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Budget Entry
A Budget Entry is the ledger record that tracks every budget movement against a WBS code — original allocations, amendments, transfers, and consumption from procurement transactions. Think of it as the budget equivalent of a general ledger: every credit and debit is recorded so you always have a complete audit trail.
What Would You Like to Do?
| Task | Description |
|---|---|
| Create a Budget Entry | Upload the original budget or record a new allocation |
| Approve a Budget Entry | How the approval workflow processes budget documents |
| Budget Entry Field Reference | Every field on the Budget Entry record explained |
| Budget Entry FAQ | Common questions and error solutions |
How Budget Entries Are Created
Budget Entries are not created directly by users. They are generated automatically when you submit budget documents:
| When You Submit... | Budget Entry Records... |
|---|---|
| Zero Budget | One entry per WBS code with the initial allocation (credit) |
| WBS Budget | Entries per account with budget amounts (credit) |
| Supplementary Budget | Increase entries (credit) for selected WBS codes |
| Budget Decrease | Decrease entries (debit) for selected WBS codes |
| Budget Transfer | Debit on the source WBS, credit on the destination WBS |
| Purchase Order (submitted) | Committed debit against the WBS code |
| Purchase Invoice (submitted) | Actual debit against the WBS code |
Understanding Credits and Debits
In the Budget Entry ledger:
- Credit = budget added (allocation, increase, transfer in)
- Debit = budget consumed or reduced (PO commitment, PI actual, decrease, transfer out)
- Available Budget = Total Credits − Total Debits
The system separates debits into two categories:
- Committed: Budget reserved by submitted Purchase Orders (goods not yet received/invoiced)
- Actual: Budget consumed by submitted Purchase Invoices (goods received and invoiced)
Common Scenarios
| Scenario | What to Read |
|---|---|
| Uploading budget for a new project | Create a Budget Entry |
| Budget document stuck in workflow | Approve a Budget Entry |
| Understanding a specific field | Budget Entry Field Reference |
| Error when submitting a budget document | Budget Entry FAQ |
Related Pages
- WBS Overview — The budget codes that receive allocations
- Budget Amendments — Increasing or decreasing budgets
- Budget Transfers — Moving budget between codes
- Budget Utilization Report — Reading the consolidated view