Budget Management

The Budget Management feature in Scholar OS Procure module provides comprehensive tools for creating, tracking, and managing institutional budgets. This system allows administrators to:

If a budget is brand new, we only need to fill in the Budget Amount. However, due to specific financial requirements of each school, we additionally provide the following fields:

Actual: This indicates the amount that has already been spent.
Allocate: This indicates the amount that has been committed but not yet paid to the vendor.
Balance: This represents the remaining budget.

If there is no amount for Actual, Allocate, or Balance, you can fill in 0.

How to Access Budget Management

Log in to your Scholar OS account
Navigate to the main dashboard
Select the Procure module from the main navigation menu
Click on Budget Management in the sidebar menu
Click on Budget Overview
The budget management interface will appear, displaying your current budget codes and allocations

Create Budget Code

The budget creation operation allows administrators to establish new budget codes with detailed specifications. This process enables precise financial planning and tracking across multiple departments, projects, and fiscal periods. Each budget code includes essential parameters such as currency, allocation amounts, and associated metadata for comprehensive financial management.

Properties

Name
School Year
Type
select
Description
The academic year for which the budget is allocated. Select from predefined school year options to ensure proper fiscal period tracking and reporting.
Name
Currency
Type
select
Description
The monetary unit for budget transactions. Select from supported currencies to facilitate accurate financial reporting and multi-currency operations.
Name
Code
Type
typo
Description
A unique alphanumeric identifier for the budget code, used for precise tracking and reference in financial operations.
Name
Name
Type
typo
Description
A descriptive title for the budget code that clearly identifies its purpose or associated department/project.
Name
Budget
Type
float
Description
The total allocated amount for the budget code, supporting up to 4 decimal places for precise financial planning.
Name
Actual Amount
Type
float
Description
The current expenditure amount against the budget, tracked with 4 decimal places for accurate financial monitoring.
Name
Allocate Amount
Type
float
Description
The portion of the total budget specifically assigned to particular activities or sub-projects.
Name
Balance Amount
Type
float
Description
The remaining available funds calculated by subtracting actual expenditures from the allocated budget.

Modify Budget Code

Log in to your Scholar OS account
Navigate to the main dashboard
Select the Procure module from the main navigation menu
Click on Budget Management in the sidebar menu
Click on Budget Overview
Click on the budget code for modification

Delete Budget Code

The budget deletion process allows administrators to remove obsolete or unnecessary budget codes from the system. This operation should be performed with caution as it may affect financial reporting and historical data.

Notice: Deleting a budget code is irreversible. Consider disabling inactive budget codes instead of deleting them to maintain historical financial records.

To delete a budget code:

Log in to your Scholar OS account
Navigate to the main dashboard
Select the Procure module from the main navigation menu
Click on Budget Management in the sidebar menu
Click on Budget Overview
Locate the budget code you wish to delete
Click the three-line menu at the end of the budget code row
Select Delete from the dropdown menu
A confirmation dialog will appear - review the information carefully
Enter the budget code and click Confirm to permanently delete the budget code