Prevent Users from Exceeding Budget

From Work System page (Setup > Work > System) you can Prevent Users from Exceeding Budget for Assignments/Tasks and or Projects and choose to apply a default restriction on Total Time/Billable Time and/or Non-Billable Time for each item.

Your selection at the system level will be reflected when creating new Assignment/Task/Project Budgets.

  1. From the Icon Bar click Setup .
  2. From the Navigation Menu click Work to expand the corresponding menu.
  3. From the menu click System.
  4. Upon the System level Work Setup page displaying, choose the Prevent User from Exceeding Budget for selection box.

  5. From the available options Select all or choose the relevant selection boxes against the following options:
    1.  Assignments:
      1. Total Time
      2. Billable Time
      3. Non Billable Time
    2. Tasks
      1. Total Time
      2. Billable Time
      3. Non Billable Time
      4. Billable Time Amount
      5. Non-Billable Time Amount
    3. Projects
      1. Total Time
      2. Billable Time
      3. Non Billable Time
      4. Billable Time Amount
      5. Non-Billable Time Amount
  6. Click Save to apply your changes.
Example 1

At the system level we chose Select all

When creating a new Budget for Project and Task the following options are selected by default:

  • Prevent User from exceeding the Current Time Budget
  • Prevent User from exceeding the Current Billable Time Budget
  • Prevent User from exceeding the Current Non-Billable Time Budget
  • Prevent User from exceeding the Current Non-Billable Time Amount
  • Prevent User from exceeding the Current Billable Time Amount

When creating a new Budget for Assignments the following options are selected by default:

  • Prevent User from exceeding the Current Time Budget
  • Prevent User from exceeding the Current Billable Time Budget
  • Prevent User from exceeding the Current Non-Billable Time Budget
Example 2

At the system level we chose Total Time and Billable Time for Assignments, Tasks and Projects

When creating a new Budget for Project, Task and Assignment the following options are selected by default:

  • Prevent User from exceeding the Current Time Budget
  • Prevent User from exceeding the Current Billable Time Budget

In this example there are no default restrictions on:

  • Current Non-Billable Time Budget (Project, Task, Assignment)
  • Current Billable Time Amount (Project, Task)
  • Current Non- Billable Time Amount (Project, Task)

Validation Behavior in My Timesheet

General Time Budget Prevention:

Where Prevent User from exceeding the Current Time Budget is checked, validation is triggered after exiting the Time Entry cell for any Entry.

Billable Time Budget Prevention:

Where Prevent User from exceeding the Current Billable Time Budget and/or Prevent User from exceeding the Current Billable Time Amount is checked, validation is triggered only after exiting the Time Entry cell for Billable Time Entries.

Non-Billable Time Budget Prevention:

Where Prevent User from exceeding the Current Non-Billable Time Budget and/or Prevent User from exceeding the Current Non-Billable Time Amount is checked, validation is triggered only after exiting the Time Entry cell for Non-Billable Time Entries.

Role-Based Budget

The validation behavior for Time Budget Prevention has been extended to include the Role-Based Budget. Similar to how budget validations are applied to General, Billable, and Non-Billable Time Budgets, Role-Based Budget validations will now trigger based on the Billable attribute of the Time Entry.

When a user exceeds the allocated budget for a specific Role, the system will display an error message, replacing the Task reference with the corresponding Role and explicitly including the [Role Name].