Create a Budget Transfer

A Budget Transfer moves available funds from one WBS code to another within the same project. Unlike creating separate amendments, a transfer is a single document that keeps the total project budget unchanged — it simply reallocates funds where they are needed.

Prerequisites

• You have the System Manager role
• Both the source and destination WBS codes exist and have a WBS Budget Distribution assigned
• The source WBS code has sufficient Available Budget to cover the transfer amount

Step-by-Step

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

2. Select the Project. The Company and Project Name auto-fill.

3. In the From section:

   • Select the From WBS code (the source of funds).
   • The From WBS Name, From WBS Level, From WBS Original Budget, and From WBS Available Budget auto-fill for reference.
   • Select the From WBS Budget Distribution period.

4. In the To section:

   • Select the To WBS code (the destination for funds).
   • The To WBS Name, To WBS Level, To WBS Original Budget, and To WBS Available Budget auto-fill.
   • Select the To WBS Budget Distribution period.

5. Enter the Budget Amount To Be Transferred. This amount will be deducted from the source WBS and added to the destination WBS.

WARNING

The transfer amount cannot exceed the Available Budget of the source WBS code. If it does, the system will block submission.

6. Enter the Reason for the transfer (mandatory). For example: "Reallocation from completed Earthwork to extended Steel Work phase."

7. Set the Posting Date and Document Date (both default to now).

8. Optionally, attach supporting documentation using Attach Document.

9. Click Save, then Submit.

After Submission

When the Budget Transfer is submitted:

• Two Budget Entry records are created:
  • A debit entry on the source WBS code (From WBS)
  • A credit entry on the destination WBS code (To WBS)
• The Available Budget on both WBS codes updates immediately
• The total project budget remains unchanged
• The Submit Date is recorded

Transfer Between Departments

Budget Transfers in PayInvoice Next are WBS-to-WBS within a project. If your WBS codes are organized by department (e.g., "IT-Equipment" and "Marketing-Travel"), a transfer between them effectively moves budget across departments.

For transfers between different projects, you would use a combination of a Budget Decrease on the source project and a Supplementary Budget on the destination project. A single Budget Transfer document only works within one project.

Cancelling a Transfer

If a transfer was submitted in error:

1. Open the Budget Transfer document.
2. Click Cancel. This creates reversal Budget Entry records that restore both WBS codes to their pre-transfer balances.
3. Alternatively, click Amend to create a corrected version with different amounts.

Related Pages

• Budget Amendment Types — When to increase vs. decrease vs. transfer
• Budget Entry Overview — How transfer entries are recorded
• WBS Overview — Understanding budget code structure