Creating & Managing Budget Codes
To add in your custom budget codes and a short description for each, navigate to Settings in the bottom left of the TMS navigation bar. Click on the Budget Codes card.
Creating a New Budget Code
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Click the + Create Budget Code button in the top right corner.
- Enter your Budget Code Name. Typically, this will be the numeric budget code or shortened budget code used by your Finance Dept. (e.g. 10-800-1600-4200).
- Enter a Description for your budget code (e.g. E-Rate Category 1).
- Click Save.
Budget codes appear in the contract dropdown as their name. What you enter into the "name" field when creating a budget code will be what you use to identify it in the dropdown.
Editing an Existing Budget Code
To edit an existing budget code, click the pencil icon in that budget code's row. Edit the information as needed and click Save.
Adding a Budget Code to a Line Item
Budget codes are added to items in the Contract Management module in the Veracity TMS. If you are not familiar with how to use Contract Management, please reference these articles.
Budget codes can be added to each "Products and Costs" line item on your contract. Once you add a line item, the standard details dropdowns appear. One of these dropdowns reads "Budget Code." Once you have entered budget codes into the Budget Code management tool, they will appear here in the dropdown
Budget codes can only be added to line items under Products and Costs. Currently, budget codes cannot be assigned to line items under Additional Costs. If you wish to track budget code spending, please include those desired line items as additional line items under the Products and Costs area by clicking the purple + Add Line Item button.
Once you've entered in line item details, including a budget code, click + Create to save.
Editing an Existing Contract's Budget Code
If you have an existing contract that either does not have a budget code or a budget code needs to be changed, you can:
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Open the desired contract.
- Click the blue Edit button in the top right corner.
- Click the dropdown arrow beside the desired line item under Products and Costs.
- Click the pencil icon at the right of the detailed information.
- Add or change the budget code by clicking on the Budget Code dropdown.
- Click Save.
Budget Code Reporting
There are two budget code reports that can help you track current spending as well as plan ahead for your next fiscal year's budget.
Budget Code Report
This budget code report is a detailed line item report. It includes all products and product line items in a list. This budget report includes the following fields:
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Product / Item
- Budget Code
- Line Item Cost ($)
- Department
- Location
- Start Date
- End Date
When exporting this report as a CSV, the vendor field will be included, as well.
TIP: Clicking on a row in the Budget Code Report will take you to directly to that associated contract.
Total Spend by Budget Code
This budget code report offers total spending per budget code for a bird's eye view of your spending. This budget report includes the following fields:
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Budget Code
- Total Spend
