Service Overview

This feature is available after applying for WORKS Finance.

The Budget service supports integrated management of company budgets. You can view and use planned budget as well as its project code from the Expense, Expenditure, and Accounting services, and manage the used budget.

  1. In the ‘Budget Standard’ menu, various properties of the budget are defined by first setting a standard for the budget planning.
  2. In the ‘Plan Budget’ menu, set the business place, budget name, affiliated department, project code, budget usage period, using department, and budget amount using the predefined budget standards. In addition, you can change the affiliated department or budget item in bulk within the balance after allocation using the budget diversion and transfer features.
  3. In the ‘Allocate Budget’ menu, you can specify an actual amount to be allocated within the planned budget and apply various control features.
  4. Results of using the budget in related services, such as Expense, Expenditure, and Accounting services, are provided as various reports.

To use Budget Services, click ‘Admin Menu’ at the top right of the PC Web screen, then click ‘Budget’ in the pop-up window.

  • The Budget service is provided when you are using the WORKS Finance. It can be enabled by clicking ‘Use’ for Budget service under ‘Business Support Settings > Settings > Manage Service Usage’.
  • The Budget menu is only displayed to the users with admin authority.

Budget Admin Scenario

The usage scenario for a Budget admin is as follows.

  1. Set Basic Budget Properties
  2. Plan and Allocate Budget
  3. View Budget Status
    • View budget planning status: by business place, project, and budget item
    • View budget allocation status: by affiliated department, project, and budget item
    • View budget usage status: by business place, month, and project
    • User Guide pages for this step
  4. Manage Business Place Permissions

Check FAQs first.

Q. How do I subscribe to the Budget service?

  • You can select the Budget service in ‘Business Support Settings > Settings > Manage Service Usage’.

Q. Do you provide a procedure to collect and review budget requests by organization in the company for budget planning?

  • The Budget service supports the reflection of the final budget that is already reviewed.

Q. Can I plan budgets by business place?

  • You can plan and allocate budgets by business place by grating the business place permissions other than feature permissions in Manage Permissions.

Q. Can I plan budgets by project?

  • You can apply project codes that are currently ‘In use’ when planning the budget, and then you can view the status of budget plan, allocation, and usage by project.

Q. How does the budget process work from planning to usage?

  • It is processed in the following order: ‘Plan budget standards - Plan budget - Allocate budget - Use budget (Create forms and slips in Expense, Expenditure, and Accounting services) - View reports (budget and usage status).’

Q. How do I set ‘settlement period classification?’

  • When using the Accounting service, the settings for settlement period classification of Accounting are applied without modification. If the user does not use the Accounting service, then the user can set it separately. However, once you set, you can't change the set details.

Q. How many steps are available for Set Budget Item?

  • Up to a four-level structure is supported to support forms such as ‘chapter-article-clause-item’.

Q. How and where can I use the planned and allocated budget?

  • If you use the Expense service, when creating expense settlement forms, the user who is specified as the ‘budget using department’ can view and use the budget. If you use the Expenditure service, when creating expenditure resolution reports, the user who is specified as the ‘budget using department’ can view and use the budget.

Q. What is the difference between the ‘affiliated department’ and the ‘using department?’

  • The affiliated department is a department in charge of the entire budget and only one department can be selected. The using department refers to a department or an individual who can use the budget.

Q. How long is the period of planning the budget?

  • You can plan budgets for up to 2 years.

Q. What is the ‘budget standard?’

  • It refers to the basic properties of the budget. Because it is used as the most important data when planning and allocating the budget, thoroughly review the budget structure before setting it.

Q. What is the ‘budget classification’?

  • You can set the budget by classifying the budget into large units based on the budget policy of each company.

Q. When can I use the ‘project code?’

  • If you've selected ’Use Project Code’ in ‘Business Support Settings > Settings > Manage Service Usage’, you can map project codes that are currently ‘In use’ to budgets.

Q. What do budget ‘diversion’ and ‘transfer’ mean?

  • They refer to changes of various properties of budgets in bulk due to changes in important policies of the company.
  • ‘Transfer Budget’ enables to change the affiliated department within the balance after allocation among the planned budget and ‘Divert Budget’ enables to change the budget item in the same category of the parent budget item within the balance after allocation among the planned budget.

Q. When setting ‘Plan Budget > Using Department,’ what do ‘Include concurrent positions’ and ‘Include suborganizations’ mean?

  • When ‘Include concurrent position’ is selected, members that are concurrently appointed to the using department can use the budget.
    ‘Include suborganizations’ allows suborganizations to use the budget planned by the parent department.

Q. What does ‘Usage Status’ mean in Budget Standard?

  • When you set it to ‘Not use’ in Budget Standard, it won't be displayed in the Plan Budget step.

Q. What does ‘Closed/Open’ mean for the budget status in Plan Budget and Allocate Budget?

  • In Plan Budget and Allocate Budget, if the budget status is set to Open, it is displayed when users view the budget, and it won't be displayed if it's set to Closed.

Q. What does ‘Budget Control’ mean in ‘Allocate Budget?’

  • If you've set ‘Budget Control’ to ‘Yes’ and use the budget by exceeding the allocated budget, you can't report it for approval or create accounting slips.

Q. What does ‘Carryover Status’ in ‘Allocate Budget?’

  • This refers to adding the remaining balance of the budget from the monthly allocated budget to the allocated amount of the next month.
  • ‘Carryover (within quarter)’ and ‘Carryover (within half year)’ allow you to carry over within the corresponding period. Once the period ends, the balance is not carried over to the next period.

Q. What is ‘Available Budget’ when using the expense settlement form and expenditure resolution report?

  • This refers to the actual available budget of the month. The ‘available budget’ refers to the sum of the allocated amount for the month and the carried over amount. The user can use the budget within the ‘available budget’ range.

Q. Can I delete budgets that are not in use?

  • Basically, if you've gone through the process of "Settings - Set Budget Standard - Plan Budget - Allocate Budget - Use Budget," it should be cleared from the end, and if there's anything left at the end, it won't be deleted from the front. For more information, see the following descriptions.
    1.  If an approval has been completed using a budget in a provided form (expense settlement form, expenditure resolution report), then the applicable document is deleted.
    2. In the ‘Budget Service > Allocate Budget’ list, entering the allocation amount as 0, and the monthly allocation amount at the bottom as 0
    3. Deleting the applicable budget in ‘Plan Budget’
    4. Deleting the applicable standard in ‘Budget Standard’
    5. Deleting the budget type and budget item in ‘Settings’
Was this article helpful?
  • Yes
  • No
Sorry about that! Please tell us why.
  • The information provided in the guide is wrong.
  • The information is difficult to understand.
  • There is insufficient information on specific devices. (e.g. There is no explanation on Mobile.)
  • Other

How can we make it better?

Thank you for your feedback!