How do I add budget codes to the company account?

In this article, you’ll learn how to add budget codes manually or import them in bulk using an XLSX file, helping you streamline your estimating process.

Overview

Budget codes help streamline the estimating process by allowing you to quickly pull in predefined categories and line items relevant to your estimate. Instead of adding items manually each time, you can store budget codes in your company account and import them as needed.

You have the option to add budget categories and line-items manually or uploading them in bulk. Additionally, you can upload more items at any time, whether manually or in batches.

Manually Adding Budget Codes

To manually add budget codes, click 'Sales' in the top menu and navigate to the 'Budget codes' tab. From here:

1. Select 'Add category' to create your initial budget category, or choose 'Add a line item' to begin with an individual line item. After adding your first category or line item, you can continue to expand your budget code structure by adding more categories and budget codes as needed.
   
   1. Click the plus sign to create a new subcategory within a category.
   2. Use the three lines with a plus sign to create a line item within a category.
   3. Add cost codes to categories, subcategories, and line items.
   4. 'Add names to categories, subcategories, and line items.
   5. Add a unit of measurement (only applicable to line items).
   6. Add a unit price to line items—unit prices will be included when adding budget codes to an estimate.
   7. Add comments to categories, subcategories, and line items.
   8. Upload an XLSX file containing budget categories—the imported categories will appear at the bottom of the list.
   9. Use the red cross to delete categories, subcategories, and items. Categories and subcategories can only be deleted once all underlying items have been removed.
   10. Click ‘Add a category’ to create a new category.
   11. Click ‘Add a line item’ to create a standalone line item.

Importing Budget Codes via Spreadsheet

For bulk importing, you can upload an XLSX file containing budget codes. Click 'Sales' in the top menu row and navigate to the 'Budget codes tab' and follow these steps:

1. Click ‘Import XLSX’ in the Budget codes tab (located in the top right corner if you already have items in the list).
2. Download the example template file.
3. Fill out the template using the correct format (explained below).
4. Upload the completed file back into Planyard

Spreadsheet Format

Each column in the spreadsheet defines a specific part of your budget structure:

1. Category level - defines whether an entry is a main category, subcategory, or line item. There are no limits to how many subcategories you can add, allowing for a fully customizable structure.
   • 1 → Main category
   •  2 → Subcategory under the main category
   •  3, 4, 5, etc. → Further subcategories as needed
   •  Blank → Line item under the last defined category or subcategory
2. Cost code - assigns unique identifiers to categories and items for easier tracking. Optional but recommended.
3. Line item - The name of the category or line item
4. Unit - The unit of measurement (e.g., kg, m, pcs)
5. Unit price - Optional; sets a predefined price per unit, which will be included in the estimate if used
6. Comments – Optional; additional notes for reference