How To Use The Budget Specification Function

Originally the TM Budget module was only available with the “Suggest budget” function, where users could add a figure representing what was thought to be the expected\required budget per budget row. To describe what was behind the figures the “Office Comment” and “Unit Comment” fields could be used. In a later release (2.662) a more detailed function for the same purpose has been added called the “Budget Specification” function. Here is how it works.

1.   Click [Purchasing] à [Budget]
2. Use the filter bar to retrieve the budget rows to edit (Ref. the chapter: The budget filter function for more details)
3. Double click the budget row where the budget specification is to be done.
4. Click the “Budget Specification” tab.

Fig 16:  Budget Row detail form with the “Budget Specification” sub tab selected.

1. Create a new budget specification item by either:
   • Click the [New] button in the “Budget Specification” sub tab menu bar
   • Drag and drop file (document, email etc.) into the grid
2. The following dialog will appear

Fig 17:  Budget specification item detail form

1. Enter the following details
   • Short description: A short name/description for the specification item
   • Budget Sum: What is the estimated cost for this specification item
   • Currency: Currency is set by to “Unit Currency”
   • Documentation: If the item was made using the [New] button this field will be empty, but a file can be linked by clicking the […] button at the end of the field. If the drag and drop option was used the file name is already populated.
   • Remarks: Enter remarks for the item if required.
2. Click [Save and Close]
3. It is possible to add as many of these specification items as you want, and the system will calculate and show the “total” value.
4. If for some reason an item is not approved, it is possible to “delete” the specification item, but it is also possible to “Deactivate” it by selecting it and clicking “Deactivate”. This will keep the item in the list but crossed out and no longer included in the calculated total.

The “estimated” or “Specified” amount can then be transferred or copied to any of the “suggested budget” rows or the “budget” row by clicking the [Transfer to budget columns..]
If you wish to perform this copy function on multiple budget rows you can use the transfer budget figures function.