Budget

1 Budget Overview

Displays essential details such as Budget Name, Year, Period, Carry Forward Control, and Budget Amount for an at-a-glance understanding of active budgets.

Remark:

• Budget amount can be set individually for each year, quarter, and month.

• Budgets are independent of each other, even if they belong to the same year or quarter.

• The Budget Amount within the same budget can vary across different quarters or months.

1.1 Change Budget Name

Step 1: Go to the end of the intended budget, click more ···, then click "Modify budget name".

Step 2: Modify the budget name and click "Save" to make the change

1.2 Delete Budget

To delete a budget

Step 1: Go to the end of the intended budget, click more ···, then click "Delete".

Step 2: Click "Confirm" to proceed.

Remark:

• If there are expense records linked to this budget, the budget cannot be deleted.

1.3 Edit budget

Allow the users to modify budget details, add new nodes, adjust budget amounts, etc.

Step 1: Go to the end of the intended budget, click more ···, then click "Set budget breakdown".

Step 2: Modify the budget details, then click "Save" to save the new changes.

2 Create Budget

Step 1: Click on the "Create" button located on the top-right side of the page.

Step 2: Enter the required details:

Field Explanation:

Budget Name: To differentiate and identify various budgets within the system.

Year: Select the year (from 2024 onwards). Allows creating budgets for future years in advance.

Period: Select the budget period: Year, Quarterly, Monthly, or a Custom time range.

Carry Forward: Allows the system to transfer the remaining budget balance to the next cycle.

Remark:

• Only Quarterly, Monthly, and Custom time range options can enable the Carry forward control.

  • For example, in Monthly budgets, November and December will be treated as different cycles.

Step 3: Set up the budget allocation and reminders

Field Explanation:

• Node: Divide your budget into categories such as Department, Personal, Expense Category, or Project. Allows the user to set up multiple levels for a detailed breakdown.

• Reminder Ratio: Allows user to choose when they want to be reminded.

  • Options: Do not remind, 50%, 60%, 70%, 80%, 90%.

  • The system will send a reminder to the budget creator or based on permission settings when the budget used reaches the selected percentage of the total assigned budget.

• Overcommit Control: Defines what happens when the budget limit is exceeded:

  • Reject Submission: The system prevents any new submissions if the budget limit is exceeded.

  • Allow Submission and Send Reminder: Submissions are allowed, but a reminder is sent when the budget limit is exceeded.

  • Allow Submission and No Reminder: Submissions are allowed without sending any reminder when the budget limit is exceeded.

• Period Columns:

  • For Yearly budgets, only one column will appear for 2024.

  

  • For Quarterly budgets, four columns will appear: Q1, Q2, Q3, Q4.

  

  • For Monthly budgets, twelve columns will appear, one for each month from January to December.

  

• The user can divide the budget into smaller sections. Refer to 3.1 Split Budget for more details.

Step 4: Click on the "Save" button located on the top-right side of the page.

3 Budget details

3.1 Split Budget

Supports spliting budget into different level and dimension to meet diversified needs

Step 1: Go to the end of the intended budget node, click more ···, then hover over "Split budget".

Step 2: Select the respective dimension for the parent budget to be split into.

Step 3: Click "Save" to save the changes when done.

Remark:

• Budget can be split into four (4) dimensions: department, user, expense account, and project.

• The sub-budget amount must be less than or equal to the parent's budget amount, if not an error message will be prompted.

3.2 Delete Budget Node

To delete a budget node

Step 1: Go to the end of the intended budget, click more ···, then click "Set budget breakdown" or click on it directly.

Step 2: Go to the end of the intended node, click more ···, then click "Delete".

Step 3: Click "Confirm" to proceed.

Remark:

• If there are expense records linked to this node, the budget cannot be deleted.

3.3 Export Budget Node

Export the current budget's details

Step 1: In the top-right corner of the page, click "Export".

The system will automatically generate and download the exported data in Excel onto the user's device. If the user's browser settings does not allow pop-up, the user can download manually from the Instant Messenger (IM).