Adding/Managing Budget Line Items

Video Tip - Go to the 2:02 mark of the video to view information on how to add a line item to a Budget.

You can add either expense or income line items to a Budget.

For an expense line item, you can add the following information:

  • Item name
  • Category
  • Estimated amount - based on a fixed amount, percentage of the target budget, or Budgeting Group (i.e., headcount or quantity)
  • Negotiated amount - based on fixed amount or Budgeting Group (i.e., headcount or quantity)
  • Actual amount - based on fixed amount or Budgeting Group (i.e., headcount or quantity)
  • Attached vendors
  • Line Item managers
  • Note
  • Payments made-to-date
  • Payment due dates (and reminders)

For an income line item, you can add the following information:

  • Item name
  • Category
  • Estimated amount - based on a fixed amount, percentage of the target budget, or Budgeting Group (i.e., headcount or quantity)
  • Actual amount - based on fixed amount or Budgeting Group (i.e., headcount or quantity)
  • Attached Vendors
  • Line Item Managers
  • Note

IMPORTANT NOTE: Want to paste text from a document into the note area in a Budget line item? Read these copy-and-paste instructions first.

Once you add a Line Item, if you assigned it to a Category, it is placed into that Category's table. If you did not assign it to a Category, it is assigned to the general "Budget Items" table.

To Add a New Budget Line Item:

  1. Click on the "Budget" tool button on the Event Dashboard - OR - use the Quick Launch or Switch Event tool to select the appropriate Event and the "Budget" tool.
  2. Click on the "Add Line Item" button..
  3. Enter the item name; select a Category (optional); and select whether this is an expense or income item.
  4. Enter the estimated amount using one of the methods provided (fixed amount, percentage of the target budget, or Budgeting Group)
  5. Expense line items only: Enter the negotiated amount using one of the methods provided (fixed amount or Budgeting Group)
  6. Enter the actual amount using one of the methods provided (fixed amount or Budgeting Group)
  7. Click "Save".

To Add/Edit Additional Information for Budget Line Items:

Once you have added a Line Item, you can add additional information to the item, including:

  • Assigned Categories
  • Payments Made To-Date (expense items only)
  • Payment Due Dates and Reminders (expense items only)
  • Attached Vendors
  • Line Item Managers
  • Notes

To add/edit this information, find the item in the Budget and either:

  • Click on the Item name, which reveals the Item details. There you can click on buttons to add/edit Payment Due Dates (and Reminders), Payments Made, Attached Vendors, Line Item Managers and Notes; OR
  • Click on the "Actions" button in the far right column of the item and select the appropriate option you wish to add/edit: Category Assignment, Payment Due Dates (and Reminders), Payments Made, Attached Vendors, Line Item Managers and Notes.

To Edit Budget Line Item Amounts:

  1. Find the appropriate Line Item.
  2. Find the amount you want to edit and click on it (the number is a clickable link).
  3. Make your changes and click the "Save" button when you are finished.
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