Overview

This article explains how to add a new line item to an existing annual budget in d6. Budget items represent specific income or expenditure entries within a budget category.

Navigation path

My School > Finance > Annual Budgets

Purpose of this feature

Adding budget items allows you to build out the detail of your school's annual budget, allocating specific amounts to individual accounts across income and expenditure categories. Monthly allocations can be customised if spending is not spread evenly across the year.

How do I add a budget item to an annual budget?

Step 1 - Select the budget

1. Navigate to My School > Finance > Annual Budgets.

2. Click the circle next to the budget you want to add items to, then click the Manage budget items button.

3. The amount displayed is the total of all items within each category.

Step 2 - Choose a budget category

1. Select the budget category where the new item must be added.

2. Click Select or click the arrow to expand the category.

3. Click the Add button.

Step 3 - Select account and budgeter

1. The system will automatically input the correct category.

2. Select the correct account from the drop-down box.

3. Select a budgeter from the drop-down box.

4. Click Continue.

Step 4 - Enter item details and amount

1. Enter the item name and the Brand Name. If no brand name applies, enter Various.

2. Enter the total amount for the year.

3. The system will automatically spread the amount equally across 12 months.

Step 5 - Adjust monthly amounts (optional)

1. To customise the monthly allocation, click Show more to expand all 12 months.

2. Use the Spread amount in field to change the number of months across which the amount is spread.

3. You can also manually adjust individual monthly amounts.

4. Note: the sum of all monthly amounts must equal the total annual amount entered in Step 4.

Step 6 - Save the item

1. Click Continue to save the budget item.

Frequently asked questions

What happens if my monthly amounts don't add up to the annual total?

The system requires the monthly amounts to balance to the total annual amount you entered. If they do not match, you will not be able to save the item. Recheck and adjust the monthly figures until they balance.

What should I enter if there is no relevant brand name?

Enter Various in the Brand Name field. This is the recommended placeholder when no specific brand applies.

Can I edit a budget item after saving it?

Yes. Navigate to My School > Finance > Annual Budgets, select the budget, click Manage budget items, locate the item, click the circle next to it, then click Edit.