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Edit budget

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Discover how to edit a budget and configure the columns displayed in WorldShare Acquisitions.

Edit a budget

A budget is a set of funds in the same period. The period is defined by a start date and an end date.  

  1. On the left panel, click Budgets.
  2. In the Select Budget list, select the budget you want to edit. The highlighted budget is the current budget in use.
  3. Click Edit.
  4. To edit funds for a budget, see Edit funds.

Set a default budget period

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:

  • A budget period must be enabled for use before you can set it as the default. For more information, refer to Enable future budget period for use.
  • When you invoice order items still encumbered on the current budget period, they will still default to the budget period of the order item.
  1. Navigate to Budgets > Select Budget in the left navigation and select the budget you wish to set as default from the drop-down list.
  2. Click Edit.
  3. At the top of the page, select the Enable as default checkbox.
  4. In the Change default budget period pop-up dialog, click OK.
  5. (Optional) To change the default budget period back to the original default budget period, open the former default budget period and select the Enable as default checkbox.

Enable future budget period for use

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:

  1. Navigate to Budgets > Select Budget in the left navigation and select the budget you wish to enable from the drop-down list.
  2. Click Edit.
  3. Select the Enable for use checkbox at the top of the page.
  4. (Optional) In the resulting dialog, select the Enable as default checkbox to set the future budget period as the default for ordering and invoicing.

     Note: If you leave this option unchecked, the default budget period will be the current budget.

  5. In the resulting dialog, click OK to confirm that you want to enable the future budget period for use.
  6. The enabled budget period will now be available for selection on order items and invoice items. 

Fund table columns

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.

Budgeted Amount History - Available columns
Column title Description
Date The date of the change to the budgeted amount. The most recent change appears at the top.
User The name of the user who made the change to the budgeted amount.
Change The amount of the change to the budgeted amount.
New Budgeted Amount The value of the budgeted amount after the change.
Type of Operation

The type of update to the budgeted amount. This will be set to one of the following options:

  • Create - Budgeted amount was set on the creation of the fund
  • Update - Budgeted amount at the time of the manual edit of a fund
  • Transfer - Budgeted amount was changed via the Transfer funds functionality. Click on Transfer in this column to view more details about the source fund and target fund(s) of the transfer

 
Cash Balance   The amount on a fund minus any expenditures. 
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.
  • Click the Add Note button (Add Note button) to add a new note.
  • Click the Add/Edit Note button (Add/Edit Note button) to add or edit notes.
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 Cash Balance   The sum of the Cash Balance on all child funds and their parent fund.
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.

Filter by fund status

  1. Select the Filter by drop-down menu above the fund table.
  2. Type in or click on a fund status to display only the funds with that status. The following options are available:
    • Fund status: Enabled - Enabled (default)
    • Fund status: Disabled for New Transactions - Disabled for New Transactions
    • acq-disable-button.png - Disabled for All Use

       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. 

Configure columns and download data

Configure columns

You can choose the columns that appear on budgets.

  1. On the right side of the screen, next to the navigation, click the Configure button (Configure button).
  2. In the Show Columns window, check or uncheck the columns you want to show or hide.
  3. Close the Show Columns window by clicking anywhere outside it.

Download budget data

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.

  1. Set the Rows drop-down list (appears above the table) to the appropriate number.
  2. At the top of the table, next to Results [n] - [n] of [n], click the Export as CSV (acquisitions-export-button.png) button.