A budget is a set of funds in the same period. The period is defined by a start date and an end date.
You can set a current or future budget period as the default budget period for ordering and invoicing. By setting a future budget period as the default, you can easily invoice and order with the future budget during the period of time after the current budget period is no longer being used and before it is formally closed.
Note:
You can enable a future budget for use when ordering and invoicing. This also applies to budgets beyond the budget immediately after the current budget. Using enabled future budgets allows you to split items over far future budgets when the accrual mode functionality does not meet the need for how you would like to split money across future budget periods.
Note: There must be existing funds set up in a future budget to enable it for use. See Create funds.
To enable a future budget for use:
Note: If you leave this option unchecked, the default budget period will be the current budget.
A list of the budget's funds appears in a table. Some columns need explanation:
Column | Shown by default | Description | ||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Budgeted | x |
The total monetary amount assigned to the fund for use. Click on the value displayed in the column to view the Budgeted Amount History.
|
||||||||||||
Enc. | x | The amount encumbered for the fund. Click an amount to view the Order Items screen for this fund. | ||||||||||||
Expended | x | The amount expended for the fund. Click an amount to view the Invoice Items screen for this fund. | ||||||||||||
Fund Code | x | Unique ID used to interoperate with other systems. | ||||||||||||
Fund Name | x | The name of the fund. | ||||||||||||
Fund Status | x | The status of the fund. Statuses are indicated by an icon and include:
|
||||||||||||
Future Enc. | Amount to be encumbered in future budget period(s) upon closing of the current budget period. | |||||||||||||
Notes | x | Any notes about the fund.
|
||||||||||||
Pre-Paid | Amount to be expended in future budget period(s) upon closing of the current budget period. | |||||||||||||
Remaining Balance | x | The amount left in the fund that has not been encumbered or expended. | ||||||||||||
Total Enc. | The total amount encumbered for the parent fund and all its child funds. | |||||||||||||
Total Exp. | The total amount expended for the parent fund and all its child funds. | |||||||||||||
Total Fund Budget | The total of all subfunds. | |||||||||||||
Total Remaining Balance | The sum of all remaining balances for the parent fund and all its child funds. |
Note: If a child fund is supposed to display but has a status that its parent fund does not have, the parent fund will still display but will appear in grey text to indicate that it has a different status than what was selected in the filter.
You can choose the columns that appear on budgets.
Once you are finished configuring your budget, you can download up to 800 funds at a time in a CSV file. You may need to do this if, for example, one of your material suppliers wants to have a listing of all your fund codes for use in their system.