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Edit budget

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Discover how to edit a budget and configure the columns displayed in WorldShare Acquisitions.

Edit a budget

A budget is a set of funds in the same period. The period is defined by a start date and an end date.  

  1. On the left panel, click Budgets.
  2. In the Select Budget list, select the budget you want to edit. The highlighted budget is the current budget in use.
  3. Click Edit.
  4. To edit funds for a budget, see Edit funds.

Fund table columns

A list of the budget's funds appears in a table. Some columns need explanation:

Column Shown by default Description
Budgeted x

The total monetary amount assigned to the fund for use.

Click on the value displayed in the column to view the Budgeted Amount History.

Budgeted Amount History - Available columns
Column title Description
Date The date of the change to the budgeted amount. The most recent change appears at the top.
User The name of the user who made the change to the budgeted amount.
Change The amount of the change to the budgeted amount.
New Budgeted Amount The value of the budgeted amount after the change.
Type of Operation

The type of update to the budgeted amount. This will be set to one of the following options:

  • Create - Budgeted amount was set on the creation of the fund
  • Update - Budgeted amount at the time of the manual edit of a fund
  • Transfer - Budgeted amount was changed via the Transfer funds functionality. Click on Transfer in this column to view more details about the source fund and target fund(s) of the transfer

 
Enc. x The amount encumbered for the fund. Click an amount to view the Order Items screen for this fund.
Expended x The amount expended for the fund. Click an amount to view the Invoice Items screen for this fund.
Fund Code x Unique ID used to interoperate with other systems.
Fund Name x The name of the fund.
Fund Status x The status of the fund. Statuses are indicated by an icon and include:
Future Enc.   Amount to be encumbered in future budget period(s) upon closing of the current budget period.
Notes x Any notes about the fund.
  • Click the Add Note button (Add Note button) to add a new note.
  • Click the Add/Edit Note button (Add/Edit Note button) to add or edit notes.
Pre-Paid   Amount to be expended in future budget period(s) upon closing of the current budget period.
Remaining Balance x The amount left in the fund that has not been encumbered or expended.
Total Enc.   The total amount encumbered for the parent fund and all its child funds.
Total Exp.   The total amount expended for the parent fund and all its child funds.
Total Fund Budget   The total of all subfunds.
Total Remaining Balance   The sum of all remaining balances for the parent fund and all its child funds.

Filter by fund status

  1. Select the Filter by drop-down menu above the fund table.
  2. Type in or click on a fund status to display only the funds with that status. The following options are available:
    • Fund status: Enabled - Enabled (default)
    • Fund status: Disabled for New Transactions - Disabled for New Transactions
    • acq-disable-button.png - Disabled for All Use

       Note: If a child fund is supposed to display but has a status that its parent fund does not have, the parent fund will still display but will appear in grey text to indicate that it has a different status than what was selected in the filter. 

Configure columns and download data

Configure columns

You can choose the columns that appear on budgets.

  1. On the right side of the screen, next to the navigation, click the Configure button ().
  2. In the Show Columns window, check or uncheck the columns you want to show or hide.
  3. Close the Show Columns window by clicking anywhere outside it.

Download budget data

You can download the data on the screen as a comma-separated values (CSV) file. To download more data, increase the rows on the screen by using the Rows list.

  1. On the right side of the screen, next to the Refresh icon, click the Export button (Export button). The CSV file downloads automatically to your workstation.