Once you have completed all budget setup and configurations, you can now use the budget during transactions. This budget module has provided dashboard so that whenever you key in the budget amount used during transactions, you can view how much budget has been used or booked for each budget code. Other than that, you can also view the current budget amount available for each budget code. To access this function, please follow the guide below:
1. You may go to Budget, and click Dashboard. There are two types of dashboard for you to view. You can either view by Overall or by Department:
OVERALL DASHBOARD
1. To view overall budget dashboard, you may go to Dasboard, and click Overall.
After click Overall, you will see the following page: 
Description:
A | This is the viewing for dashboard type which is overall. |
B | Choose budget period that you want to view. |
C | This is the default view generally not based on date. |
D | If you want to view the dashboard based on certain date, you can click here. |
E | If you want to download the budget dashboard to excel, you can click here. |
F | You can click any budget code with amount in order to view transactions related to this budget code. |
OVERALL DASHBOARD - DATA VIEW
When you click #D you will be able to view the overall dashboard by date you require. This way you can view dashboard for overall budget by certain date. Once you click “Date View”, you will see the following page:
VIEW TRANSACTIONS BASED ON BUDGET CODE
When you click #F you will be able to view transactions that are using that specific budget code. This is based on the budget code amount that you had clicked. This way you can view current budget amount and also detailed transactions associated with that specific budget code. Once you click the budget code amount, you will see the following page:
Description:
A | This is the budget code. |
B | This is the current budget period. |
C | This is the amount allocated (initial amount allocated) for the budget code. |
D | This is the amount booked (booked to be used) for the budget code. |
E | This is the amount that has been used for the budget code. |
F | This is the amount available [Allocated amount – (booked amount + used amount)] for the budget code. |
G | You can also add custom budget transaction other than transaction you made in module CRM, Finance, Accounting and Procurement. |
Note: The amount booked will be recorded before it will be used. Therefore, amount booked should be more or enough for the budget amount to be used. For example, when creating received invoice, the amount will be recorded as booked. Once payment is made, the amount booked will be used. |
ADD BUDGET TRANSACTIONS
When you click #G, you will be able to add custom transaction other than transactions that are made in module CRM, Finance, Accounting and Procurement. After you have clicked “Add”, you will see the following page:
Description:
A | Choose the budget period. |
B | Choose the department for this custom budget transaction. |
C | Choose the budget code for this custom budget transaction. |
D | Fill in the amount allocated for this budget transaction depending on the type of transaction. |
E | Fill in the amount booked for this budget transaction depending on the type of transaction. |
F | Fill in the amount used for this budget transaction depending on the type of transaction. |
G | Fill in the amount available for this budget transaction depending on the type of transaction. |
H | State remarks or description of this budget transaction. |
After you have filled in the information, click Save.
Note: The amount at “Allocated”, “Booked”, “Used”, and “Available” should be filled in depending on the type of budget transaction. For example, to create booked transaction, the amount booked will be added and amount available will be deducted. |