Managing Budgets

Depending on budget requirements, you can:

• View all accounts, income, and expenses on a project and choose to delete them.
• View Financial information based on a budget or simple line group. You can use this information to prepare a Statement of Works and understand your budget margin.
• View the budget details for amount, time, and quantity based on the different budget template type selections.
• View the information directly at the budget level instead of opening budget lines.
• View only budgets assigned to an owner.
• View the budgets you are a holder for in the budget list
• View the ones shared with you as a user.
• Include the budgets and budget headcounts shared with you via User or group.

To view summary information on a budget:

1. Navigate to the budgets list or detail page and click on any budget for which you want to view the budget summary.
2. On the App tab:
   1. [Optional] Click View Amount to view the budget template amount. Only applicable for the Employee and Rate, and Rate and Quantity budget templates.
   2. [Optional] Click View Quantity to view the budget quantity summary. Only applicable for the Rate and Quantity budget template.
   3. [Optional] Click View Time to view the budget template time. Only applicable for the Employee and Rate budget template.
   4. [Optional] Click Show More to view detailed information for the budget.
   5. [Optional] Click Filter to filter the budget information based on your need. For more information, see Defining and Applying Filters in Budgets.
3. On the Details tab, view the budget title, owner, budget order number, status of the budget, associated parent, template and company, and budget currency. You can also edit the values in the fields. For more information, see Editing the Budget. You can also view budget details based on the Company Currency and Corporate currency.
4. Click View Summary to view the budget summary based on the budget lines and budget filters.
5. Use the Details and Apps toggle option to filter and view the budget summary. Click on the Drill Down feature to navigate to a particular record.
6. Click Excel Document | Consolidated Budget to download and view the overall summary of all budgets.
7. Click Excel Document | Individual Budget to download budget information individually.
8. Click Budgets to go back to the Budgets detail page.
9. Click Budgets List to go back to the Budgets list page.

To update a budget, navigate to the Details tab and open the budget from the list and change the fields you want to update. When you have finished, click Save.

For a complete description of the standard fields that make up a budget template, see Budgets Fields.

You can clone one or more budgets and associate them with any parent budget.

To clone an existing budget:

1. Click the budget from the list page that you want to clone.
2. Change the fields you want to update and click | Clone. A new budget is created with “Cloned” added to the budget title.

After downloading the budget lines, you can view the consolidated and sub-consolidated budgets in Microsoft Excel.

To download budget lines:

1. From the list page where you want to download the budget lines, click the budget.
2. Click Download Files. Click OK on the confirmation dialog box.
3. Browse to the file download location.

You can use the budget to import budget line details from an Excel file and save the data as a new budget line.

To create a budget line from an Excel file:

1. From the list page where you want to upload a new budget line, click the budget.
2. Click Upload Files.
3. Select the Excel file that contains the budget line you want to import from the file browser.

If you do not need to edit the line titles in Microsoft Excel, click OK. Click Cancel to update titles automatically according to the template title rule.

You can also export Excel files from your Google Drive. Before uploading an Excel file, ensure that you enable settings for the Google Drive Configuration. Click Google Drive | Upload Files and select the file and click Upload.

When there have been a change to the description, income, expenses, dimensions of the budget, parent budget app, or budget lines that have not been released, you can recalculate the budget formulas to match the changed records. When releasing budget formulas to your finance system, a budget containing business records that do not match is not released.

To recalculate the budget formula:

1. Click the budget from the list page.
2. Update the necessary details.
3. Click Refresh to recalculate the budget details. You can also recalculate multiple budgets.

You can restore and take the backup for any budget at any time.

1. Click the budget from the list page.
2. Click | Restore. The Backup List window displays the list of all budgets.
3. Click Restore to restore the budget. You can also view the logs for each budget by clicking the log link against the budget title.
4. Click to refresh the list of budgets.
5. Click Cancel to abort the backup list and return to the Budgets list.

Only users who are budget owners can delete a budget from a budget list. The Delete button will no longer be visible to non-budget owners in the budget list. To delete a budget that you no longer need:

1. Locate the budget you want to delete on the links or list pages, click its name to display its detail page.
2. Click | Delete. A warning message is displayed.
3. Click OK to confirm the deletion. The record gets deleted.

To define a filter:

1. Click to open the Filters panel.
2. In the FF1s - FF4s fields, select the filter's dimensions to refine it.
3. Click Apply. The filtered budgets are displayed in the App tab.

To reset all filters, click Clear at the top of the panel to reset the active filters and click Apply.

To configure the Submit for Approval button, perform the following steps:

1. In the Salesforce Help, create an approval process for the Tag object.
2. From the Planning Setup tab, click Dimensions | Budget App.
3. Select the desired created approval process from the Tag approval process pick list.
4. Click Save.
   

To grant user access to the budget:

1. To grant user access to the budget, click | Share. The Share button is only visible if you have read or write permission assigned to the budget.
2. In the Search field, select Users or Groups, specify the user assigned to the budget and have privileges to access the budget or group name to search for the user or group you want access to using the lookup. You must click outside the lookup list to close the users or groups list.
3. From the Budget Access Level field, select the budget access level from the drop-down. The following are the budget access:
   • –None–
   • Read Only
   • Read/Write
4. Click Save to save the shared information.
5. To edit the shared budget information, click the Edit hyperlink to view, edit, or remove the shared information for that particular user or group.
6. In the Access Level column, choose the user or group you want to edit or remove the budget access level and click and select the access level. For example, Remove Access, Read Only Access, and Read/Write Access.

1. In your selected budget, click Update Exchange Rate.
2. In Budget Period, select From to select the start or start period.
3. In Budget Period, select To to select the end date or end period.
4. In Exchange Rate Details select the group, rate type, currency, and date.
5. Click Update.

To view multiple currencies in the budget toolbar, perform the following steps:

1. Click on the currency icon.
2. Select currency type. For example, Company Currency or Home Currency.