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 support@panacea-software.com 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 would like all clients within the Organisation to be able to select the Budget Code, tick Apply to whole organisation on the left 
  • If you would 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

N.B. You cannot have more than one open Budget Code with the same Client Budget Code, Description, and Charging Year.

Edit and Manage Budget Codes

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.

N.B. If a code has been used on a job, it can no longer be edited.

Please note you will NOT be able to change the code itself when it is in use, however you can edit its details. If you wish to change the Budget Code itself you must close it, and set up a new one. 

Bulk Close Budget Codes

To the left of each Budget Code you will see a tick box which can be selected if you want to close several codes at once. Clicking the tick box in the header menu will select all of the Budget Codes, or you can manually select them. Once you start selecting Budget Codes using the tick boxes, a yellow x Close Selected button will appear. Click this to bulk close your selected Budget Codes.