Create a Budget Entry

This page explains how to upload the original budget for your project's WBS codes. PayInvoice Next provides two methods for initial budget upload: Zero Budget (simple per-WBS amounts) and WBS Budget (detailed account-level breakdown).

Prerequisites

• You have the System Manager role (required for Zero Budget) or the Accounts Manager role (sufficient for WBS Budget)
• A Project with WBS codes already created
• A WBS Budget Distribution period defined for the project (date range for the budget cycle)

Method 1: Zero Budget (Simple Upload)

Use Zero Budget when you need to assign a lump-sum amount to each WBS code without breaking it down by account.

1. Navigate to Budget > Zero Budget > + New.

2. Select the Project. The Company auto-fills from the project.

3. Click the Get WBS button. The system populates the items table with all leaf-level WBS codes from the project.

4. For each WBS code in the table, enter:

   • Zero Budget: The amount to allocate to this code.
   • Reason: A brief justification (e.g., "Annual budget FY 2026-27").

   The WBS Name, WBS Level, and Budget Code columns auto-fill from the WBS record.

5. The Total field at the bottom updates automatically as you enter amounts.

6. Optionally, set the Document Date and attach supporting documentation using Attach Document.

7. Select the WBS Budget Distribution period.

8. Click Save, then Submit.

TIP

The "Get WBS" button only fetches leaf-level WBS codes (non-group codes). If a code is missing, check that it exists and is not marked as a group.

Method 2: WBS Budget (Account-Level Detail)

Use WBS Budget when you need to allocate budget at the account level with enforcement actions (Stop, Warn, or Ignore on overspend).

1. Navigate to Budget > WBS Budget > + New.

2. Select the Project and WBS code.

3. Select the WBS Budget Distribution period.

4. Configure enforcement actions:

   • Applicable on Purchase Order — check to validate budget when a PO is submitted
   • Action if Annual Budget Exceeded on PO — Stop, Warn, or Ignore
   • Applicable on Purchase Invoice — check to validate on PI submission
   • Applicable on Booking Actual Expenses — check to validate actual expense postings
   • Similar settings for Purchase Requests and GRN/SRN

5. In the Budget Accounts table, add rows for each account:

   • Select the Account (from your Chart of Accounts)
   • Enter the Budget Amount for that account

6. Click Save, then Submit.

After Submission

When a budget document is submitted:

• Budget Entry records are created automatically — one per WBS code (Zero Budget) or one per account (WBS Budget).
• The Available Budget on the WBS code updates immediately.
• If an approval workflow is configured, the document moves to the first approval stage before the budget becomes effective. See Approve a Budget Entry.

Choosing Between Zero Budget and WBS Budget

Feature	Zero Budget	WBS Budget
Lump-sum per WBS	✅	—
Account-level detail	—	✅
Enforcement actions (Stop/Warn)	—	✅
Monthly/quarterly distribution	✅	✅
Bulk upload (all WBS at once)	✅	One WBS per document
Best for	Quick initial setup	Detailed budget control

Related Pages

• Budget Entry Field Reference — Every field explained
• Approve a Budget Entry — Approval workflow details
• Budget Amendments — Adjusting budget after initial upload