you on the Allocations tab.
The Monitor tab shows the total expenditure for each period, but if you want to see the details of how the expenditure was incurred for the period, you can open the Costs Drill Down window for a period.
Open the Budget Code window for the budget code you want to examine. Change to the Monitor tab
Find the year and the period that you want to review the costs for.
Double-click in the expenditure column for the period that you want to view.
Pinnacle will display the Costs Drill Down window.