> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/budget-and-cost-report/budget/edit-budget.md). # Edit budget line items Change amounts, codes, descriptions and notes in the budget table, and add or delete line items. You edit a budget right in its table on the Budget Details page: open it from **Budget & Cost Report** in the sidebar and select the budget's tab. Owners, Super Admins and Managers can use it. Category rows are the budget's line items, and section rows group them (see [Track your budget](/budget-and-cost-report/budget.md)). ## Change an amount 1. On a category row, select the cell in a phase column, such as **Awarded**. 2. Type the amount. 3. Press Enter, or select another cell. Press Esc instead to cancel. The change saves right away, and the sections above the row add it to their totals. If it can't be saved, "Error updating budget item. Please try again." appears and the table shows the saved amounts again. Which amounts you can change: * Phase cells on category rows. * On a "(direct)" row, only the phases where it already has an amount. Enter new amounts on the section's line items instead. * Not section rows. Their amounts add up everything under them, so change the line items inside. * Not transaction rows, the **Uncategorized** row or the pinned **Total** row. * Not the other money columns, such as **Paid**, **Variance** and **Remaining**, which are worked out for you. ### Budgets with ETC and EFC phases If the budget has both an ETC and an EFC phase, changing a line item's ETC amount also recalculates and saves its EFC amount, even when you've hidden the EFC column. The new EFC is the ETC plus everything already spent or committed on that line: its **Paid**, **Unpaid**, **Unapproved**, **Open POs** and **Estimates** amounts. When you change EFC instead, the table shows ETC as the new EFC minus those same amounts. On a "(direct)" row in such a budget, you can change ETC only when the row has both an ETC and an EFC amount. To see how phase names such as ETC and EFC are recognized, see [Set up budget phases](/budget-and-cost-report/budget/phases.md). ## Change a code, description or note 1. On a section or category row, select the **Code**, **Item** or **Notes** cell. 2. Type the change. 3. Press Enter, or select another cell. The change saves right away. If it can't be saved, "Error updating category details. Please try again." appears. You can't edit these cells on the **Uncategorized** row. A "(direct)" row shows its section's code and description, so change them on the section's own row instead. ## Add a line item 1. Select **Add** under the totals card, then select **New Line Item**. To add the line item under a particular row, you can instead select the **...** menu at the end of that row, then select **Add line item**. Either way, the **Add Line Item** window opens, and from a row's menu that row is already filled in as the **Parent**. 2. In **Parent**, choose the section or line item the new one goes under. Leave it empty to add the line item at the top level of the budget. 3. If you want, enter a **Code**. 4. Enter a **Description**. It becomes the line item's **Item**. **Save** stays greyed out until you enter one. 5. If you want, enter a **Total**. 6. Select **Save**. "Line item created" appears, and the new line item shows in the table. * **Total** goes into every phase of the budget except Approved Overages phases, including phases you've hidden. Each phase gets the same amount. Leave **Total** empty to add the line item with no amounts, then enter them in the table. * The **Parent** list has every section and line item in this budget. When you choose a line item, it becomes a section, and its amounts become the sum of the rows under it. * If the parent you choose already has its own amounts or transactions, a note says they stay on it. They show in a "(direct)" row under it and count in its total. Enter new amounts on its sub-items. * **Add line item** isn't in the menu on the **Uncategorized** row or on "(direct)" rows. {% hint style="info" %} If your production uses a chart of accounts, each new line item is also added to the Trial Balance as an Expense account. When a line item has an account there, changing its **Code** or **Item** in the budget table changes the account's code and name too, and deleting a line item with no sub-items deletes its account. Deleting a section keeps the section's account. See [Review your trial balance](/trial-balance/trial-balance.md). {% endhint %} ## Delete a section or line item 1. Select the **...** menu at the end of the row. 2. Select **Delete**. 3. In **Delete budget item?**, select **Confirm**. "Budget item deleted" appears, and the row leaves the table. {% hint style="danger" %} Deleting can't be undone. Deleting a section also deletes everything under it, with their amounts in every phase. {% endhint %} If transactions are coded to the row or to anything under it, the confirmation warns that those transactions have those categories removed. The transactions stay on the production, but they're no longer coded to those categories, so they count in the **Uncategorized** row until you code them again. **Delete** isn't in the menu on "(direct)" rows. {% hint style="warning" %} If RollCredits payroll is turned on for your production, timecards and payroll settings that use the deleted categories lose those categories too. The confirmation doesn't warn about this. {% endhint %} --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://knowledge.rollcredits.io/budget-and-cost-report/budget/edit-budget.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. 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