Budget Set Up Action Type

The Budget Set Up Action Type tracks an association's budget through each step of the review and approval process, and reminds the responsible roles to complete their part. It does not create or change an association's budget. Use the Action Items > All Action Items screen filtered by status to quickly see which associations are Complete, with the board for review, and so on.

Contents

• Create the Budget Set Up Action Type
• Recommended Steps and Rules
• Create Budget Set Up Action Items

Create the Budget Set Up Action Type

1. Navigate to Settings > Action Types/Steps.
2. Click + New Action Type.
   The Create Action Type window opens.
3. Enter the following information:
   • Category: Select Standard.
   • Action Type: Enter Budget Set Up.
   • Send To: Select the roles that need to be available to select in the Send To and Reply To fields on the action type's steps. Vantaca recommends including:
     • Global Administrator
     • Manager
     • Board
     • Accountant
     • Regional Manager
     • Accounting Manager
   • Administrator Role: Leave as 0.
   • Action Type Requirement: Select Require Association.
   • Block Creation: Leave unselected. Selecting this option prevents new Budget Set Up action items from being created.
   • Enable No Email Alerts: Leave unselected. When selected, Vantaca notifies users if an email fails to deliver because the recipient has no email address on file. This setting only applies to this action type.
4. Click Update to save the new action type.

Recommended Steps and Rules

After you create the action type, add steps and rules. For more information, see the "Adding a Step to an Action Type" article. After you add steps, click XN Lab on the action type row to view a visual diagram of the workflow. For more information, see the "XN Lab" article.

Like other action types in Vantaca, the Budget Set Up action type is highly configurable. Vantaca recommends the following basic configuration:

• Create Budget: Send to Manager, reply to Manager. This step does not create a budget in the system, it reminds the manager to create the budget for that association.
• Budget Proposal: Send to Board, auto-advance to Board Review. This step should include the Proposed Annual Budget report.
• Board Review: Send to Board, reply to Manager. The board decides to approve or decline.
• Budget Board Approved: Send to Manager, reply to Manager. This is the next step if the Board Review step's decision is Yes.
• Budget Board Declined: Send to Manager, reply to Manager. This is a next step if the Board Review step's decision is No.
• Additional Info Needed: Send to Manager, reply to Manager. This is also a next step if the Board Review step's decision is No.
• Accountant Finalize Budget: Send to Accountant and Accounting Manager, reply to Manager.
• Budget On Hold: Reply to Manager.
• Budget Complete: Closing step.
• Void: Closing step.

For more detailed information about the available rules, and questions to ask yourself, see the following articles:

• "Action Type Rules"
• "Action Step Rules - Questions to Ask Yourself"

Create Budget Set Up Action Items

After you create the steps and rules for the Budget Set Up action type, create Budget Set Up action items from the Association Calendar or the Association List.

• Association Calendar: Automate the creation of Budget Set Up action items on a given date and time for each association. For more information, see the "Association Calendar Instructions" article.
• Association List: Manually create a Budget Set Up action item for a single association, or create a bulk action item for multiple associations. For more information, see the "How to Create Action Items from the Homeowner or Association List Pages (Bulk Action Item Creation)" article.

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