Budget Allocation Fields

Here is a description of the fields that make up a budget allocation record. Some of these fields might not be visible or editable at all times, or in all package combinations. For information about using budget allocations, see Track Consumption of Individual Budgets.

Notes:

Once a budget is linked to a budget allocation, you cannot edit the budget's project or type.

Once a milestone, timecard split, expense, or miscellaneous adjustment with a budget allocation is included in financials, the only field you can edit on the budget allocation is its name.

If a budget allocation is linked to an assignment but to no other business records, the budget allocation is editable except for its project.

Key: * – Mandatory field

Field

 

 Description
Budget Allocation Name *

Name of the budget allocation. We recommend you make budget allocation names unique within the project they relate to.
Project * The project that the budget allocation relates to.
Default   When selected, the budget allocation is assigned automatically to business records if no other budget allocation applies. For more information, see Automatic Assignment of Budget Allocation. A project can have only one default budget allocation.
Customer Purchase Order Budget  

A customer purchase order budget that the billable value of linked milestones, timecard splits, or miscellaneous adjustments is allocated to when the business record is included in financials (usually on approval). For full details of which values are allocated to this budget, see Business Record Values That PSA Allocates to Individual Budgets.

When PSA allocates billable values to the budget, the value in the budget’s Amount Consumed field updates. For example, if the billable value of the business record is 750 USD, the amount consumed on the budget will increase by 750 USD.

This budget must be a customer purchase order budget for the same project as the budget allocation.

Tip:

If the selected budget has a customer reference, it is copied to billing events that are generated for the linked business records when they are billed. This means that when you release those billing events to your finance system for invoicing, the customer reference on each billing event is available to be included on its corresponding invoice if the integration between PSA and your finance system supports this. For more information, see Passing Customer References through to Billing Events.
Internal Budget 1  

An internal budget that the cost of linked timecard splits or miscellaneous adjustments is allocated to when the business record is included in financials (usually on approval). For full details of which values are allocated to this budget, see Business Record Values That PSA Allocates to Individual Budgets.

If the budget allocation uses two or three internal budgets, the cost is apportioned between the budgets according to their percentage allocations.

When PSA allocates cost to the budget, the value in the budget’s Amount Consumed field updates. For example, if the cost of the business record is 1,000 USD and only one internal budget is specified in the budget allocation, the table below shows how the amount consumed on the budget is updated:

Internal Budget Percent Allocation Amount Consumed
1 100% + 1,000 USD

This budget must be an internal budget for the same project as the budget allocation.
Internal Budget 1 Percent Allocation   The percentage of cost which is allocated to Internal Budget 1. This field is populated automatically upon save. If the budget allocation uses only one internal budget, it is set to 100%. If the budget allocation uses two or three internal budgets, it is set to the percentage that remains after the other allocations have been entered. The total percentage allocation is always 100%.
Internal Budget 2  

A second internal budget that can be set if there is a need to apportion cost between two internal budgets. For example, if the cost of the business record is 1,000 USD, and 30% is allocated to Internal Budget 2, the table below shows how the amount consumed on each budget is updated:

Internal Budget Percent Allocation Amount Consumed
1 70% + 700 USD
2 30% + 300 USD

This budget must be an internal budget for the same project as the budget allocation. You must set a first budget before setting a second budget and percentage.
Internal Budget 2 Percent Allocation   The percentage of cost which is allocated to Internal Budget 2
Internal Budget 3  

A third internal budget that can be set if there is a need to apportion cost between three internal budgets. For example, if the cost of the business record is 1,000 USD, and 30% is allocated to Internal Budget 2, then 25% is allocated to Internal Budget 3, the table below shows how the amount consumed on each budget is updated:

Internal Budget Percent Allocation Amount Consumed
1 45% + 450 USD
2 30% + 300 USD
3 25% + 250 USD

This budget must be an internal budget for the same project as the budget allocation. You must set a first budget, and a second budget and percentage, before setting a third budget and percentage.
Internal Budget 3 Percent Allocation   The percentage of cost which is allocated to Internal Budget 3.
Billable Expenses Budget  

A budget that the value of linked billable expenses or miscellaneous adjustments is allocated to when the business record is included in financials (usually on approval). For full details of which values are allocated to this budget, see Business Record Values That PSA Allocates to Individual Budgets.

When PSA allocates billable expenses to the budget, the value in the budget’s Amount Consumed field updates. For example, if the billable expense is for 350 USD, the amount consumed on the budget will increase by 350 USD.

This budget must be a billable expenses budget, or a customer purchase order budget, for the same project as the budget allocation.

Tip:

If the selected budget has a customer reference, it is copied to billing events that are generated for the linked business records when they are billed. This means that when you release those billing events to your finance system for invoicing, the customer reference on each billing event is available to be included on its corresponding invoice if the integration between PSA and your finance system supports this. For more information, see Passing Customer References through to Billing Events.
Non-Billable Expenses Budget  

A budget that the value of linked non-billable expenses or miscellaneous adjustments is allocated to when the business record is included in financials (usually on approval). For full details of which values are allocated to this budget, see Business Record Values That PSA Allocates to Individual Budgets.

When PSA allocates non-billable expenses to the budget, the value in the budget’s Amount Consumed field updates. For example, if the non-billable expense is for 180 USD, the amount consumed on the budget will increase by 180 USD.

This budget must be a non-billable expenses budget, or an internal budget, for the same project as the budget allocation.