Funding Budget Changes

To create a new budget change, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Budget Changes app ( Apps > Cost Management > Funding > Budget Changes).

3. Click New in the action bar.

4. Complete the following fields as appropriate:

   Note Depending on how this app is configured for your domain, there may be fields or sections listed here that do not appear for you, fields and sections that appear for you which are not listed here, or fields and sections which appear in a different order. If you have any questions, check with your domain administrator.

   Field	Description
   Details
   Number	Allow Kahua to auto-number the record, or enter a different value. Note The number format can be configured by your domain administrator. Refer to Application configuration.
   Date	Enter the appropriate date.
   Description	Enter a brief description.
   Reason	Select the reason. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Notes	Enter any appropriate notes.
   View Template	Select the portable view template to apply to this record. For more information on portable views, refer to Portable Views.
   Dates & Workflow
   Workflow Status	The current status in the workflow.
   Assigned To	User currently assigned an action.
   Sent for Review / Reviewed	If you are using the Review workflow, these fields will be filled in automatically. Otherwise they can be manually completed. Note To use the review workflow, the Use Review Workflow setting must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Approval configuration.
   Sent for Signature / Executed	If you are using the Signature workflow, these fields will be filled in automatically. Otherwise they can be manually completed. Note To use the signature workflow, the Use Signature Workflow setting must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Approval configuration.
   Items
   Currency	If using multi-currency, this field will appear and auto-populate with the currency set for the project. Modify as needed. Note Currency for a project is managed on the Currency tab in the Configuration app. Refer to Currency.
   Status	Select the status.
   Entry Type	Select the appropriate value: Unit Price Total Value Unit Price Calculated Lump Sum
   For more information on working with grids, refer to Item Grids.
   Number	This field auto-populates and is read only.
   Activity Code	Select the appropriate activity code.
   Cost Item Type / Item Category	Select the appropriate values.
   Description	Enter a description of the item. Note If Default Description to Activity Code Description is selected in Configuration, the activity code description will be applied by default but can be edited.
   QTY / UOM / Unit Price	If the Entry Type is set to "Unit Price" or "Unit Price Calculated", the QTY (Quantity), UOM (Unit of Measure), and Unit Price fields will appear.
   Status	The status of the line item appears here.
   Total	The total amount for the line item is entered here.
   Currency	If multi-currency has been configured, available currencies can be selected here.
   Reviewers
   Reviewer information appears here. Note To use the review workflow, the Use Review Workflow setting must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Approval configuration.
   Signatures
   Signature information appears here. Note To use the signature workflow, the Use Signature Workflow setting must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Approval configuration.
   Comments
   Enter any comments as appropriate. Comments are recorded with the author name, and date and time the comment was saved. Comments from other users appear here.
   References
   Upload or select any relevant files or documents. You can use drag and drop to add a file to this section. For more information on using this section, refer to References section.

5. Click Save when you are done.

Note To use the review or signature workflows, the appropriate settings must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Settings tab and Approval configuration.

If configured appropriately, you can submit the budget change for review or signature. It is sent as a task to the user designated in the approval configuration.

To do so, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Budget Change application (Apps > Cost Management > Funding > Budget Change).

3. Select the appropriate budget change from the log view and click on it to open the detail view. Select Submit for Review or Submit for Signature from the action bar. You may need to click the More icon to access the appropriate action.

   

4. The request for review or signature is sent as a task to the appropriate user and fields in the Dates & Workflow section are updated.

Your project may be configured to require an approval document as part of the approval workflow for creating a budget change. Approval documents are created in the References section of the record.

To create an approval document, select Add Approval Doc, name the document and select the appropriate supporting files. These files are then combined into a single PDF that can become part of the approval workflow.

For more detailed information on creating an approval document, refer to Create an approval document.

If not using workflow, the budget status can be updated manually. To do so, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Budget application (Apps > Cost Management > Funding > Budget).

3. Select the appropriate budget from the log view and click on it to open the detail view. Select the desired Set to . . . option from the action bar. You may need to click the More icon to access the appropriate action.

   

4. The Workflow Status field is updated automatically. To update date fields, click Edit and enter values as desired. Click Save when you are done.

If needed, you can void a budget.

To do so, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Budget application (Apps > Cost Management > Funding > Budget).

3. Select the appropriate budget from the log view and click on it to open the detail view. Select Void from the action bar. You may need to click the More icon to access the appropriate action.

4. The Status field is updated to "Void".

You can generate a report from a selected log view, or use one of the built-in reports available by default in each application. For more information on creating your own reports, including how to set up scheduled reports, refer to Creating ad hoc reports.

Note For information on modifying the logo that appears on reports in your project, refer to Managing report logos.

To generate a report from a log view with up to 10,000 records, select the report icon . If your log view contains more than 10,000 records, the report icon will be disabled and you can select to download the records to a CSV file instead. For more information, refer to Generate a report from a log view.

To generate an application report, complete the following steps:

1. Navigate to the application.

2. Select Reports in the application title bar.

   

3. Select the report you want to run.

4. Apply any desired filters.

5. Select View or Download as appropriate. For more information, refer to Viewing Reports.

   

6. Click the Close icon when you are done.

Your domain administrator or another user with the appropriate permissions can configure the app in the Configuration application.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level.

Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

For general information about the Configuration app, including how to set up an approval workflow, refer to Configuration app.

For general information on configuring this app in Configuration, refer to Application configuration.

The following items part of the application configuration and are specific to this application: