Setting Up the Budget Tracking Fields (optional) Tab

Objective

After completing this lesson, you will be able to set up the optional Budget Tracking Fields tab.

Introduction

The Budget Tracking Fields (optional) tab allows you to activate the fields and connected lists you want to use as spend capture filters. You must select or enter a value to capture the intended spending for the budget. Otherwise, the budget will not capture spending if you choose None as the value.

Caution

You must create and map a Budget Tracking Field before activating it.

How to Set Up the Budget Tracking Fields (optional) Tab

Follow these steps to set up the Budget Tracking Fields (optional) tab. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video will be available to reinforce what you've learned and provide a quick recap.

Steps

  1. On the Budget Items tab, select an existing budget item. Choose Modify. The Modify Budget Item window appears.

    The image shows a screenshot of Budget Configuration interface under the Expense section and Budget Items tab. It offers options like New, Modify, Remove, More, and View Team Budget. The table contains columns for Budget Name, Fiscal Year, Budget Owner, and others, with budget filtering options available. One budget is listed: Hugo First 2025.

  2. On the Modify Budget Item window, select the Budget Tracking Fields (optional) tab. The Budget Tacking Fields (optional) page appears.

    The image shows a screenshot of the dialog box Modify Budget Item. It offers options like Budget Details, Budget Tracking Fields (optional) (highlighted in yellow), Manage Viewers (optional), Manage Approvers (optional), Filter by Managers (optional), and Adjustments.

  3. By default, the status of each budget field is set to Inactive. To use a budget tracking field as a filter for the budget, activate it by selecting its checkbox.

    The image shows a screenshot of a Modify Budget Item dialog box. The page contains fields for entering budget details such as Budget Name, Budget Display Name, Budget Owner, Period Type, Fiscal Year, Currency, Budget Category, Budget Type. There is also a table with columns labeled Status (highlighted in yellow), Name, Type, Operator, and Value. The Reference Code field has set the Inactive status and the checkbox next to it is highlighted in yellow.

  4. Select a value from the list if the Data Type is a List or a Connected List. Only one value can be selected.

    The image shows a screenshot of a Modify Budget Item dialog box. The page contains fields for entering budget details such as Budget Name, Budget Display Name, Budget Owner, Period Type, Fiscal Year, Currency, Budget Category, Budget Type. There is also a table with columns labeled Status, Name, Type, Operator, and Value. In this table , the Company field and Reference Code are showing Active, with matching Type (List, Connected List), Operator (IsEqual), and Value highlighted in yellow. At the bottom of the page there are Audit Trail, Save, and Cancel buttons.

    If the Data Type is Free Form, you can add more values using a comma (",") to separate them.

    The image shows a screenshot of a Modify Budget Item dialog box. The page contains fields for entering budget details such as Budget Name, Budget Display Name, Budget Owner, Period Type, Fiscal Year, Currency, Budget Category, Budget Type. There is also a table with columns labeled Status, Name, Type, Operator, and Value. In this table , the Cost Center is showing Active, with matching Type (Free form), Operator (IsEqual), and Value highlighted in yellow. At the bottom of the page there are Audit Trail, Save, and Cancel buttons.

  5. Choose Save to apply these changes.

    The image shows a screenshot of a Modify Budget Item dialog box. The page contains fields for entering budget details such as Budget Name, Budget Display Name, Budget Owner, Period Type, Fiscal Year, Currency, Budget Category, Budget Type. There is also a table with columns labeled Status, Name, Type, Operator, and Value. In this table , the Company field and Reference Code are showing Active, with matching Type (List, Connected List), Operator (IsEqual), and Value assigned. At the bottom of the page there are Audit Trail, Save (highlighted in yellow), and Cancel buttons.

Result

References

TitleLink
Budget Admin Guide - Manage Budget ItemsBudget Admin Guide - Manage Budget Items

Summary

  • Activate required budget tracking fields to use them as spend capture filters.
  • Select a value for each field to ensure proper spend capture.
  • Choose from list, connected list, or enter values for free form fields.
  • Save changes to update the budget item with tracking fields.

Learning

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