Money

Budget

Budget holds every cost and income line for the tour you have selected, grouped into categories and sub-categories, with an approval trail for overages. In the left menu, under Money, choose Budget (it is called Grant budget in CoralOps). Owner, Company Admin, Tour Manager, Finance and Legal seats can edit it; View only can read it. Ops and Coordinator seats do not see budget lines unless a Company Admin gives them access.

How is the budget organised?

• Categories are the top level (for example Production, Logistics & Travel). The list is shared by every tour in the company and is managed in CFO view > Categories.
• Sub-categories sit under a category and carry the Budget envelope: the amount you plan to spend in that group, in its own currency.
• Line items sit under a sub-category. Each one has a Charge amount (shown in the Pre-event column), a currency, a status and a cost type.

Every line item must belong to a sub-category, so you add a sub-category before your first line. Lines left without one show under an amber Unassigned heading until you move them.

How do I add a sub-category?

1. In Budget, choose Add sub-category (or the + on a category's row).
2. Pick the Category.
3. Type the Sub-category name, for example "Flights".
4. Enter the Budget envelope and pick its Currency.
5. Choose Add sub-category.

To rename a sub-category, click its name in the table and type. To change its envelope, click the amount and type a new one. The trash icon on its row deletes it; its lines become unassigned and need a new sub-category.

How do I add a budget line?

1. Choose Add line (or the + on a sub-category's row, which fills in the sub-category for you).
2. Pick the Category and Sub-category. + New sub-category under the picker makes one on the spot.
3. Type the Line item name.
4. Enter the Charge amount and pick the Currency.
5. Under Assign to show(s), leave it tour-wide or tick one or more shows.
6. Set the Status and the Cost type, and an Account code and Notes if you use them.
7. Choose Add line.

A line assigned to several shows is split evenly between them in the CFO view and in Settlement.

How do I edit or delete a budget line?

• Click the amount in the Pre-event column to change it in place.
• Change the status with the status picker on the row, and the currency with the Cur picker.
• Choose the pencil icon on the row for the full Edit budget line form, then Save changes.
• Choose the trash icon to delete the line.

To change many lines at once, tick their boxes. A bar appears where you can Delete them, Change status…, Move to sub-category… or Reassign show(s)… (including Tour-wide (no show)). Clear unticks them.

What do the cost types mean?

• Shared expense (hits settlement): a show cost that comes off the gross in the show's settlement. This is the default.
• Internal cost (our cost): your own cost. It counts in your budget but stays out of the settlement.
• Money in (merch net, sponsorship): income, not a cost. It counts as revenue in the CFO view.

The pills above the table (Consolidated, Internal, Shared, Money in) filter the table by cost type.

What do the statuses mean?

Each line is Pending, Review, Approved or Done. Lines that are Approved or Done count as committed spend in the CFO view. Lines that are Pending or Review are listed on the CFO view's Approvals tab.

How do I request approval for an overage?

1. On a line that has gone over its budget, choose @ Request approval under its status.
2. Under Request approval from, pick a teammate.
3. Add a Message (optional), for example why the quote went up.
4. Choose Send request.

The request appears on the approver's My day under Awaiting your approval, and a note is added to the line. Once a request exists, the badge on the line shows who it went to and where it stands; click it to see the Approval chain.

How do I approve or deny a budget request?

Open My day: requests sent to you are under Awaiting your approval. Choose Approve or Deny, or Open to see the approval chain first. You can also click the approval badge on the line in Budget. Approving sets the line to Approved. Only the person the request was sent to can resolve it, or an Owner, Company Admin, Finance or Legal seat.

How do I add notes or comments to a line?

Choose the speech-bubble icon on the line. The Notes window shows the thread; type in Add a comment… and choose Post comment. Approval requests and decisions are added to the thread automatically. Anyone who can read the budget can comment.

How do I see the budget for one show?

At the top of Budget, switch from Tour to By show and pick the show in the picker next to it. Choose Tour again to see everything. You can also sort the table by show with the Show column heading.

How do I find lines that need attention?

Use the filter pills above the table: All, Over budget, Flagged (over their envelope or waiting on an approval) and Pending approval. Search line items… finds lines by name. Grid lines and Compact change how the table looks.

How do I import my chart of accounts?

1. Choose Import chart of accounts (also on the empty budget).
2. Choose a CSV or Excel (.xlsx) file, up to 15 MB. Download a template gives you an example layout.
3. Choose Continue.
4. Match each part of the budget to a column: Category (section), Sub-category, Line item (account name), Account code, Account type, Budget amount, Currency. Only the line item and category are needed. If the file has several sheets, pick the Sheet.
5. Check the options: First row has column names, A blank category or sub-category repeats the one above, Use only my chart's categories, Rows with no category go under, and Currency when the file has none.
6. Check the preview, then choose Import (the button shows how many line items).

Each section becomes a category, each group a sub-category and each account a line item with its account code. Accounts already in the budget are left as they are. Balance-sheet accounts (assets, liabilities, equity) and total rows are left out, and income accounts come in as money in. Only the first 5,000 rows are read.

Can GigOps match the import columns for me?

Yes. When your file has a header row and GigOps cannot tell which column holds the line item or the amount, it uses AI to suggest the match, and a message says how many more columns it matched. Always check the matches before you import. If AI is not switched on for your workspace, you match the columns yourself in the same screen.

How do I export the budget?

Choose Export. A budget.csv file downloads with the category, line item, account code, vendor, cost type, currency, budget, pre-event amount, variance and status of every line. It opens in Excel or Google Sheets.

Where do account codes come from?

Account codes are your own coding (GL accounts, cost centres, job codes). Add them in CFO view > Categories > Account codes, then pick one in the Account code field of any budget line. The code shows on the line and in the export.

Why can't I add or change budget lines?

Editing the budget is for Owner, Company Admin, Tour Manager, Finance and Legal seats. View only reads it. Ops and Coordinator seats see budget totals on My day only, unless a Company Admin opens Budget for them under Users & access > Team > Access.