Working with Budgets







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To enter, update, delete, or view a budget record - be it line item or the budget in its entirety - complete the following steps from the AWARDS Home screen:

    1. Click Charts from the left-hand menu, and then click Services - Individual.  The individual services fly-out menu is displayed.
    2. Click Budgets.  The Budgets index page is displayed.

    1. Click the Program drop-down arrow in the upper-right corner of the page and select the program associated with the client for whom budget records are to be worked with.

  NOTE: Budgets follow a client's program history.  The program chosen here is for client selection purposes only.

    1. Click the Client drop-down arrow and select the client for whom budget records are to be worked with.

  TIP:  If the budget records to be worked with are for a former (discharged) client, first click the Archives toggle to the right of the client selection option.

The index page is automatically refreshed to display any existing budget records for the selected client.

  TIP:  When working on the index page, budget records are easily accessible using the following tools and navigation features:

Sorting options - To adjust the sorting click a column header in the table to sort by that data  variable instead.  Clicking a column heading a second time reverses the sort order.

Navigation options - 10 records are displayed on the page by default.  To access records on subsequent pages of the index (when applicable), click the arrows in the bottom-right corner of the table.  To display 25 or 50 records at a time, click the Show drop-down to the left of the record count, also in the bottom-right corner, and make a selection.

Once you select records on the index, a count of how many total records are selected is displayed in the action bar. Selections are maintained while moving from one page of the index to the next; meaning, you can select records on the first page (showing records 1-10 by default) and move to the next page (displaying records 11-20) without losing the selections made on the first page. Links for Show all selected records and Uncheck All are available beneath the index table for easy navigation.

Search and filtering options - A Search field is available on the action bar along with a corresponding Filter by drop-down list.  To search the contents of the index (including those records not currently displayed on the page), enter a value in the Search field.  The index is automatically updated as you type.  To further narrow your search, use the Filter by selection to indicate whether the search should look at data in "All Columns" (the default) or a specific column.

ReportBuilder access - A shortcut to the ReportBuilder for this feature.  For instructions, click here.

    1. At this time, complete one or more of the following tasks as needed: 

  Add a budget - New budget records can be created from scratch, or by cloning (copying) an existing budget and making changes to it as needed.

-   To create a new budget from scratch - Click the add new icon from the action bar above the records table.  A new data entry page is displayed.  Configure the fields and options on this page as necessary, and then click Save.  The record is saved, and a confirmation page is displayed. 

-   To create a new budget (clone) from an existing budget - Click the checkbox to the left of the budget to be cloned, and then click the clone icon from the action bar above the records table.  A new data entry page is displayed and auto-populated with information from the cloned record.  Make adjustments to the fields and options on this page as necessary, and then click Save.  The record is saved, and a confirmation page is displayed.

  NOTE: When a budget is cloned, all data from the original record is pulled into the new record EXCEPT for the total overall budget; this cloned data includes line items from the original record, a copy of which is created in the new record. 

  TIP:  After cloning be sure to review the contents of both the cloned budget record and any associated line item records, and then make changes as needed before saving.  In particular, review the new budget record's effective and expiration dates, keeping in mind that budgets cannot overlap.

Once a budget is saved in either of the above ways, a "Line Items" subsection becomes available in data entry mode on the confirmation page.  This section can be shown/hidden for data entry as needed using the left-hand menu.  Keep in mind that the "Line Items" section displays its own sub-index and Save button for data entry.

  TIP: For more information on each field/option available on the data entry page for budget records and their line items, see Budget Fields / Options.

   Update an existing budget record - To do so, click the record to be updated, or click the checkbox to the left of that record and then click the edit icon from the action bar above the records table.  The data entry page is displayed.  Make changes to the information on this page as needed, and then click Save.  The record is saved, and a confirmation page is displayed.

  TIP:  For more information on each field/option available on the data entry page for budget records and their line items, see Budget Fields / Options.

   View or print an existing budget record - To do so, click the checkbox to the left the record to be viewed/printed, and then click the view icon from the action bar above the records table.  A read-only version of the record is displayed and can be printed as needed using your browser's print option.

   Delete an existing budget record - To do so, click the checkbox(es) to the left of the record(s) to be deleted (keeping in mind that a maximum of five records can be deleted at a time), and then click the delete icon from the action bar above the records table.  A confirmation message is displayed.  Click OK to proceed with the deletion.  The selected budget record(s) AND any associated line item records are deleted and the updated index is displayed.

WARNING!  Once a budget record has been deleted, it cannot be recovered.  To close out a budget record rather than delete it, use the update process above and enter a value in the Expiration Date field.  Doing so indicates that the budget is no longer in effect, while preserving it in the client's budget history.

The process of working with budget and/or line item records is now complete.

  https://demodb.footholdtechnology.com/help/?12347