To create an Initial Budget record
- Go to your project. Ensure that you are in the User mode.
- Expand the Financial Transactions node and expand the Budget node.
- Select Initial Budget.
- From the BP log page, click Create. The Create New Budget Approvals form opens. Complete, at minimum, the required fields according to the Upper form table below. You can save the form as a draft at any time. Unifier stores the draft in the Drafts folder.
- In the Line Items section click Add or Grid. The Line Items form opens.
- Complete the Line Items form according to the Line Items table below. You must complete all required fields on each line that you entered before you can save the Line Items form.
- Click OK (if using the Line Item form), or Save (if using the grid) to save the form. The Line Items form closes.
If you are using the grid and do not click Save before closing it, you will lose your line item changes.
Unifier automatically calculates the aggregate value of the line items and displays the amount in the Budget Information block, Amount field and in the Line Items section Total Amount field.
- In Workflow Actions select the workflow action to take. In this case, your selection is Submit. This action activates Action Details.
- In Action Details, select who should receive the record.
- Click To... The User/Groups picker opens and displays a list of available task recipients.
- Select the user or group who will receive the task on the next step.
- Click Add.
- Click OK. The User/Group picker closes and the selection appears in the To field. Upon sending, the record will appear in the recipient's Tasks log.
- (Optional) Click Cc... and follow steps a - d. The record will appear in the recipient's Notifications log.
- Click Send to route the record to the Approval step. Unifier displays a message stating that the record has been submitted successfully.
Upper Form
In this field | Do this |
|---|---|
General block | |
Record Number | This is a read-only field that Unifier populates. |
Title* | This is a required field - Enter a name for the record. |
Project Number | This field is auto-populated from the project. |
Project Name | This field is auto-populated from the project. |
Creator | This is a read-only field that identifies the person who created the record. The field appears as a link to the record creator's contact information. |
Creation Date | This is a read-only field that Unifier populates with the record creation date. |
Due Date | This is a read-only field. Due Date is pre-populated to reflect the number of days you have to finish routing the record. If the record becomes late, Unifier displays the record Title in bold red. |
Status | This read-only field is blank. The status will change when the task is accepted on the next step in the workflow. |
Contract Reference | This is not a required field - Enter a contract reference. |
Transaction Currency | From the drop-down menu, select a currency. |
Amount | This value is auto-populated from the aggregate value of line items. |
Description | This is not a required field - Enter a description of the budget change. |
P6 Activity | Select a P6 activity associated with this record. |
P6 Planned Cost | This is a read-only field it is based on the P6 activity you selected. |
P6 Planned Start | This is a read-only field it is based on the P6 activity you selected. |
P6 Planned Finish | This is a read-only field it is based on the P6 activity you selected. |
Item Logs
Line Items Tab
In this field | Do this |
|---|---|
Cost Code* | This is a required field -Enter the cost code for this line item. You can either enter it directly or use the cost code picker. |
Code Name | This read-only field is auto-populated from the cost code name. |
Short Description* | This is a required field - Enter a brief description of the item specified on the line item |
Description | This is not a required field - Enter a description for the line item. |
Spend Category | Select the category from the drop-down menu. |
Work Package | You can select a Work Package. |
Item Quantity* | This is a required field - Enter the number of items specified on the line item |
Unit of Measure | Select the Unit of Measure for the item specified on the line item line item |
Item Unit Cost* | This is a required field - Enter the price of the item specified on the line item |
Amount | This read-only field is auto-calculated using the formula Item Quantity X Item Unit Cost. |
P6 Activity | Select a P6 activity associated with this item. |
P6 Planned Cost | This read-only field is based on the selected P6 activity. |
P6 Planned Start | This read-only field is based on the selected P6 activity. |
P6 Planned Finish | This read-only field is based on the selected P6 activity. |