Setting up PSA to Track Consumption of Individual Budgets

You can track the consumption of internal budgets and customer purchase order budgets based on the timecard splits which are allocated to them. To learn more before setting this up, read Track Consumption of Individual Budgets.

To set up PSA to track the consumption of individual budgets:

  1. Ensure that the budgets you intend to track are set up in your project:
    • To track billable values on timecard splits, your project must have at least one budget of type "Customer Purchase Order".
    • To track cost values on timecard splits, your project must have at least one budget of type "Internal Budget".
  2. Create a budget allocation identifying the budgets you want to track.

    By default, the Budget Allocation Layout includes fields to specify a customer purchase order budget and one internal budget. If you want to proportionally split cost values between two or three internal budgets, you must add the following fields to the page layout: Internal Budget 2, Internal Budget 2 Percent Allocation, Internal Budget 3, Internal Budget 3 Percent Allocation.

  3. Assign the budget allocation to your project's timecard splits as explained in Assigning Budget Allocations.

The budgets identified in the budget allocation are consumed when the timecard splits are included in financials (usually on approval). This causes PSA to allocate the following values automatically:

  • The Total Billable Amount value on timecard splits is allocated to the customer purchase order budget.
  • The Total Cost value on timecard splits is allocated to the internal budgets.

The Amount Consumed field on each affected budget updates automatically to include the latest allocated amounts.

Remove Access to the Project Billing Page

Warning:

In addition to the steps above, we recommend you remove access to the Project Billing page. This is because PSA now groups billing events by customer reference (see Passing Customer References through to Billing Events). The billing events created via the Project Billing page are not grouped by customer reference and therefore will fail validation when you try to release them.

To remove access to the Project Billing page:

  • Ensure that the Project Billing button is not included in the action buttons available on a project header.
  • Edit the project record page in the Lightning App Builder. Select the PSA Actions: Project Billing component and deselect Show Project Billing. This removes the Project Billing link from the Actions | Project Billing component on the project record page.