# Using Study Budget Tracking

Manage your cash flow and cost drivers in Veeva Payments by defining your planned budget amounts to match external models, then combine them with _Payable Items_ to track spending across _Studies_, _Study Countries_, and _Study Sites_.

If your Vault is configured to include _Budget Categories_ on all _Fee_ and _Payable Item_ records, Vault automatically calculates the _Paid_ amounts for each _Budget Category_ based on the status and check date of _Payable Items_. This allows you to compare your actual expenses to the defined study budgets and easily identify areas that are under- or over-performing.


<div class="note-border alert-info">
  <div class="alert alert-info" role="alert">
    <div><i class="far fa-info-circle"></i></div>
    <div class="alert-text">
      <p><strong>Note</strong>: Veeva Payments is an add-on product available for CTMS Vaults. Note that some <a href="/en/lr/71877/">configuration from an Admin</a> is needed before you can track study budgets in your Vault.</p>
    </div>
  </div>
</div>



## Related Objects

  * **Budget**: Allows you to define the expected costs at the study-, study country-, and study site-levels.
  * **Budget Category**: Allows you to group related expenses for a _Study_, _Study Country_, or _Study Site_.
  * **Budget Item**: Allows you to define the itemized costs for a given _Budget Category_ for a specific _Study_, _Study Country_, or _Study Site_.

## Building Study Budgets

For each study, you must define a _Study Budget._  You can add itemized _Budget Items_ within that budget to track costs associated with specific _Budget Categories_. After creating the _Study Budget_, you can create _Country Budgets_ and _Site Budgets_ for each _Study Country_ and _Study Site_ that you want to track spending on.

After creating the _Study Budget_ record and related _Budget Items_, you can create individual _Country Budget_ and _Site Budget_ records, or you can [create country- and site-level budgets in bulk][2].

### Creating Budgets {#creating-budgets}

To create individual _Budget_ records for a _Study_, _Study Country_, or _Study Site_:

  1. Navigate to the _Budget_ section of a _Study_ record and click **Create**.
  2. In the dialog, select the _Budget Type_ you want to create and click **Continue**.
  3. Enter a **Budget Name**. If you are creating a _Country Budget_ or _Site Budget_, select a **Country**. If you are creating a _Site Budget_, select a **Study Site**.
  4. Optional: Enter **Local Currency** and **Planned Amount**.
  5. Click **Save** to create the _Budget_ record.

### Creating Budget Items {#budget-items}

Create itemized _Budget Items_ for _Budget Categories_ you want to track for a _Study_. You can later copy these items to _Country Budgets_ and from _Country Budgets_ to _Site Budgets_ in [bulk][2]. To create study-, study country-, or study site-level _Budget Items_:

  1. Navigate to a _Budget_ record.
  2. In the _Budget Items_ section, click **Create**.
  3. Select a **Budget** and **Budget Category**.
  4. Optional: Enter values in the **Account Code**, **Local Currency**, and **Planned Amount** fields.
  5. Click **Save** or **Save + Create** to create additional records.

## Creating Country & Site Budgets in Bulk {#bulk}

After you create a _Study Budget_ and corresponding _Budget Items_, you can bulk create _Country Budgets_, _Site Budgets_, and related _Budget Items_ for all active _Study Countries_ and _Study Sites_ in your _Study_.

### Creating Country Budgets in Bulk

To bulk create _Country Budget_ records and related _Budget Items_ for all active _Study Countries_, navigate to a _Study_ or _Budget_ record and select **Create Country Budget Records** from the **Actions** menu.

You can also copy the active _Budget Items_ from the _Study Budget_ to a specific _Country Budget_ by selecting **Create Budget Item** from the **Actions** menu of the _Country Budget_ record.

### Creating Site Budget Items in Bulk

To bulk create _Site Budget_ records and related _Budget Items_ for all active _Study Sites_, navigate to a _Study_ or _Budget_ record and select **Create Site Budget Records** from the **Actions** menu.

You can also copy the active _Budget Items_ from a _Country Budget_ to a specific _Site Budget_ by selecting **Create Budget Item** from the **Actions** menu of the _Site Budget_ record.

## Related Permissions {#permissions}

You can complete all steps in this article with the standard _System Administrator_ or _Vault Owner_ security profile. If your Vault uses custom security profiles, your profile must grant the following permissions:

<table class="wbord">
    <tr>
        <td>
            <p> <strong>Type</strong> </p>
        </td>
        <td>
            <p> <strong>Permission Label</strong> </p>
        </td>
        <td>
            <p> <strong>Controls</strong> </p>
        </td>
    </tr>
    <tr>
        <td>
            <p> Security Profile </p>
        </td>
        <td>
            <p> Objects: Budget: Create, Edit </p>
        </td>
        <td>
            <p> Ability to create and edit <em>Budget</em> records. </p>
        </td>
    </tr>
    <tr>
        <td>
            <p> Security Profile </p>
        </td>
        <td>
            <p> Objects: Budget Category: Create, Edit </p>
        </td>
        <td>
            <p> Ability to create and edit <em>Budget Category</em> records. </p>
        </td>
    </tr>
    <tr>
        <td>
            <p> Security Profile </p>
        </td>
        <td>
            <p> Objects: Budget Item: Create, Edit </p>
        </td>
        <td>
            <p> Ability to create and edit <em>Budget Item </em>records. </p>
        </td>
    </tr>
</table>

 [2]: #bulk