Budget Detail Section - Projects Workspace

A budget is an approved cost estimate for a project, and it can include costs of both goods and services.You can create multiple budget versions in the Budget detail section before deciding how your funds will be allocated.

Important!

You must enter a budget before you can use the following detail sections:

To perform actions in this detail section, you need to be able to see the Details pane. Click the List View, Summary View, and Map View buttons to toggle different content views. For more information about different content views, see the Content Views section of the Common Attributes of Workspaces page.

ClosedCreate Version

To create additional budget versions:

  1. Open the Projects workspace.

  2. Select the project to which you want to add an additional budget version to.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Click the Create Version button Pictured is a gray button in the shape of a plus symbol. in the toolbar on the right side of the Details pane.

    The Create Version window opens.

  5. Choose between two options:

    • Create a new version from scratch:

      1. Click the New tab.

      2. Enter a unique name for the version in the Version Name field.

      3. Click the Save button.

        The Create Version window closes.The Budget detail section opens to the version you just created.

    • Create a copy of an existing version:

      1. Click the Copy tab.

      2. Select the budget version you want to copy from the Existing Version field.

      3. Enter a unique name for the version in the Version Name field.

      4. Click the Save button.

        The Create Version window closes.The Budget detail section opens to the version you just created.

ClosedSelect Version

To open a budget version:

  1. Open the Projects workspace.

  2. Select the project whose budget you want to view.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Select the version you want to view from the field to the left of the Create Version button Pictured is a gray button in the shape of a plus symbol. in the toolbar on the right side of the Details pane.

    The version you selected opens.

ClosedRename Version

To rename a budget:

  1. Open the Projects workspace.

  2. Select the project whose budget you want to rename.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Click the field to the left of the Create Version button Pictured is a gray button in the shape of a plus symbol. in the toolbar on the right side of the Details pane.

  5. Click the Rename button next to the version you want to rename.

    The version name becomes editable.

    Rename button.

  6. Enter the new name in the Name field.

  7. Click the Save button next to the Name field.

    The version name is changed.

    Save button.

ClosedDelete Version

Important!

You can only delete a budget if you have more than one budget version.You also cannot delete a budget version if the version is locked.

To delete a budget version:

  1. Open the Projects workspace.

  2. Select the project whose budget you want to delete.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Click the field to the left of the Create Version button Pictured is a gray button in the shape of a plus symbol. in the toolbar on the right side of the Details pane.

  5. Click the Delete button next to the version you want to delete.

    A dialog box opens, asking you to confirm your choice.

    Delete button.

  6. Click the OK button.

    The budget is deleted.

ClosedIndent or Outdent a Line Item

The indent and outdent tools allow you to organize items in your budget into parent/child relationships.For example, in the screenshot below you can see that the Chair and Desk line items are children of the Furniture line item.

Note:

This action is disabled if the line item you are trying to indent / outdent is a detail line item.

To indent or outdent a line item in a budget:

  1. Open the Projects workspace.

  2. Select the project whose budget you want to edit.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Select the budget you want to edit from the field to the left of the Create Version button Pictured is a gray button in the shape of a plus symbol..

  5. Select the line item you want to indent or outdent.

    Parent line item with three child line items.

  6. Choose between two options:

    • To indent the line item, click the Indent Line button Pictured is a button that looks like a paragraph with an arrow on the left margin pointing to the right.in the toolbar on the right side of the Details pane.

      Note:

      If the Indent Line button is inactive, that means the line item does not have an eligible parent line item.

    • To outdent the line item, click the Outdent Line button Pictured is a button that looks like a paragraph with an arrow on the left margin pointing to the left.in the toolbar on the right side of the Details pane.

ClosedCreate Line Item

To create a line item in a budget:

  1. Open the Projects workspace.

  2. Select the project whose budget you want to add a line item to.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Select the budget you want to add a line item to from the field to the left of the Create Version button Pictured is a gray button in the shape of a plus symbol..

  5. Click the Add Line Item button Pictured is a button that looks like a plus icon next to a list. in the toolbar on the right side of the Details pane.

    A new line item and a child line item appear in the Budget detail section.

  6. Complete the following fields:

    Note:

    Some of these fields may not appear in the Budget detail section by default.However, all of these fields are available, and can be added using the Configure the Details Pane procedures.

    Note:

    Double-click on a line item to edit it.

    • Description

    • Category - select the type of expense this line item belongs to from the field.

    • RFP Grouping - if you want to create requests for proposals for certain line items in the Request for Proposal detail section (for example, if you want to compare bids for IT equipment), select the relevant RFP group from the field.

      Important!

      You can only use the Request for Proposal detail section if the RFP Grouping field is used for at least one line item.

    • Unit of Measure

    • Quantity

    • Unit Price

    • Forecast - the Forecast field initially shows the Quantity multiplied by the Unit Price.However, the Forecast field can be edited and used to track estimated budgets for line items.Double-click to edit the Forecast field.

  7. Click the Save button.

    Your changes are saved.

ClosedEdit Line Item

Note:

If you edit the value in the Forecast column for a Summary line item, the system will insert an undefined Detail line item for the difference between the value of the Summary line item forecast amount and the sum of its children Detail line items' forecast amounts.

To edit a budget line item:

  1. Open the Projects workspace.

  2. Select the project whose budget you want to edit.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Select the budget you want to edit from the field to the left of the Create Version button Pictured is a gray button in the shape of a plus symbol..

  5. Double-click the field in the line item that you want to edit.

    The field becomes editable.

  6. Click the Save button.

    Your changes are saved.

ClosedView Line Item Detail

You can add additional detail to a line item using the Line Item Details window.

To add additional details to a line item:

  1. Open the Projects workspace.

  2. Select the project whose budget you want to work with.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Select the budget you want to work with from the field to the left of the Create Version button Pictured is a gray button in the shape of a plus symbol..

  5. Click the View Line Item Details button Pictured is a button that looks like a paragraph. There is the letter i to the left of the paragraph. in the toolbar on the right side of the Details pane.

    The Budget Line Item Details window opens.

  6. See the procedures below for more information about the actions you can take in the Budget Line Item Details window:

    ClosedPurchase Orders

    Important!

    You cannot create a purchase order until a budget has been approved.To learn how to approve a budget, see the Add Approvers procedures in the Approvals procedures page.

    Important!

    You must create purchase orders for Summary line items, not for Detail line items.

    ClosedCreate a Purchase Order

    ClosedCreate a Purchase Order for Manual Budget Types

    To create a purchase order for a line item:

    1. Select the Purchase Orders detail section from the Detail Section menu.

    2. Click the Add button Pictured is a gray button in the shape of a plus symbol. in the toolbar on the right side of the Budget Line Item Details window.

      The New Line page appears.

    3. Enter the vendor into the Vendor type-ahead field.

    4. Enter the purchase order amount into the PO Amount field.

    5. Enter the change order amount into the CO Amount field.

    6. Enter the invoiced amount into the Invoiced Amount field.

    7. Enter an external purchase order number into the External # field.

      Purchase order numbers are system-generated by BIGCenter.However, if your system is integrated with a procurement or payment system, you can store the purchase order number generated by your system in the External # field.

    8. Click the Save button.

      The New Line page closes.The purchase order appears in the Purchase Orders detail section of the Budget Line Item Details window.

    ClosedCreate Purchase Order for Short Form or Hybrid Budget Types

    To create a purchase order for a line item:

    1. Select the Purchase Orders detail section from the Detail Section menu.

    2. Click the Add button Pictured is a gray button in the shape of a plus symbol. in the toolbar on the right side of the Budget Line Item Details window.

      The Create New Purchase Order window opens in a new tab.Some of the information from your project is pre-populated into the purchase order.

    3. Enter the vendor into the Vendor type-ahead field.

      Once you enter the vendor in the Vendor type-ahead field, you can click the View Vendor Information button Pictured is a small button that looks like a circle with the letter i in its center.in the toolbar on the upper-right side of the Create New Purchase Order page.This button opens a window which displays high-level information about the vendor.

    4. Select the country from the Country field.

    5. Enter a description into the Description field.

    6. Select the currency from the Currency field.

      Note:

      Your default currency pre-populates here.If you are using your default currency, skip steps 6 and 7.

    7. Click in the Currency Date field and use the date picker to select the currency conversion date.

    8. Enter the name of the building the purchase order should be shipped to in the Building Name type-ahead field of the Ship To table.

      The address information populates with the information currently in the system for that building name.If the information has changed, make the necessary changes.

    9. If the billing address is the same as the shipping address, select the Same As Ship To check box in the Bill To section.If not, proceed to step 10.

    10. Enter the name of the building the purchase order should be billed to in the Building Name type-ahead field of the Bill To table.

      The address information populates with the information currently in the system for that building name.If the information has changed, make the necessary changes.

    11. Click the Save button.

      The Create New Purchase Order page closes.The new purchase order opens in the Purchase Orders workspace.

    Note:

    The purchase order does not appear in the Purchase Orders detail section of the Budget Line Item Details window until there is at least one line item on the purchase order that ties back to the budget line item you are looking at.

    ClosedEdit Purchase Order

    Note:

    This action is disabled if your project has a short form or hybrid budget type.

    To edit a purchase order for a line item:

    1. Select the Purchase Orders detail section from the Detail Section menu.

    2. Select the purchase order you want to edit.

    3. Click the Edit button Pictured is a small gray button that looks like a pencil. in the toolbar on the right side of the Budget Line Item Details window.

      The Purchase Order page appears.

    4. Make your changes.

    5. Click the Save button.

      The Purchase Order page closes.The updated purchase order appears in the Purchase Orders detail section of the Budget Line Item Details window.

    ClosedDelete Purchase Order

    Important!

    Do not click the Delete link, Remove link, or Delete button unless you are certain you want to delete the item. The system will not prompt you to confirm the deletion.

    To delete a purchase order from a line item:

    1. Select the Purchase Orders detail section from the Detail Section menu.

    2. Select the purchase order you want to delete.

    3. Click the Delete button Pictured is a gray button in the shape of a trash can. in the toolbar on the right side of the Budget Line Item Details window.

      The Purchase Order is deleted.

    ClosedDocuments Detail Section

    The Documents detail section allows you to attach and manage any files pertinent to a line item in your budget.

    To manage your documents:

    1. Select the Documents detail section in the Detail Section menu.

    2. Follow the appropriate procedures on the Documents - Upgraded User Interface page.

    ClosedComments Detail Section

    The Comments detail section allows users to manage all comments associated with a budget line item.

    To manage comments on your budget line item:

    1. Select the Comments detail section from the Detail Section menu.

    2. Follow the appropriate procedures on the Comments Detail Section Procedures page

  7. Click the Close button Pictured is a small button that looks like an x. to exit once you are done making changes.

ClosedDelete Line Item

To delete a line item from a budget:

  1. Open the Projects workspace.

  2. Select the project whose budget line item you want to delete.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Select the budget from which you want to delete an item from the field to the left of the Create Version button Pictured is a gray button in the shape of a plus symbol..

  5. Select the line item you want to delete.

  6. Click the Delete button Pictured is a button that looks like an x next to a list. in the toolbar on the right side of the Details pane.

    The line item is deleted.

  7. Click the Save button.

    Your changes are saved.

ClosedAdd New Detail Line

Note:

This action is disabled on Summary line items that aren't children to other line items.It is also disabled if the budget version is locked but not approved.

To add a new detail (child) line item to a budget:

  1. Open the Projects workspace.

  2. Select the project whose budget you want to add a detail line item to.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Select the budget you want to work with from the field to the left of the Create Version button Pictured is a gray button in the shape of a plus symbol..

  5. Select the line item you want to have as the parent line item.

  6. Click the Add New Detail Line button Pictured is a button that looks like a speech bubble in a cartoon.in the toolbar on the right side of the Details pane.

    A new detail (child) line item appears in your budget.

ClosedCopy Line Item

Note:

The Copy Line Item action copies the line item and its children.If a budget is locked, this action only works on Detail line items.

To copy a line item in a budget:

  1. Open the Projects workspace.

  2. Select the project whose budget line item you want to copy.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Select the budget you want to work with from the field to the left of the Create Version button Pictured is a gray button in the shape of a plus symbol..

  5. Select the line item you want to copy.

  6. Click the Copy Line Item button Pictured is a small gray button that looks like two sheets of paper.in the toolbar on the right side of the Details pane.

    A copy of the line item appears in your budget.

ClosedExport

To export a budget to a .csv file format:

  1. Open the Projects workspace.

  2. Select the project whose budget you want to export.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Select the budget you want to export from the field to the left of the Create Version button Pictured is a gray button in the shape of a plus symbol..

  5. Click the Export button Pictured is a small button that looks like a rectangle with a down arrow in its center. in the toolbar on the right side of the Details pane.

    You see a message asking if you want to open or save the .csv file generated by the system.Choose your preferred option.

ClosedLock or Unlock an Budget for Approval

There are four things to know about locking and unlocking a budget for approval:

  1. Locking a Manual budget for approval auto-approves it, and unlocking a Manual budget auto-unapproves it.

  2. Unlocking a budget is not available if there is an approval record, unless the budget type is Manual.

  3. Locking a budget is not available for budgets whose budget type is None.

  4. Only one non-pre-funding budget version may be locked per project.

ClosedLock an Budget for Approval

To lock a budget for approval:

  1. Open the Projects workspace.

  2. Select the project whose budget you want to lock.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Select the budget version you want to lock.

  5. Click the Lock for Approval button Pictured is a button that looks like a padlock. in the toolbar on the right side of the Details pane.

    A dialog box opens, asking you to confirm your choice.

  6. Click the OK button.

    The budget is locked.

ClosedUnlock a Budget

To unlock a budget:

  1. Open the Projects workspace.

  2. Select the project whose budget you want to unlock.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Select the budget you want to unlock.

  5. Click the Lock for Approval button Pictured is a button that looks like a padlock. in the toolbar on the right side of the Details pane.

    A dialog box opens, asking you to confirm your choice.

  6. Click the OK button.

    The budget is unlocked.

ClosedMark Prebudget Funding

You can use the Mark Prebudget Funding action to denote expenses necessary to incur prior to the beginning of a project.

Note:

In order to mark prebudget funding, you must enable prebudget funding either when you create the project or by editing the project from the Summary detail section.You can only use the Mark Prebudget Funding action before a budget is approved and when the budget is unpublished.

Important!

You cannot remove the Pre-Budget Funding flag from a version when there's an approval record.

To mark prebudget funding:

  1. Open the Projects workspace.

  2. Select the project you want to work with.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Select the budget you want to mark as prebudget funding from the field to the left of the Create Version button .

  5. Click the Mark Prebudget Funding button Pictured is a button that looks like a check mark inside of a circle. in the toolbar on the right side of the Details pane.

    A dialog box opens, asking you to confirm your choice.

  6. Click the OK button.

    A prebudget funding icon appears next to the budget's name in the field to the left of the Create Version button Pictured is a gray button in the shape of a plus symbol..

    The Prebudget Funding icon appears next to budget marked as prebudget funding.

Note:

To stop using a budget as pre-budget funding, follow the same steps as outlined in the Mark Prebudget Funding procedures above.

ClosedBudget Override

Important!

If your project is the child of a program, you can only do overrides from the program-level.

Budget overrides are grouped by status.To perform an override, an item must be in Open status.When an override is approved, your budget will be out of adjustment.The net adjustment must be set back to zero to account for the changes in the budget amount as a result of the override.

Note:

You can only have one override in Open status at any given time per budget.

Note:

This action can be repeated as necessary if you need to adjust your budget multiple times.You can also use this action to reduce your budget - see the note after step 7 for more information.

To override a budget:

  1. Open the Projects workspace.

  2. Select the project whose budget you want to override.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Budget detail section from the Detail Section menu.

  4. Select the budget you want to override from the field to the left of the Create Version button Pictured is a gray button in the shape of a plus symbol..

  5. Click the Budget Override button in the toolbar on the right side of the Details pane.

    The Manage Budget Override window opens.

  6. Click the Adjust Budget Override button Pictured is a small gray button that looks like a pencil. in the toolbar on the right side of the Manage Budget Override window.

    The Manage Budget Override page opens.

  7. Enter an amount in the Amount field.

    Note:

    You can enter a negative amount to reduce your budget.

  8. Enter a comment in the Comment field.

  9. Click the Save button.

    The Manage Budget Override page closes.The new budget appears in the Manage Budget Override page.

  10. Click on the lowest level line item in the Manage Budget Override page.

    When you select the lowest level line item, the View Approval Details button activates.

    In this screen shot, the user has clicked the lowest level line item.The View Approval Details button is now active.

  11. Click the View Approval Details button.

    The View Approval Details window opens.

  12. To learn how to use the Approvals tool, see the Approvals procedures page

  13. Click the Close button Pictured is a small button that looks like an x. to return to the Manage Budget Override page.

    The Status of the overridden budget now displays as Approved.

  14. Click the Close button Pictured is a small button that looks like an x. to exit the Manage Budget Override page.

    An Override line item now appears in the Budget detail section.

    An override line appears at the top of the budget line items.

  15. Enter the new values of your line items in the Adjustment column.

    Important!

    The total of these values should equal the previous value plus the additional budget allocated to the line item.

    The adjusted value of the line items should be entered in the Adjustment column.

  16. Click the Save button.

    The budget is saved.You may now navigate away from the Budget detail section.

ClosedView Approvals

Before a budget can take effect, it must be approved.See the Approvals procedures page to learn how to manage approvers.

ClosedConfigure the Details Pane

See the Customize What You See procedures to learn how to configure the Details pane.

ClosedToggle View

There are three different ways you can view your budget.Summary View only shows summary line items, Detail View shows summary and detail line items, and History View shows summary and detail line items as well as a historical view of changes to detail line items post-approval.

Note:

History View is only available after a budget has been approved.

To toggle a different view:

  1. Open the Projects workspace.

  2. Select the project whose budget you want to view.

  3. Select the Budget detail section from the Detail Section menu.

  4. Click the Toggle View button Pictured is a button that looks like a menu with a list of options. in the toolbar on the right side of the Details pane.

    A field opens, displaying the view options.

    Note:

    To further customize these views, click the Configure Budget button Pictured is a button that looks like two gears in a machine. to select which fields you want displayed.See the Configure the Details Pane procedures above to learn more.

    Toggle view field.

  5. Select the view you want to use.

    The pane refreshes, and the budget appears in the view you selected.

 

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