Adding Budget Items
Import from CSV
The fastest way to set up your budget:
- Go to Budgets
- Click Import
- Download the example CSV template to see the expected format
- Fill in your budget items with name, amount, and optionally a group name
- Upload the CSV
Note: Add descriptions to budget categories to help users find the right budget item for an expense and document uses for future volunteers.
The importer will create all your budget items at once. If a group name is included, items are automatically organized into budget groups.
Add Manually
- Go to Budgets
- Click New Budget Item
- Enter the name, budgeted amount, and optionally assign it to a budget group
- Save
Importing from myPTEZ
You can import your current and historical budgets from myPTEZ.
Budget To Actual (budget plus actuals)
In myPTEZ, go to Reports → Financial Reports → Budget To Actual. Set the date range to cover the entire fiscal year you want to export, choose Excel as the report format, and click Create Report. Upload that file on the Import page.
Budget Report (budget only)
In myPTEZ, go to Tools → Budgets. Choose the budget year you want to export, change the report format to Excel, and click Print Budget. Upload that file on the Import page.
Importing actual spend
All import options allow you to include how much you’ve spent to date on a category, actuals. During import you can optionally include actuals as a starting point. This will ensure you know when a submitted expense will go over budget. For complete and accurate bookkeeping, enable Volo Cash Books.
Budget Groups
Budget groups let you organize related budget items together (e.g., Auction might capture your Auction Venue, Decorations, and Supplies budgets).
To create a budget group, open the budget editor, choose Add, then Group, and name your group. Then assign budget items to groups when creating or editing them.
Fiscal Year Scoping
Budget items are scoped to your fiscal year. When expenses are submitted, they’re matched against the current year’s budget. You can see the remaining budget in real time when reviewing expenses.
Tracking Spending
As expenses are approved and recorded, the budget view shows:
- Budgeted amount for each line item
- Spent amount from approved expenses
- Remaining balance
This helps treasurers and admins monitor spending throughout the year.