How To: Request Budget Variation on an Engagement Order

Note:
-    To submit a variation request, the Engagement Order status must be “Work in Progress”.

How to Request a Budget Variation:

1. Locate the specific engagement order for which you wish to request a Budget Variation. You can do this by using the Find Orders screen or directly through the Matter screen where the order exists. If you're not sure how to access a Matter, refer to the Searching for Orders and Matters guide.
    
2. Click the Action/Acquire/Takeover button next to the engagement order.

3. Scroll to the bottom of the engagement order and click the Initiate Budget Variation button.

• The Budget tab is selected, and the Edit Budget window opens.
• The Total Approved Limit (N1) and Total Requested Limit (N2) for this order will be shown. 

Note: Budget amounts exclude GST and only apply to costs claimed through LPG (e.g., legal costs).

4. To request a Total Budget, enter the new total (not just the increase).
   •    Example: If the current budget is $50,000 and you need $60,000, enter 60,000. 

Note: The total requested field can only be edited if there have been no Budget Allocations Defined.

5. To define a budget for a cost category:
   1. Select a category from the Allocation dropdown
   2. Enter the amount for the category
   3. Click Add
      • Repeat for each category needing an allocation
      • The Requested Limit $ will be updated automatically as you go

Note: 

• Users can update the requested limit on pre-existing cost categories.
• Users can remove allocation lines using the switch in the “Remove” column.

6. Once all budget details are entered, click Save and Close. You’ll be taken to the Budget Variation not yet Submitted screen.
7. Add a Comment
   • Enter a reason for the budget variation and any notes (e.g., "Initial budget"). 

6. Submit/Cancel the Variation Request
   • Click the Request Budget Variation button to submit the request.
   • Click the Cancel Budget Variation button to cancel the request. 
   • The Status will change to REQUEST FOR VARIATIONS, and the Client will review and either approve or reject the variation.

Note: No claims can be made until the variation request is approved by the Client.