Add items to a budget plan

After you create a budget plan, add items to the plan, such as assets and configuration items. You can then track the estimated target cost of all the items in the budget versus the actual costs.

Before you begin

Role required: budget_admin

Procedure

  1. Open a budget plan.
  2. Click one of the related lists.
  3. Click New.
  4. Fill out the fields on the form (see table).
  5. Right-click the form header and select Save.

    The application calculates the breakdowns automatically.

  6. Click Recalculate Item Amount if you update budget reference rates.
    Table 1. Form fields for budget plan items
    Field Available for these types of items Description
    Name All types A descriptive name for the item. Enter a name. If you select a product model, the application automatically populates this field and makes it read-only.
    Budget Plan All types The plan this item belongs to.
    Budget Key All types The budget key for this item. You can select a key that is designated as a sub-key of the plan's key. Use this sub-key if you want items to be separated by different codes and assign those keys to different users. Items without a key take the key of the plan.
    Account Number All types The account number associated with this item.
    Expense Type All types If the item is an Operational or Capital expense. The account determines this value.
    Configuration Item Budget item, Software, Hardware The CI in the Configuration Item [cmdb_ci] table.
    Item Cost in Plan Currency All types The actual item cost for the number of units and the cost per unit. This field uses the currency that the budget uses.
    Product Model Budget item An item from the product catalog's Product Model [product_model] table. This field is new with the Helsinki release. See Models.
    Item Cost in Local Currency All types The actual item cost for the number of units and the cost per unit. This field uses the local currency selection that you make on the Cost Details tab.
    User Labor The user performing the labor. Select a user from the system.
    Contract Contracts The contract from the [ast_contract] table. Select a contract.
    Cost Details
    Local Currency All types Select the currency that pertains to the cost of this particular item.
    Unit Cost in Local Currency All types The cost of each unit in the item. Enter the cost per unit.
    Quantity All types The number of units in this item. Enter the quantity of this item.
    Is Prorated All types, except Asset Depreciation The breakdown is prorated if the start or end date falls in the middle of the time period for a breakdown record. Select this option to prorate the amount. This field is automatically selected and is read only for external labor.
    Is Monthly All types, except Asset Depreciation Assumes the amount entered in the Unit Cost in Local Currency field is not incurred annually, but monthly. The amount is then applied across the entire fiscal period until the specified end date. This field is automatically selected when Is Prorated is selected, and is read only for the external labor item type.
    Item Execution
    Planned Execution Start Date All types, except Asset Depreciation and Contract The date when this item is estimated to begin incurring an expense. The planned dates can determine which budget item breakdowns receive cost values.
    Actual Execution Start Date All types, except Asset Depreciation The date when this item actually begins incurring an expense. The actual dates take precedence over the planned dates in determining which budget item breakdowns receive cost values.
    Planned Execution End Date All types, except Asset Depreciation The date when this cost is estimated to stop incurring an example. The planned dates can determine which budget item breakdowns receive cost values.
    Actual Execution End Date All types, except Asset Depreciation The date when this item actually stops incurring an expense. The actual dates take precedence over the planned dates in determining which budget item breakdowns receive cost values.