Panacea Applications Limited

Manually entered Budget Codes

For when users need to manually enter their budget / cost centre codes

• In the Organisation page, under the settings tab find: ‘Cost Code Format’ or 'Organisation Type' and choose whether the organisation is External or Internal.
• Under the ‘Budget Cost Code Selector’ ensure that you have selected the correct Formatter e.g. External [Default] or Internal [Default] and check that the preview is what you are expecting to see.

Pre-defined Budget Codes* only

For when users are to select budget codes from a drop down list only

• In the Organisation page, under the settings tab find: ‘Cost Code Format’ or 'Organisation Type' and choose whether the organisation is External or Internal.

• In the ‘Use Budget Codes’ section, tick the following two settings:

  • Use Budget Codes drop-down list (set up under Settings) for this organisation

  • Restrict organisation to only use pre-defined Budget Codes

• Under the ‘Budget Cost Code Selector’ ensure that you have selected the correct Formatter e.g. Internal [Default] and check that the preview is what you are expecting to see.

• You can now create/upload Budget codes for this organisation.

Pre-defined Budget Codes* AND Manually entered Budget Codes

• In the Organisation page, under the settings tab find: ‘Cost Code Format’ or 'Organisation Type' and choose whether the organisation is External or Internal.

• In the ‘Use Budget Codes’ section, tick the following setting:

  • Use Budget Codes drop-down list (set up under Settings) for this organisation

• Under the ‘Budget Cost Code Selector’ ensure that you have selected the correct Formatter e.g. Internal [Default] and check that the preview is what you are expecting to see.

• You can now create/upload Budget codes for this organisation.

*Create/Edit Pre-defined Budget Codes

• Head to Settings > Budget Codes and select the organisation you’d like to create/edit budget codes for

• If you do not see the client organisation, go back into the organisation page and ensure Use Budget Codes drop-down list (set up under Settings) for this organisation is ticked.

• Press Add New Code and fill in the details

  • The value relates to how much money you have to spend on the budget. You can leave this as Zero if you do not need to monitor your expenditure through Panacea. 

    • You can enter a budget value with two decimal places.

    • N.B. Please note the software has a 50 character limit for Budget code values. 
      

  • Click Closed Date if you wish to stop using the budget code before the date provided.

  • Tick Override Markup if you need to apply a specific markup for the Budget Code

  • Tick Do not Charge if this budget code is not chargeable, this means that when this budget code is used against a job the system knows to automatically mark the job as ‘Do not Charge’.

  • Account Code - Enabled AND Capital Cost Code - Enabled allows you to provide another field(s) for clients to fill in when they click the budget code. N.B. This is unticked by default - you will have to tick this to Enable it.

    • Label: Give the code a label to prompt the client on what they are providing

    • Tick if the field is mandatory

    • Format Mark - i.e. if there is a specific formula the required response must follow

    • Format Mask Tooltip - Text generated when the response fails the format mark

NB: Please contact the Support team at support@panacea-software.com if you wish to set a specific format rule for a Budget Code so they can advise accordingly. 

• By default the budget codes will be open for any client within this particular organisation. If you need to set budget codes to only be accessible to particular sections/departments:

  • Next to the specific budget code, press Manage and then select the relevant Department(s) and/or Section(s) pressing Add each time.

• You can Manage who the budget code is accessible to:
  • You can manage which department the budget code applies to.
  • Click Add when you have selected the department and the section. 
  • You can make the budget code apply to the whole organisation by ticking the box next to the Whole Organisation
• Adding a Budget-code specific Mark-up:
  • When adding/editing a new code tick the Override Markup box and enter a value in the Markup Percentage field.
  • When applied, this mark-up percentage value will override the mark-up set for this organisation.