Adding/Managing Budget Line Items

Video Tip - Go to the 3:09 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)
  • 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 Budgeting Group (i.e., headcount or quantity)
  • Actual amount - based on fixed amount or Budgeting Group (i.e., headcount or quantity)
  • Vendors
  • Item Managers
  • Note

Once you add a Line Item, it is placed into the Line Items table. There are a few convenient features that make viewing and accessing information easier in this area:

  • Show/Hide Columns - This lets you turn certain columns on or off if you wish to show or hide them.
  • Expand Budget - This lets you expand the Line Item table view to full screen so you have more space to view and access information for each Line Item.
  • Expand Item Details - This allows you to expand all details inside of each Line Item (like details for the Paid, Due Date and Notes fields) so you can see everything that has been entered into all the Line Items.

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".

This adds the item to the Line Items table, where you can add additional information to the item, including:

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

To add this information, find the item in the Line Items table and the appropriate field (you may need to scroll to the right) and, in that field, click on the plus icon to add new information.

To Edit Budget Line Item Amounts:

  1. In the Line Items table, find the appropriate line item.
  2. Find the field you want to edit and click on the pencil icon.
  3. Make your changes and click the "Save" button when you are finished.
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