To add or edit line items

About this task

Line items outline the forecasted and committed costs for a program, project, or subproject so a manager knows whether the allocated or planned budget is sufficient. Additionally, forecasted and committed amounts, once finalized, roll up to the accounts affected, providing visibility into budget and cash flow needs for higher level objects.

Procedure

  1. Navigate to the program, project, or subproject Budget tab.
  2. Click the Line Items icon (Page with pencil image).
    The Edit Program/Project/Sub-Project Line Items page appears.
  3. To add a line item, double-click an empty cell in the Item Description column. Enter an item name or description.
    Note: The # field populates automatically after you enter an item in the Item Description field.

    To edit a line item, double-click it in the Item Description column and make changes as necessary.

  4. If the line items table contains custom text fields, enter appropriate values.
  5. In the Expenditure Date field, enter the anticipated date that funds will be spent. Click the arrow to launch a menu from which you can select a date. You must enter an expenditure date for the budget to be finalized.
    Note: To track a certain expense on different dates, you should use separate line items. For example, to track the expense for Printing in May, June, and July, enter three separate line items, one for each month.
  6. Select a source account from the Source Account drop-down menu. The funds for this program, project, or subproject are posted against the account you choose when the line items are finalized.
  7. Select a cost category from the Cost Category drop-down menu.
  8. In the Committed Amount field, enter any committed funds related to the line item. Leave this field blank if no portion of the line item is committed.
  9. In the Forecast Amount field, enter the amount that you predict or forecast the line item will cost.
  10. Click Save and Finish to save your changes and go to the object's Summary tab.

Results

HCL® Marketing Operations totals the line items, but they are not rolled into the parent object's budget until you finalize them. Finalizing line items can require approval. For more information, see To finalize budget line items.

Note: Adding line items to one budget version adds them to all budget versions. For more information, see Budget allocation versions.