This article is designed to teach you how to create, manage, and archive various Budgets in your Awardco organization.
Log In as an Admin > Click on the Budgets tab >
Here you can add budgets, edit existing budgets, and archive budgets you want to remove
Step by Step Instructions
First, you'll need to Log In as an Admin.
Next, click on Budgets.
Here you'll see a list of all your company's current Budgets (that you have access to).
You can create a New Budget by clicking Add Budget.
Fill in the name, select whether or not the Budget will be taxable, and click OK to create it.
Your new Budget will appear in your list of current budgets.
Once a Budget is created, you'll need to determine the balance, as well as who will have access to use that Budget for recognitions. You can assign a Group, or an individual User to any budget.
Option 1: Assign a Group
To assign a Group, click into the box in the Group column and start typing in the name of one of your existing Groups (found by clicking Admin>Settings>Groups). As you type, available options will be displayed:
Clicking on the name of the Group in the list will assign it to the Budget. Every User in that Group will now have access to pull funds from that budget for Recognitions and Nominations. You can add multiple Groups to each Budget.
NOTE: See our article on Managing Groups for more information on this topic.
Option 2: Assign a User
You can add any User in your organization to any existing Budget. Click into the User column to the right of the budget, and type in the name of the person you want to add. Once you start typing you'll see immediate search results by first and last name.
Click the name of the person in the search results to add them to the Budget. You can add multiple Users to each Budget.
Adjusting Budget Settings
To change the Name and/or Taxability, or to Archive the Budget, click on the name of the Budget, make the desired changes, and click OK to save them.
Note: If you Archive a Budget there is no way to undo the action. The archived budget will still show up in reports, and any remaining funds will be deposited back into the company account.
Adjusting Budget Values
To adjust the amount of money in a Budget, click on the number in the Balance column. Any number you type in will be ADDED to the balance of the Budget when you click OK. To SUBTRACT funds from the balance, type a negative number into the box and click OK.
Searching by Budget/Group/User
If you want to search for information for a specific Budget, or see which Groups or Users have access to which Budgets, just use the search bar above the list of active budgets. Type in the search criterion and hit Enter to perform the search.
Searching for a User's name will show you all of the Budgets that User is attached to. Searching for a Group will show you all of the Budgets that Group is attached to. Searching for a Budget's name will show you which Groups and Users are assigned to it.
For a quick overlook of every budget, or to make bulk adjustments, you can now download the list of budgets to a .csv file, make any changes you'd like, then upload the .csv with all of your changes. To get the .csv file downloaded, just click Export.
When you open the file be sure to save it with the date you downloaded it. The file will show you a list of your Budgets, each Budget's monetary balance, which Groups have access to each Budget, and how many Users are assigned to the Budget.
Any changes you make to this file can be applied to your budgets when you upload the file with the Import action.
Note: Do NOT change the Budget ID. This is an auto-generated number that our system uses to differentiate between various budgets that may have the same name across different companies (e.g. Service Awards, which is a very popular budget name for lots of companies).
You can change the Name of each Budget simply by typing the new name in the Name column.
The Balance column will let you change the monetary amount in each Budget. When you upload the file, each Budget will be reset to whatever value you have put in the cell in the Balance column. To add or subtract from the existing balance, type in "+" or "-" before the number in the Balance column.
Note: You will need to format the Balance column as Text cells for the "+" and "-" signs to stay in the cells.
The Groups column will let you change the various Groups that will have access to each Budget. The Users column will tell you the number of Users have access to each Budget.
You can add a new Budget to your file which will create a new Budget in the system when you upload a new file with the Import action. Leave the ID cell blank; our system will assign a new ID when the Budget is created. When you are certain you have your information correct, click Import, select your file, and click OK.
Your list of active Budgets will then reflect all of the information you entered into the .csv file.
Note: When Importing a .csv budget file, the system will read it as a master list. Any existing budget NOT on your master list will be permanently archived. Always make sure your information is complete and accurate before uploading your file.
If you have more questions, please tell us how we can improve and clarify this topic by commenting below. You can also submit a Support Ticket for more assistance.