Budget Line description
Symptom:
The budget line description has an error/ mistake and I am not able to change the description.
Cause:
Once agreement workflow is approved and award is active, the budget line description is locked for users and cannot be edited. This is because of the downstream implications it will cause. Please read AMS Quick Guide A.01 - Award Budgets page 5. Once an award is active, the only fields that can be edited on the budget table is the budget line amounts.
But AMS support can change budget line description through Amendment is certain cases.
Solution:
AMS Support will only change budget line descriptions when it is a minor error/ mistake.
First confirm with the user what is the reason for the change and to confirm if they have made an error/ mistake in the wording of a budget line description that must be rectified, this is the process below. If the reason is not to correct an error/ mistake then explain to them that we cannot change the budget line description as this gets locked once the award is active. The Changes cannot be done if it is changing the meaning of the existing description line. (If L1 has any doubts about eligibility of certain request they can check with L2 team.)
1 User can submit this request to AMS Support explaining clearly why this budget line description needs to be changed.
2 The award must be at “Amendment Requested” status.
3 Once (1) and (2) met AMS Support(Level 2) will be able to make the required change
4 Once AMS support has updated the relevant budget line description, the award then has to be submitted for
agreement amendment approval and the updated budget lines will need to be approved via the agreement
amendment workflow, as normal.
NB: AMS support will NOT be able to make any amendments to the budget line codes.
If a budget line code has been entered wrong, then an additional budget line with the right code needs to be
added and the original code will need to be zeroed out (unless there is spending against it already – see above).
If a budget line is totally wrong you can make the amount zero and add new budget lines for the country office to spend against. AMS Quick Guide A.01 - Award Budgets
