Overview
The Budget/ACR utilizes the following criteria to automatically calculate the Unallocated Funds amount in Column K:
If there are no contract commitments in Total Commitments (Column H), then the Unallocated Funds amount (Column K) is automatically calculated to be equal to the Current Budget (Column C). In effect, the Total Anticipated Cost amount (Column M) is equal to the Current Budget amount (Column C).
If there are any contract commitments in Total Commitments (Column H), then the following criteria applies to automatically calculate the Unallocated Funds amount:
If Total Commitments (Column H) are less than the Current Budget (Column C), the Unallocated Funds amount (Column K) is automatically calculated to be the amount resulting from the difference between the Current Budget (Column C) and the Total Commitments (Column H). A new line item will be system generated under the current Cost Code and the “Client’s Name” to represent the uncommitted “Unallocated Cost.” This system-generated calculation shall continue until the Total Commitments (Column H) exceed the Current Budget amount (Column C).
If Total Commitments (Column H) are greater than the Current Budget (Column C), the Unallocated Funds amount (Column K) is automatically calculated to be ZERO. Note the Total Commitments amount (Column H) will be carried as the Total Anticipated Cost Amount (Column M) and the Variance Amount (Column N) will indicate an overage to the Current Budget amount (Column C). A Budget Change can be processed to rebalance the Cost Code variance.
Use Manually Unallocated Funds to override the calculation of the Unallocated Funds amount described above. This provides you with more flexibility to forecast the Anticipated Cost. For example, if your commitments are less than your budget for a cost code, the remaining funds in that cost code will be considered "unallocated funds" and will be part of your anticipated cost. If you do not want to see those funds within your anticipated costs, manually update the unallocated funds.
Steps
To access this setting, go into your Project Settings and click on the Budget / ACR tab.
Toggle the Manual Unallocated Funds on, and choose whether or not you'd like this column to show. Click Save.
Go to your Budget / ACR and scroll to the right to look for Column K and Column O. On the line item that you would like to modify, you will see a wallet icon. Click on this icon and set the amount you would like to manually modify. You can also leave a note. The note and the adjustment will be logged on the Timeline.
