Any of the budget fields can be changed at any time

1. From the main menu select Meetings, Budgets
2. In the budgets list, find and select the budget row you wish to change – you may need to adjust the parameters so that all budgets are visible.
3. Click Open Budget on the Actions tab
4. Amend any of the Budget Definition or Budget Settings fields as required
5. Click in the Name field and overtype the budget name if necessary
6. Click the Save and Exit button to close the budget

Reassign a shared budget

Budgets that have been shared to a single employee can be reassigned to another employee if necessary – this is useful when one employee leaves and is replaced by another. The new employee must meet the Budget Definitions criteria, i.e. be part of the region, territory or team that the budget has been created for.

1. From the main menu select Meetings, Budgets
2. In the budgets list, find and select the budget row you wish to change – you may need to adjust the parameters so that all budgets are visible.
3. Click Open Budget on the Actions tab
4. Click in the Employee name field and select the new employee from the drop-down options.
5. Click the Save and Exit button to close the budget

Important: Region, territory or team budgets will automatically be available to any new employee in that area.

Only unused budgets can be deleted.

1. From the main menu select Meetings, Budgets
2. In the budgets list, find and select the budget row you wish to delete – you may need to adjust the parameters so that all budgets are visible.
3. Scroll across the list to check that the budget has no committed or spent activity
4. Click Delete Budget on the Actions tab
5. Click OK to confirm the action in the warning box that appears.

Used budgets that are no longer required can be made inactive

1. From the main menu select Meetings, Budgets
2. In the budgets list, find and select the budget row you wish to make inactive – you may need to adjust the parameters so that all budgets are visible.
3. Click Open Budget on the Actions tab
4. Untick the Active checkbox
5. Click the Save and Exit button to confirm the change

Important: Region, territory or team budgets will automatically be available to any new employee in that area.

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.

1. From the menu select Meetings, Budgets and click New Budget on the Actions tab
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 Business Unit 1
   
5. 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. Open the budget, click the Employee field and select the employee name from the drop-down options.
2. The employee’s initials will be added to the budget’s name to indicate that the budget is for one user only.
3. 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.

Where you are using multiple budgets, or have a team of subordinates, then it’s useful to track overall expenditure. You do this on the budget rollup summary

1. From the menu select Meetings, Budget Rollup Summary
2. Amend the parameters if necessary to expand or reduce the list as required
3. The Rollup Summary list totals budgets by type and gives one overall budget figure
4. Click on a budget in the list to select it and the Breakdown by Employee list will appear
5. The list will show who has allocated meeting expenditure to the budget and how much
6. Click the Export Budget to csv action to export the budget rollup summary list
7. Click the Export Breakdown to csv action to export the breakdown by employee list

Budget: The total budget available for the budget period (usually annual, but could be different in your organisation)
Committed: Estimated expenditure for meetings that have no costs or payments made against them yet.
Meeting Count: The number of meetings that have used the budget
Spent: The total of all costs and payments made from this budget
Budget Less (Committed + Spent): The amount of budget left after all costs and payments and all estimated expenditure against open meetings (with no costs or payments yet) has been deducted
Budget Less Spent: The amount of budget left after all costs and payments have been deducted
Attendees: Total number of attendees at all meetings that have used the budget
Cost per Head: Total amount spent divided by the total number of attendees

Use the budgets list to track your spend against budget and easily see how much is left.

1. From the menu select Meetings, Budgets
2. Include or exclude budgets from the list by amending the list parameters on the Actions tab.
3. The budget list contains top-line information about spend
4. The first columns contain information about the budget’s territory, year, type and name. You can also see if the budget is shared with another sub-territory, team or employee.
5. Use the scroll bar at the bottom of the list to view the final columns which detail the amounts spent and what’s left over

Budget: The total budget available for the budget period (usually annual, but could be different in your organisation)
Committed: Estimated expenditure for meetings that have no costs or payments made against them yet.
Meeting Count: The number of meetings that have used the budget
Spent: The total of all costs and payments made from this budget
Budget Less (Committed + Spent): The amount of budget left after all costs and payments and all estimated expenditure against open meetings (with no costs or payments yet) has been deducted
Budget Less Spent: The amount of budget left after all costs and payments have been deducted
Attendees: Total number of attendees at all meetings that have used the budget
Cost per Head: Total amount spent divided by the total number of attendees

The budgets you have access to are displayed in the budgets list. View more budgets by amending the parameters on the action tab.

1. From the menu select Meetings, Budgets
2. Click to highlight the budget in the list and click the Open Budget action
3. Click Employees on the Navigation tab. A list will show who else within the organisation can allocate costs and payments to the budget

Budgets are used to account for meeting costs and payments. Who creates budgets depends on the system configuration, but where this option is enabled, you will only be able to set-up a budget for the area you are responsible for.

1. From the menu select Meetings, Budgets
2. Click the New Budget action
3. Complete at least the mandatory fields in the budget form that opens

Budget Definition

Territory: Select the territory that the budget is to be used on from the drop-down list available.
Type: Select the budget type from the drop-down list available.
Year: Select the year the budget refers to.
Start Date: Budgets may run for a whole year or part of a year. Select the start date for the budget.
End Date: Budgets may run for a whole year or part of a year. Select the end date for the budget.
Name: Type a budget name OR the budget name will be created as other fields are filled.
Description: Type a description relevant to the budget.

Budget Settings

Value: Type the total budget amount for the specified period.

Advanced Options

Budgets can be created at regional or national level or shared across teams to meet different business demands. Different fields will be displayed depending on your system set-up.

Shared budgets can only be set-up by authorised users.

Shared: Tick the checkbox if the budget is to be used by anyone other than the person creating it.
Territory: Select the region, territory or sub-territory from the drop-down list.
Team: Select the team from the drop-down list.
Employee: Select a single employee from the drop-down list.

Important: If the employee leaves the budget cannot be transferred to their replacement. A new budget would be required for their successor for meetings to be reassigned.

System data

Active: Checkbox should be ticked. Untick this checkbox to hide the budget.
Created: The date that the record was created, and the name of the person that created it.
Modified: The date that the record was last modified, and the name of the person that modified it.

NOTE: Only unused budgets can be inactivated.

Click the Save or Save and Exit button to save the budget.