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Working with Budgets

Organisation Administrators and Cost Centre Owners can set up budgets within a Cost Centre. Each budget period represents a reporting period with an associated Budget Amount. Buttonwood provides analytics to help project consumption costs for the duration of the budget to allow Cost Centre Owners and Budget Managers to govern their cloud spend. 

To add a Budget to a Cost Centre:

  1. Select either My Cost Centres or Manage Cost Centres from the the left hand navigation menu
  2. Click the ellipsis button for the Cost Centre you wish to work with
  3. Select Budgets from the ellipsis menu
  4. Click the Add button
  5. Enter all mandatory fields (mandatory fields are marked with a *)
    Budget Name * - the name used to refer to the Budget
    Start Date * – the date the Budget Period starts
    End Date * – the date the Budget Period ends
    Budget Amount * – the total amount available for the duration of the Budget
    Budget Manager * – select a User as the Budget Manager
  6. Click the OK button.

Notes:

  • Budgets periods cannot overlap
  • The monthly Budget is the calculated by dividing the total Budget by the number of months within the Budget period

Controls:

Buttons and Icons

Click this link to get more information on the OK, CANCEL, ADD and EDIT buttons as well as the Help and Close icons

 

To view and update Budget information:

  1. Select My Budgets from the left hand navigation menu to list all Budgets that you manage
  2. Select Manage Budgets from the left hand navigation menu to list all Budgets for your organisation

Once you have selected the list view you want you can click on the name or the ellipsis to access more information for the chosen budget:

List Budgets

The budget list shows key information for each Budget.

You can click on the Budget name to navigate to the Budget Details page.

You can also click on the Cost Centre Code (if you have access) to navigate to the Cost Centre Details page.

Controls:

 

Start typing the name to reduce the list. The filter will match on the Cost Centre Code as well as the Budget Name.

 

Reduce the list by selecting to see only those with a particular status

 

Provides a drop down list of available actions

        View

View the Budget details

        Alerts

View the alert details page

       Summaries

View who the Budget Summaries are being emailed to

       Thresholds

View the current threshold settings

       Consumers

View the list of users who are able to consume funds from a particular budget

       Charges

View a grid of Charges for this Cost Centre

List Navigation

Click this link to get more information on the number of records in list, moving between pages, sorting and ordering lists.

By default you have the list of current budgets, you can change the filter to include historical of future budgets.

Budget Details

The Cost Centre Owner can edit the Budget Amount, Start Date and End Date. The Budget Manager can edit details such as Consumers, Alerts and Thresholds. 

To edit Budget details:

  1. Click the EDIT button
  2. Modify Budget details
  3. Click the OK button to save your changes

Controls:

       

Click the EDIT button to modify the Budget

Buttons and Icons

Click this link to get more information on the OK, CANCEL, ADD and EDIT buttons as well as the Help and Close icons

  •  The monthly Budget is the calculated by dividing the total Budget by the number of months 

Budget Alerts

Get an email when you've spent a particular percentage of your budget.  You decide who needs to know when you reach different budget points and Buttonwood will watch for that point and send the notification.

You can see a list of all future alerts for the selected budget on the Alerts page.  The ALERT HISTORY button will show you all the alerts that have already been sent.

An alert notification is sent when expenditure meets the nominated % of either the Monthly or Annual budget.

The list shows key information for each alert.

Controls:

Click this button to see a list of all alerts that have been sent

 

Click this button to add a new alert

 

Clicking this icon provides a drop down list of available actions

        Modify

Modify the alert details

       Remove

Remove the alert

Buttons and Icons

Click this link to get more information on the OK, CANCEL, ADD and EDIT buttons as well as the Help and Close icons

List Navigation

Click this link to get more information on the number of records in list, moving between pages, sorting and ordering lists.

  Add Budget Alert

You can add a new Budget alert from the Alerts page.

Use a Budget alert to receive an email when expenditure meets a nominated % of either the Monthly or Annual budget. 

Once an alert has been created you will see it in the alert list.

Note: Notifications will be sent each time the Threshold is breached. Therefore if the cost schedule for an application is deleted and recreated resulting in a breach of the budget threshold, the recipients will receive the Budget Alert again. 

To add an alert:

  1. Enter the percentage point in the Budget when the alert will be triggered
  2. Select whether the percentage relates to the monthly or annual budget
  3. Enter the email address to send the alert to
  4. Click the OK button

Controls:

 

This icon provides a drop down list of values

Buttons and Icons

Click this link to get more information on the OK, CANCEL, ADD and EDIT buttons as well as the Help and Close icons

 Budget Summaries

You can view and update Budget Summary details on the Budget Summaries page.

Use Budget Summary details to determine who emails are being sent to and when weekly Budget summaries are being sent.

To edit Budget summaries:

  1. Click the EDIT button
  2. Modify email address or timing of the weekly summary
  3. Click the OK button to save your changes

Controls:

         

Click the EDIT button to modify the Budget Summaries

Buttons and Icons

Click this link to get more information on the OK, CANCEL, ADD and EDIT buttons as well as the Help and Close icons

Note: Sending of alerts will commence the following day.

Budget Thresholds

You view and update Budget thresholds on the Budget Thresholds page.

Use Budget thresholds to provide visual cues for managing your budget. The colours set here are used on Dashboards as well as in notification emails. 

To edit Budget thresholds:

  1. Click the EDIT button
  2. Modify thresholds by moving the indicator circles
  3. Click the OK button to save your changes

Controls:

        

Click the EDIT button to modify the Budget Thresholds

Buttons and Icons

Click this link to get more information on the OK, CANCEL, ADD and EDIT buttons as well as the Help and Close icons

IaaS Budget Consumers

You can see a list of consumers for a selected Budget on the Budget Consumers page.

The list shows key information for each consumer.

You can click on the User’s first or last name to navigate to the User Details page.

 Controls:

 

Adds a new consumer

 

Provides a drop down list of available actions

       Remove

Removes the consumer from the budget

Buttons and Icons

Click this link to get more information on the OK, CANCEL, ADD and EDIT buttons as well as the Help and Close icons

List Navigation

Click this link to get more information on the number of records in list, moving between pages, sorting and ordering lists.

 Add Consumers

You can add consumers through the Add Consumers page.

Adding a consumer allows the specified User to add expenditure to the selected Budget through the Broker.

To add a consumer:

  1. Select a User from the drop down list of active users
  2. Click the OK button

Controls:

Start typing the name to reduce the list of Users
Add one or more highlighted users to the Selected Users list

Remove one or more highlighted users from the Selected Users list

Add all users to the Selected Users list

Remove all users from the Selected Users list

Buttons and Icons

Click this link to get more information on the OK, CANCEL, ADD and EDIT buttons as well as the Help and Close icons

Payments

All payments are visible in the Cloud Exchange by going to Finance option on the left hand navigation and selecting Payments.

You can see a list of all the payments for your organisation on this page.

You can resort the information by clicking on the column headings clicking again will reverse the order.

Charges

All expenditure is visible in the Cloud Exchange by looking at charges.

You can see a list of all the charges for a Cost Centre or only those related to a specific Budget.

Organisation administrators and cost centre owners can view charges for the Cost Centre, Budget managers can see all the charges for a budget.

To see charge:

  1. Select an individual cost centre or budget 
  2. Select Charges from the ellipsis to see a list of charges

You can resort the information by clicking on the column headings clicking again will reverse the order.

More

Managing Cost Centres

Log a support ticket or ask the Community

What's next?

More

Dashboards

Log a support ticket or ask the Community

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