Sharing budgets becomes important when:
- Off-territory meetings are held
- Meetings are shared between employees that cover more than one area
- You use a central rather than a local budget for certain types of meetings
- Budgets need to be limited to a team or an employee or a specific sub-territory
A shared budget must be created at the structural level above which it is to be shared, e.g. in the example below, if you wanted to share a budget between territories 1.1 and 1.2, the budget would need to be created for Business Unit 1.
- From the menu select Meetings, Budgets and click New Budget on the Actions tab
- Complete the Budget Definition fields appropriately
- Complete the Budget Value field
- Tick the Shared checkbox ‚Äì this ensures the budget is available to all members of Business Unit 1
- Click the Save button
Limit the budget to a single person for off-territory meetings
Once the budget has been set-up and shared correctly, it can be limited to a single employee within the Business Unit. This employee will be able to use the budget for meetings held anywhere within the Business Unit’s region.
- Open the budget, click the Employee field and select the employee name from the drop-down options.
- The employee’s initials will be added to the budget’s name to indicate that the budget is for one user only.
- Click the Save and Exit button to close the budget.
Important: A shared budget can only be tracked by employees at the structural level it is created, i.e. in the example above, the manager of Business Unit 1 would be able to track the budget, but the employee that uses the budget would not.