Adding/Managing Budget Line Items

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 Budget Group (i.e., headcount or quantity)
  • Negotiated amount - based on fixed amount or Budget Group (i.e., headcount or quantity)
  • Actual amount - based on fixed amount or Budget Group (i.e., headcount or quantity)
  • Vendors
  • Item Managers
  • Note
  • Payments
  • 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 Budget Group (i.e., headcount or quantity)
  • Actual amount - based on fixed amount or Budget Group (i.e., headcount or quantity)
  • Vendors
  • Item Managers
  • Note

To Add a New Budget Line Item:

  1. Click on the "Budget" tool button on the Event Dashboard - OR - use the Quick Launch tool to select the appropriate Event and the "Budget" tool.
  2. Click on the "Add" button and select the "Add New Line Item" option.
  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 Budget Group)
  5. Expense line items only: Enter the negotiated amount using one of the methods provided (fixed amount or Budget Group)
  6. Enter the actual amount using one of the methods provided (fixed amount or Budget Group)
  7. Click "Save".

This brings you to the Line Item Dashboard where you can add additional information, including:

  • Vendors
  • Item Managers
  • Notes
  • Payments (expense items only)
  • Payment Due Dates and Reminders (expense items only)

To Edit Budget Line Item Amounts:

  1. On the Budget Dashboard, find the appropriate line item and click on the "Open" button for that item.
  2. Find the "Totals" box and click on the pencil icon in the top right corner.
  3. Make your changes and click the "Save" button when you are finished.
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