Manual Budgeting

Use manual budgeting if you want to make a budget posting for an individual user. If you want to credit several user accounts at once or set up recurring postings, use automatic budgeting, see Budget Automation.

First define the settings for manual budgeting in the accounting settings, see Accounting Settings.

In the menu in the Web Administration, click Accounting > Manual Credit Posting.

You can search for the user by name or card number. After loading the user, additional user information is displayed immediately, as well as the user's previous manual postings in a list below the input fields.

Field Description
Username Enter part of the username. The matching users are displayed in the drop-down list. Select the user.
Card Number Enter the card number. Alternatively, place the focus on the input field and use a card reader (e.g. HID) connected to the PC to enter the card number. After entering, click Select to find the user by card number.

Enter the data below and then click Post. After confirmation of the confirmation prompt, the amount is posted to the user account.

Field Description
Amount Amount to be posted. Amounts can be entered with a maximum of 2 decimal places (last digit must not be 0). The amount to be posted is displayed in the information pane right next to the current account balance. Negative values are possible, these reduce the user's account balance.
Cost Center Select the cost center to which the amount will be posted. The default cost center (the cost center whose keyword is first in the user's keyword list) is selected initially.
Purpose Specify any purpose for the posting. This can also be multiline and will be output multiline in the receipt.

The list view of manual budgeting is displayed as soon as a user is loaded. Other postings of the user are not displayed in this list.

Field Description
Date Date and time of the posting to the minute.
Amount Amount of money posted.
Cost Center Cost center to which the posting was made, if any.
Purpose Purpose specified for the posting. Line breaks are removed for better display in the list view.
Person in charge Processor who made the posting (i.e. the user who was logged on to WebAdmin when the posting was made).
Receipt Path with file name of the receipt PDF file. Is filled only if the receipt has already been generated.

You can create a receipt for manual budgeting and then send or print it. You can do this manually in the manual budgeting list or have it done automatically.

Both types of receipt require settings to first be made, see Accounting Settings.

The receipt contains the following data:

  • Posting date

  • Username (payee)

  • Creator (processor who made the posting)

  • Cost center to which the posting was made

  • Purpose

  • Amount that was posted

  • New account balance after posting

A receipt in PDF format can be created automatically. Once it is created, you can automatically

  • send it by e-mail to the user (payee),

  • send it by e-mail to the creator of the posting (processor),

  • send it to any other e-mail addresses and

  • print it automatically for the user (payee), i.e. feed it to any print workflow.

Make the settings for automatic receipt processing in the accounting settings, see Accounting Settings.

In the list of manual postings, at the end of a line, click ... . In the menu you can select:

  • Generate receipt: A receipt is generated. If it already exists, it will be generated again and the existing file will be replaced. This does not change the content of the receipt.

  • Print Receipt: The receipt is generated as a print job for the user (payee) (print workflow is defined in the Accounting Settings).

  • Send By E-Mail To User: The receipt is sent as a PDF file to the e-mail address of the user (payee).