Setting Up the optional Budget Tracking Fields Tab

Objective

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

Introduction

Budget tracking fields allow you to filter budgets using various criteria such as cost center, project, department, or a combination of these. You can configure these tracking fields individually for each budget as needed.

To activate and configure the fields you want to use as filters for expense capture, use the Budget Tracking Fields (optional) tab.

Note that the Field Type of the budget field does not have to match the User Input type of mapped fields configured in Custom Fields. Fields configured as a connected list Field Type in Budget Tracking Fields (optional) tab can only be mapped to a single list value for each budget item.

The image shows two screenshots of a Custom Fields page and Modify Budget Item. The Custom Fields page, where custom fields can be added for forms across all products. Highlighted fields include: Project, Division, Company, Department, Location, and Business Unit. The Modify Budget Item page display details for the Hugo First 2025 budget item, including Period Type, Fiscal Year, Currency, Budget Category, Budget Type and Owner. Same fields are listed on the page as on the Custom Fields page.

If you select None as the value, the budget will not capture any spending. Instead, ensure you choose or enter a value to capture the intended spending for the budget. The selected value is then compared to the budget tracking mapping for budget items to determine the correct budget allocation.

How to Activate a Budget Tracking Field

Follow these steps to activate the budget tracking fields for budget item. 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

When you log in to the Budget Configuration page, the default view will be the Fiscal Calendar tab. Select the Budget Items tab.
Select the budget item for which we need to activate the budget tracking field. Choose Modify.
Select the Budget Tracking Fields (optional) tab. The Modify Budget Item page appears.
(If required) If the custom list defined in Product Settings does not appear in Budget Items, select the Synchronize button. This will synchronize the custom fields with the budget tracking fields.
Find the field you want to use as filter for the budget and activate it by selecting its checkbox. By default, all custom fields are set to Inactive. Once selected, the field's status changes to Active.
If the activated field is a list data type, select a value from the provided list. Note that only one value can be selected from the list.
Select Save to apply and confirm the changes you have made.

Result

References

Title	Link
Budget Admin Guide - Manage Budget Items	^{Budget Admin Guide - Manage Budget Items}

Summary

Use budget tracking fields to filter budgets by cost center, project, department, or other custom criteria.
Activate tracking fields for each budget item as needed.
Synchronize custom fields if they do not appear automatically in budget tracking fields.
For list fields, select only one value per budget item.
Tracking fields improve budget organization and reporting accuracy.

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