Managing Pre-defined Budget Codes

Budget Codes can be added onto the software for clients to select from a pre-defined list when placing an order.

• Navigate to Settings > Budget Codes. 
• Select the relevant client Organisation from the drop-down list to add/view/edit their budget codes. 
  • If you don't see the client Organisation listed here, please see here on how to enable a client organisation for pre-determined budget codes.

Add a new Budget Codes:

• Click the '+Add New Code' button
• Input the details for the Budget Code:
  • Client Budget Code = the actual budget code 
  • Charging Year = the financial year of the budget code
  • Value = how much money you have to spend on the budget. 
    • You can leave this as 0 if you do not need to monitor your expenditure through Panacea
    • This won't prevent clients from using the budget code if the spend has exceeded the value, but the value can be tracked in the Budgets screen
  • Do Not Charge = tick this if any jobs using this Budget Code shouldn't be charged to the client.
    • When this budget code is used for a job, the system knows to automatically mark the job as 'Do Not Charge'
  • Valid From and Valid To = the start to end of your financial year, which is how long the Budget Code will be available for. 
    • After the 'Valid To' date, the budget code will no longer appear to clients to be selected.
    • Budget Codes will need to be copied over for your next financial year 
  • Closed Date = click this for any Budget Codes you wish to close immediately, before the 'Valid To' date is up
  • Account Code and Capital Cost Code= allows you to provide another field(s) for the client to fill in for this Budget Code (for e.g if you have two part or three part budget codes)
    • Label = a label or instructions to help prompt the client on what they need to provide in this field
    • Is mandatory = the client can't submit their order without inputting this field
    • Default Value = if you wish to have a default value automatically pulled into this field (the client can always change this)
    • Format Mask = if there's a specific formula that the required value must follow you can input a format mask. 
      • If you wish to use a format mask, please contact support at [email protected] for instructions on what to input.
    • Format Mask Tooltip = text shown when the client enters a value that falls outside of the format mask (e.g. You must input 5 letters)
  • Override Markup = tick this to set a specific markup that will apply to jobs when this Budget Code is selected
    • Input the mark-up amount to apply in the Markup Percentage field. This will override any other mark-up set behind the organisation/dept/section when used.
• Once done click 'Update'. Your Budget Code should now be added, but you now need to determine which clients it's available to.
• Click the 'Manage' button next to the Budget Code. Budget Codes can then be applied at Organisation, Department or Section level.
  • If you'd like all clients within the organisation to be able to select the Budget Code, tick 'Apply to whole organisation' on the left 
  • If you'd like to restrict access to just clients belonging to certain Departments or Sections, select the relevant Department or Section from the drop-downs and click 'Add'

You can edit your Budget Codes at any point by clicking the 'Edit' button, and edit who can select them by clicking the 'Manage' button.