# Finance Module

# Finance: Introduction

# Finance Module Summary

The Finance Module allows individuals to create and manage simple budgets. Individual budget items and any relevant attachments can be added to budgets and deducted from the balance. Budget item approval and its related notifications are fully customizable, including alerts for when the remaining budget amount or percentage drops below a chosen threshold.

<p class="callout info"><span style="white-space: pre-wrap;">There is no Settings Page in the Finance Module. Module Levels for the Finance Module can customized through the Access Level Tabs of the Site Settings Module. </span></p>

<details id="bkmrk-how-to%3A-create-a-new"><summary>How To: Create a New Module Level (Finance Module)</summary>

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</details>

# Understanding Budgets and Budget Items

The Active Budgets Table shows summary information regarding all active budgets on the Active Tab of the Budgets Page in the Finance Module. Closed and archived budgets utilize the same page, but they are housed separately on the Closed and Archived Tabs of the Budgets Page.

<span style="white-space: pre-wrap;">Within the budget table, account information fields are used as the column headers. The default columns are Account, Name, Most Recent Activity, Outstanding Items, Attachments, Pending Approvals, Total Budget, Amount Used, Amount Remaining, and Actions. However, any desired field can be created by an administrator. </span>

<details id="bkmrk-how-to%3A-add-a-custom"><summary>How To: Add a Custom/Additional User Account Information Field</summary>

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</details><span style="white-space: pre-wrap;">The Active Budgets Table can be customized on the Table Defaults Tab of the Site Settings Module. </span>

<details id="bkmrk-how-to%3A-edit-the-fin"><summary>How To: Edit the Finance Module Active Budgets Table</summary>

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</details>This would include any additional fields created as discussed above as well as other existing account fields.

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/3jPimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/3jPimage.png)

The “Add New Budget” button is available from any tab on the Budget Page.

Within the Finance Module, Account refers to the individual whose account is linked to the budget as its owner. If the account that created the budget is archived or deleted, it can impact the budget status depending on the budget settings selected.

A variety of icons are used to navigate the budget table and actions associated with it. They are explained in the Budget Icon Explanations Table Below.

<table id="bkmrk-budget-icon-explanat"><colgroup><col style="width: 120px;"></col><col style="width: 727px;"></col></colgroup><tbody><tr><td colspan="2">**Budget Icon Explanations**

</td></tr><tr style="height: 10px;"><td>**Icon**

</td><td>**Explanation**

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/j8bimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/j8bimage.png)[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/M3yimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/M3yimage.png)

</td><td>This sort ascending and sort descending icons indicate that the column that is being used to sort the table. The stair step to the right of the arrow indicates if the information is ascending or descending (alphabetically or numerical value).

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/uRRimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/uRRimage.png)

</td><td>The down and up arrow icon indicates that this column is currently not being used for sorting. Clicking this icon will result in the table being sorted by these entries, and the icon will change to the ascending icon shown above.

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/HpNimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/HpNimage.png)

</td><td>This icon is present if the tabular information does not fit entirely on your screen. Selecting it will expand the information below the entry row so that all information for the entry can be visible at once.

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/weUimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/weUimage.png)

</td><td>The eyeball icon is used to view a budget and opens the Budget Items Per Budget Table.

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/8E4image.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/8E4image.png)

</td><td>The pencil icon is used to edit a budget and opens the Edit Budget Modal.

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/Rxeimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/Rxeimage.png)

</td><td>The bell icon is used to Add a budget alert and opens the Add Alert Modal. This alert allows individuals or those with a specific certification role to receive notification what a budget fall below a specified percent or amount of funds remaining.

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/bUwimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/bUwimage.png)

</td><td>The checkmark icon is used to edit approvers and opens the Edit Approvers Modal where individual accounts or certification roles are identified as an approver and notification settings for budget approval and / or rejection are established.

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/7Ayimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/7Ayimage.png)

</td><td>The power icon is used to close an active budget.

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/MEMimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/MEMimage.png)

</td><td>The file box icon is used to archive a budget that is active or closed.

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/NvIimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/NvIimage.png)

</td><td>The restore icon is used to open a budget that has been closed or archived.

</td></tr><tr><td>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/2B7image.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/2B7image.png)

</td><td><span style="white-space: pre-wrap;">The trash can icon is used to delete a budget. </span>

<p class="callout info">To delete a budget, it must first be archived.</p>

</td></tr></tbody></table>

<span style="white-space: pre-wrap;">When an individual elects to view a budget, it opens the Budget Items Per Budget Table which shows detailed information about each individual budget item. Like the active budget table, this is also customizable. Account Information fields are used as the column headers. The default columns are Item Name, Date, Invoice Number, Attachment (s), Amount, Remaining Funds, Notes, Approval Status, Approve/Reject, Paid, and Actions. However, any desired field can be created by an administrator. </span>

<details id="bkmrk-how-to%3A-add-a-custom-1"><summary>How To: Add a Custom/Additional User Account Information Field</summary>

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</details><span style="white-space: pre-wrap;">The Active Budgets Table can be customized on the Table Defaults Tab of the Site Settings Module. </span>

<details id="bkmrk-how-to%3A-edit-the-fin-1"><summary>How To: Edit the Finance Module Budget Items Per Budget Table</summary>

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</details>This would include any additional fields created as discussed above as well as other existing account fields.

<span style="white-space: pre-wrap;">When viewing a specific budget, the “Add Budget Item” button is available to the right of the page header. </span>

<details id="bkmrk-how-to%3A-add-a-budget"><summary>How To: Add a Budget Item</summary>

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</details>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/XV9image.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/XV9image.png)

Each budget will show as an individual tab allowing for more efficient access. The clickable link “Back to Budgets” will take an individual to the Active Tab of the Budgets Page. Action icons show above a filter that allows an individual to search for specific budget items within a singular budget.

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/2Eeimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/2Eeimage.png)

# Understanding Budget Item Approval and Approval Notifications

Budget items do not require approval by default. There is an ability to customize approvals. Approvers can be individuals or certification roles, and can be required or optional. If a certification role is required to approve a budget item, approval can be granted if one individual with the certification role approves the item or all can be required to approve the item as well.

There are two checkboxes associated with adding an approver, although neither is required. The first is in regards to when approval will be given. The “Only allow approval when all above required groups have been given approval” checkbox will not mark a budget item as approved until all required groups have approved the item.

The second checkbox impacts when alerts regarding a budget will be sent. The “Send alerts to all approvers in this group when their approval is required for a budget item” opens an additional checkbox when selected. Select the “Only send an alert to this group when all above required groups have been given approval” if you want the alert set after all required signatures have been received.

There are five options of who the system should notify when a budget has received all required approvals or when it has been rejected: the user who submitted the budget item, the users who have approved the budget item, all users in all approval groups, the account holder, and the account holder’s supervisor(s). Multiple, all, or no checkboxes can be selected.

<details id="bkmrk-how-to%3A-set-%2F-edit-a"><summary>How To: Set / Edit a Budget's Approvers and Approval Notifications</summary>

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</details><details id="bkmrk-how-to%3A-submit-a-bud"><summary>How To: Submit a Budget Item for Approval</summary>

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</details><details id="bkmrk-how-to%3A-unlock-a-sub"><summary>How To: Unlock a Submitted Budget Item for Editing</summary>

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</details><details id="bkmrk-how-to%3A-resubmit-a-b"><summary>How To: Resubmit a Budget Item for Approval after Edits Are Made</summary>

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</details>

# Understanding Budget Alerts

Any budget can have customized alerts that notify individuals or certification roles when the amount or percentage remaining of a budget falls below a specified threshold.

<details id="bkmrk-how-to%3A-add-a-budget"><summary>How To: Add a Budget Alert</summary>

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</details>

# Finance Module: Module Level Permissions

The default permissions that are granted to each module level in the Finance Module are managed through the Access Levels Tab of the Site Settings Module.

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/jtCimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/jtCimage.png)

There are four base Module Levels with default permissions in the Finance Module that cannot be altered by the user:

<table id="bkmrk-finance-module---mod"><colgroup><col style="width: 240px;"></col><col style="width: 588px;"></col></colgroup><tbody><tr><td colspan="2">**Finance Module - Module Level Permissions Table**

</td></tr><tr><td>**Module Level**

</td><td>**Permissions**

</td></tr><tr><td>Admin

</td><td>Can access active budgets, Can access closed budgets, Can access archived budgets, Can view accessible budgets assigned to me, Can view accessible budgets of supervised users, Can view accessible budgets of all users, Can submit budget items for approval for budgets assigned to me, Can submit budget items for approval for budgets of my supervised users, Can submit budget items for approval for all budgets, Can edit existing budget items for viewable budgets (including the notes field), Can edit existing budget item notes field, Can create and delete budget items for viewable budgets, Can edit budgets, Can create and delete budgets, Can mark budgets paid, Can archive and un-archive budgets, Can close and open budgets

</td></tr><tr><td>Supervisors

</td><td>Can access active budgets, Can access closed budgets, Can access archived budgets, Can view accessible budgets assigned to me, Can view accessible budgets of supervised users, Can submit budget items for approval for budgets of my supervised users, Can edit existing budget items for viewable budgets (including the notes field), Can edit existing budget item notes field, Can create and delete budget items for viewable budgets, Can archive and un-archive budgets, Can close and open budgets

</td></tr><tr><td>Employees

</td><td>Can access active budgets, Can access closed budgets, Can access archived budgets, Can view accessible budgets assigned to me

</td></tr><tr><td>Observer

</td><td>Can access active budgets, Can access closed budgets, Can access archived budgets, Can view accessible budgets of all users

</td></tr></tbody></table>

<span style="white-space: pre-wrap;">Customized Module Levels can be created. </span>

<details id="bkmrk-how-to%3A-create-a-new"><summary>How To: Create a New Module Level (Finance Module)</summary>

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</details>

# Customizable Tables in the Finance Module

<span style="color: rgb(68, 68, 68); background-color: rgb(255, 255, 255);">There are two tables in the Finance Module than can be customized for your organization's specific needs.</span>

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/scaled-1680-/h0Iimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/h0Iimage.png)

<span style="color: rgb(68, 68, 68); background-color: rgb(255, 255, 255);">The Active Budgets Table (on the Active Tab of the Budgets Page of the Finance Module), the Budget Items per Budget Table (on a specific budget's Details Page) are customizable.</span>

<details id="bkmrk-how-to%3A-edit-the-fin"><summary>How To: Edit the Finance Module Active Budgets Table</summary>

<span style="color: rgb(68, 68, 68); background-color: rgb(255, 255, 255);">{{@99}}</span>

</details><details id="bkmrk-how-to%3A-edit-the-fin-1"><summary>How To: Edit the Finance Module Budget Items Per Budget Table</summary>

<span style="color: rgb(68, 68, 68); background-color: rgb(255, 255, 255);">{{@100}}</span>

</details><span style="color: rgb(68, 68, 68); background-color: rgb(255, 255, 255);">Customizable user account information fields can be created and utilized in the tables as needed.</span>

<details id="bkmrk-how-to%3A-add-a-custom"><summary>How To: Add a Custom / Additional User Account Information Field</summary>

<span style="color: rgb(68, 68, 68); background-color: rgb(255, 255, 255);">{{@856}}</span>

</details>

# Finance: Module Pages

# Budgets Page: Active / Closed / Archived Tabs

The Budgets Page of the Finance Module is comprised of five tabs: Active, Closed, Archived, Reports, and Settings. The active tab you’re on is designated by the white coloration.

The “Add New Budget” button will show to the right of the budget header, regardless of which tab is open.

<details id="bkmrk-how-to%3A-add-a-new-bu"><summary>How To: Add a New Budget</summary>

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</details>[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/Zcaimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/Zcaimage.png)

<span style="white-space: pre-wrap;">All budgets are grouped as active, closed or archived, and are shown in budget tables on the different tabs. A budget is only visible to account users if they are listed as the account holder of the budget or if they are listed as an approver on the budget. </span>

<p class="callout info">If an individual is not associated with a budget as the account holder or an approver, they cannot be given visibility.</p>

<span style="white-space: pre-wrap;">An explanation of the budget table can be found under the Understanding Budgets and Budget Items of the User Manual. </span>

To open a budget (regardless of its status), you can click directly on the budget name or click the eyeball icon in the action column of the table.

The actions available in the budget table vary by tab.

<table id="bkmrk-actions-available-in"><colgroup><col style="width: 94px;"></col><col style="width: 759px;"></col></colgroup><tbody><tr><td colspan="2">**Actions Available in the Budget Table Based on Status**

</td></tr><tr><td>**Tab**

</td><td>**Actions Available**

</td></tr><tr><td>Active

</td><td>View Budget, Edit Budget, Add Budget Alert, Edit Approvers / Notifications, Close Budget, and Archive Budget

</td></tr><tr><td>Closed

</td><td>View Budget, Make Budget Active, Archive Budget

</td></tr><tr><td>Archived

</td><td>Make Budget Active, Delete Budget

</td></tr></tbody></table>

# Budgets Page: Reports Tab

The Reports Tab highlights system reports from the Reports Module that are relevant to budgets. System Reports displayed on the Reports Tab include the Budget Summary Report, Pending Approvals Report, and Approval Status Report.

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-04/scaled-1680-/1eKimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-04/1eKimage.png)

The System Budget Report Fields by Report Table below states each of the fields included in the report.

<table id="bkmrk-system-budget-report"><colgroup><col style="width: 240px;"></col><col style="width: 618px;"></col></colgroup><tbody><tr><td colspan="2">**System Budget Report Fields by Report**

</td></tr><tr><td>**Report Name**

</td><td>**Report Fields**

</td></tr><tr><td>Summary

</td><td>Account, Budget Name, Amount Used, Total Budget, Percent Used

</td></tr><tr><td>Pending Approval

</td><td>Account, Budget, Budget Item, Data, Invoice Number, Attachment(s), Amount, Approve / Reject

</td></tr><tr><td>Approval Status

</td><td>Account, Student ID, Email, Budget, Budget Item, Date, Invoice Number, Attachment(s), Amount, Remaining Approvers

</td></tr><tr><td>All Budget Items

</td><td>Account, Budget, Budget Item, Date, Invoice Number, Attachment(s), Amount, View Budget Item

</td></tr><tr><td>Rejected Budget Items

</td><td>Account, Budget, Budget Item, Date, Invoice Number, Attachment(s), Amount, View Budget Item

</td></tr></tbody></table>

<span style="white-space: pre-wrap;">Each report listed is a clickable link that will open in the Reports Module. A details explanation of the Report Page can be found in the User Manual under the Reports Module. </span>

# Budgets Page: Module Settings Tab

The Module Settings Tab allows an individual to customize settings for archived budgets and settings for budget deletion.

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/TnCimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/TnCimage.png)

Budgets will automatically be archived when the user account associated with the active budget is archived. Un-archiving a user will result in the automatically archived budgets to return to their previous state (active or closed). If the budget was manually archived before the user was archived, the budget will remain archived. You can deselect the “Archive budgets when associated user account is archived” checkbox if you do not want budgets to be archived when associated user accounts are archived.

Selecting the “Delete budgets when associated user account is deleted” checkbox will result in budgets being automatically deleted when the associated user account is deleted. When this budget setting is selected, an additional checkbox becomes available. If the “Only delete “empty” budgets with no recorded budget items” checkbox is selected, a budget will not be deleted if there are budget items recorded within the budget.

<p class="callout info">Changes must be saved by clicking the “Save” button in order for the settings modifications to be recorded by the system.</p>

# Invoices Page

The Invoices Page is populated with data from the FS Pro Integration that was built for and only accessible by a specific client’s servers and thus, is presently non-functional for other clients.

# Finance: Supplemental Resources

# Finance Module Email Alert Summary

<span style="white-space: pre-wrap;">Users can enable and set their own notification preferences for system emails on the Notifications Tab of the My Accounts Page in the Accounts Module. </span>

<details id="bkmrk-how-to%3A-edit-email-r"><summary>How To: Edit Email Report/Alert Notification Settings for Existing Accounts</summary>

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</details><table id="bkmrk-finance-module-email"><colgroup><col style="width: 504px;"></col><col style="width: 511px;"></col></colgroup><tbody><tr><td colspan="2">**Finance Module Email Alerts Summary Table**

</td></tr><tr><td>**Email Alert**

</td><td>**Digestible**

</td></tr><tr><td>Budget Item Approved

</td><td>Can be sent via digest

</td></tr><tr><td>Budget Item Rejected (Can Submit)

</td><td>Can be sent via digest

</td></tr><tr><td>Budget Item Rejected (Cannot Submit)

</td><td>Can be sent via digest

</td></tr></tbody></table>

<p class="callout info">Administrators can update the system default settings (including whether they are sent in real time or digestible) for alert emails on the Settings Page of the Communications Module.</p>

# Complete List of Finance Module How Tos

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