University of Washington

Tracking Budget versions

Summary: 
Learn how to use Budget History to see different versions of your budget, status changes, and comments.

Tracking Budget Versions
Summary: Learn how to use Budget History to see different versions of your budget, status changes, and comments.

Before You Begin
This lesson assumes that you have access rights to a budget and an eGC1.

Budget History
In SAGE Budget, click on the History tab. Once a budget has been set up, you will see a table with Budget History and eGC1 History and Comments.

history screen shot

This table shows what was happening with the budget at different times and tracks when items have changed. You can create timestamps to add comments and mark changes or record progress.

View a Budget Edit Number
Budget Edit Numbers track changes to your budget Whenever new information is logged in the SAGE database, a Budget Edit Number is recorded. Only Budget Edit Numbers associated with key actions, such as a change to the data in your budget or to the status of your budget, are displayed in the Budget History.

To see a read-only version of your budget at a specific point in time, click the Budget Edit Number. The budget will open in a new window.

Tip: The budgets opened from Budget Edit Numbers are read-only, as indicated in the red banner displayed at the top of the budget. If you want to edit a budget, close the read-only version and open the main budget by clicking the Worksheet tab.

Transition note: If you have a budget that was attached to an eGC1 prior to April 20, 2011, you will see "Budget edit history is now enabled". To take advantage of the new features, disconnect and then reconnect your budget. Changes you made prior to connecting your budget will not be given Budget Edit Numbers.

Reviewer Tip: If you review a preliminary budget, note the Budget Edit Number. Later when you are reviewing the “final” budget, if you see the budget edit number hasn't changed, you will know you are looking at the same budget. If the budget has changed, you can open up the version you originally reviewed and compare it to the current budget.

Comments
SAGE automatically logs a comment in the Budget History when certain actions are completed. You can also create a timestamp to track changes or record progress on the budget.

To create a timestamp, click the Create Timestamp button and add your comments. Each time you create a timestamp, a new Budget Edit Number is created. The Budget Edit Number links to the version of the budget as it was when you added the comment.

Note: Anyone with read/write access to the budget can delete a user-created comment even if another user entered the comment. To delete a timestamp, click on the Delete link beside the timestamp.

Approvals History
The Approvals History of the budget is displayed under the Budget History.

To view the Approvals History, click the eGC1 History and Comments link or the plus sign. This will show you what the budget looked like at each approval point.

To go to your eGC1, click the View eGC1 link. If your eGC1 is in routing, a Withdraw eGC1 link will be displayed.Note: If an eGC1 is marked as ready to submit and has In OSP status, it cannot be withdrawn. Instead, contact OSP and request they return the eGC1.

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