Sharing budgets

Budgets

Sharing budgets

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Create a new budget Sharing budgets Who can use a budget
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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 areas Primary North and Primary South, the budget would need to be created for Team One – Sales.

Creating a budget at the Team One – Sales level will automatically allow the one user (manager) to use the budget, but to include all other users from the Primary North and South Teams the budget must be shared.

  1. From the menu select Meetings, Budgets and under the Actions tab click New Budget
    OR
    From the menu select Meetings, Budgets and click to highlight the budget you wish to share in the list. Under the Actions tab click Open Budget
  2. Complete the Budget Definition fields appropriately
  3. Complete the Budget Value field
  4. Tick the Shared checkbox – this ensures the budget is available to all members of Team One – Sales
  5. Under the Navigation tab click Employees to see the list of users able to use the budget
  6. 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.

  1. From the menu select Meetings, Budgets and click to highlight the budget you wish to share in the list. Under the Actions tab click Open Budget
  2. In the Advanced Options section, click in the Employee field and select the employee name from the drop-down list
  3. The employee’s initials will be added to the budget’s name to indicate that the budget is for one user only
  4. 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.

Limit the budget to a single area within a business unit

Once the budget has been set-up and shared correctly, it can be limited to a single area within the Business Unit. All employees within the business unit will be able to use the budget for meetings held anywhere in the sub-territory which can be useful when several employees are covering a vacant territory.

  1. From the menu select Meetings, Budgets and click to highlight the budget you wish to share in the list. Under the Actions tab click Open Budget
  2. In the Advanced Options section, click in the Sub-territory field and select the area from the drop-down list
  3. Click the Save and Exit button to close the budget.