This article is designed for brand users to know how to use budget codes.
You will learn:
How to edit a budget code?
How to delete / turn off a budget code?
How to share my budget with someone else
Setting up: How should I set up my budget codes?
On getting set up for the first time, ie. at the start of a financial year perhaps, you might be wondering how to set up your budget codes.
This is up to you and how you want to track and control spend.
We would recommend that you match the PO codes created in SAP to the budget codes on the platform - to make your life easy!
Ie. If you create a PO for 'Gin Campaign' or 'Gin Campaign for X Agency' use this PO code and the total budget against it for Experience This use.
Note: If your spend offline doesn't match your spend online, you won't know you are overspent, so we recommend only using the budget tracked on Experience This for Experience This use.
Note: If your platform pricing doesn't match real life pricing, you may overspend. Get in touch with our team to discuss how we can track pricing accurately.
Who can use budget codes?
Only Admin users (i.e. activation managers, sales managers typically) can add their own budget codes.
Anyone can spend a budget code - so long as an admin user has assigned one to them to use. If you are a general user (ie. a sales rep) you will need to be assigned a code by your manager in order to use it.
Are budget codes linked to SAP?
Budget codes are not linked to SAP automatically - they are just tracked online for visibility purposes. You will still need to complete any back-end accounting activity as usual.
How to add a budget code
Go to 'Budget' on the menu
Click 'Add new budget code'
Add a recognisable name, the code (same code as SAP), and the amount
Click add new code. This now saved.
Only you will be able to spend against this budget, unless you assign it to an additional owner.
How to edit a budget code
Go to 'Budget' on the menu
Click on an existing budget code to open the fields
Make your changes and save
How to delete / turn off a budget code
You can't delete a budget code unless you ask our team (as we track the data for your analysis reports)
If you want to turn off the code, so it can no longer be used, follow these steps
Go to 'Budget' on the menu
For the budget in question, toggle it from 'Active' to 'inactive'
How to assign a budget code / share my budget code with someone else
Go to 'Budget' on the menu
'Add a new budget code' or edit an existing budget code to open the fields
Under 'Additional owner' you can select any signed up users in your parent account
Once saved, these users will also be able to spend and track against this budget code
How can you pay with budget codes:
You can use budget codes to pay for activations, either:
Automatically - ie. assigned to a campaign by an activation manager. Booking requests will be automatically accepted at brand level, and tracked against this code. Requests will go straight to the agency. (Often used for Bronze tiered venues/events).
At check-out:
ie. if you have your own budget code, you could use this to check-out.
You click 'Assign code'
On the pop-up, you can see any budget codes you have access to
Select a budget and click confirm.
The cost will be tracked against this code once you check-out.
3. At request - ie. if you receive a booking request, you can assign your budget to approve it.
Note: You will receive a booking request if a) You are a brand approver on a campaign (ie. activation managers) or b) Someone has put in your name at check-out under the 'Forward' option (ie. A sales rep could forward it to their manager. Note: The brand approver would also receive it and have visibility)
