Budget verification documents are created after a workstation and its adlocs are activated by a system administrator AND the initial activation date is reached.
The timing of the initial activation of a workstation is very important because of the parallel paper BVD process that is still being run by BPP.
In particular, when initially starting to use Monthly Payroll, it is essential that a workstation not be activated for a given month after BPP’s “BVD 2” process has been run to create the source of paper BVDs as this could lead to an inadvertent duplication of payroll data.
When activating a workstation, a few small but important decisions have to be made, such as:
- when the BVDs should be created
- when the departments should be notified about their BVDs
- what month to begin creating BVDs.
The first two choices are expressed in terms of a day of the month, while the starting period is limited to the current and first subsequent months, as shown in this partial screen shot:
Also of note is the “all adlocs implemented” indicator, which a system administrator is to set after every adloc in a workstation is active in the Monthly Payroll system. Once this field is set, the workstation will be removed from the BPP system’s paper BVD process.