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  1. UX Product
  2. UXPROD-2362

Shared allocation for budgets



    • XL < 15 days
    • Low
    • XXXL: 30-45 days
    • Thunderjet
    • 80.3
    • R1
    • R1
    • R4
    • R1
    • R2
    • R1
    • R2
    • R4
    • R2
    • R1
    • R1


      Problem: Allocating money to each individual Fund can be time consuming for an administrator. Also, there are situations where administrators may not want to allocate specific amounts for direct spending as they are not certain how much these pools will require and constantly transferring and changing allocation is not practical.

      Use cases:

      • Administrators may not want to allocate specific amounts for direct spending as they are not certain how much these pools will require of the total. In this case they will allocate a single amount at a higher level that can be drawn on by many "reporting" codes.
      • Librarian allocates 100 dollars to a Fund and each code can use that money to make purchases. There is no restriction on the number of codes that are spending out of the 100 dollars but once the 100 dollars is spent the codes can no longer make purchases. Split out to UXPROD-2409
      • Librarian creates a shared allocation and once of the codes spends all the money before others are able to make any purchases. More money then needs to be added to the Fund.
      • If user is spending money against a code we are able to restrict their visibility to the specific Budget from which they are spending. They can see how much they have spent and how much is left
      • Librarian creates different reporting codes for spending that are not used by the university
      • Librarian creates different reporting codes for spending and each code has a number that is passed to the AP system


      1. Allow administrators to create expense classes
      2. Allow administrators to add the expense classes to one or many funds
      3. Each expense class can view how much money is left within a given Fund/budget Split out to UXPROD-2409
      4. How much they have spent within a given Fund/budget
      5. Each expense class has a code/number (extention) that compliments the external account number of any fund it is assigned to
      6. Each expense class spending can be summarized as a percentage of the fund(s) it belongs to
      7. A group will summarize the expended amount associated with an expense class for all funds in that group with that class
        • Need to see the expended value at this level and percentage of total expended for the group (See example in comments)
      8. If expense class has 1 or more transactions with a fund it can not be removed in that fiscal year.
      9. Each expense class has a status within the fund of Active or inactive. Inactive types can not be used

      See mockups here: https://drive.google.com/drive/u/0/folders/1f4v2kDjm_cYl-KwXL3PWzfORVhcFU8BZ


      1. Would these need to persist year over year? Yes, user would not want to need to recreate them.
      2. Do you need to restrict expense class based on a percentage of the shared total? Split out to UXPROD-2409
      3. How does an AP system need to understand these? If the external account number lives on the Fund any spending by the expense class would count against that account. Is that problematic? Yes, the expense class should have an external account number extention that is added to the external account number and treated as a separate external account number in vouchers etc.


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                dennisbridges Dennis Bridges
                dennisbridges Dennis Bridges
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