# Top Up a Cost Center

Add a new budget allocation to an existing cost center. This guide walks an admin through navigating to a cost center and recording a budget top-up with a reference name, amount, and financial year.

URL: https://www.procureflow.ai/docs/finance/top-up-cost-center



<Callout type="info" title="Who can use this?">
  Available to <GuideRole>Admin</GuideRole> only. Other roles do not have access to these settings.
</Callout>

<Steps>
  <Step>
    Go to Cost Centers [#go-to-cost-centers]

    1. In the left sidebar, click **Settings**.
    2. Select **Cost Centers** under the **Financial** section.

    The Cost Center Management page lists all cost center groups and their available budgets.

    <GuideNote>
      **Note:**

       If you do not see Settings in the sidebar, contact your organisation administrator.
    </GuideNote>

    <GuideTip>
      **Tip:**

       If the group is collapsed, click the arrow icon next to the group name to expand it and reveal the cost centers inside.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/finance/top-up-cost-center/01.png" alt="Step 1 – Cost Center Management page with cost centers expanded under the Default group" caption="Step 1 – Cost Center Management page with cost centers expanded under the Default group" />
  </Step>

  <Step>
    Open the Cost Center [#open-the-cost-center]

    Click the name of the cost center you want to top up.

    This opens the Cost Center detail page, which shows a summary of:

    * Total budget
    * Available budget
    * Role assignments
    * Current financial year

    <GuideScreenshot src="/docs/screenshots/finance/top-up-cost-center/02.png" alt="Step 2 – Cost Center detail page with budget summary cards at the top" caption="Step 2 – Cost Center detail page with budget summary cards at the top" />
  </Step>

  <Step>
    Open the Budget History tab [#open-the-budget-history-tab]

    Click the **Budget History** tab.

    This shows all previous budget allocations for this cost center, including:

    * Date
    * Reference name
    * Financial year
    * Amount
    * Who created each allocation

    <GuideScreenshot src="/docs/screenshots/finance/top-up-cost-center/03.png" alt="Step 3 – Budget History tab listing all past allocations with an Add Budget button in the top right" caption="Step 3 – Budget History tab listing all past allocations with an Add Budget button in the top right" />
  </Step>

  <Step>
    Click Add Budget [#click-add-budget]

    Click the **Add Budget** button in the top-right corner of the Budget Allocations section.

    A dialog will appear with fields for the reference name, amount, and (if the cost center uses Financial Year budgeting) a financial year selector.

    <GuideScreenshot src="/docs/screenshots/finance/top-up-cost-center/04.png" alt="Step 4 – Add Budget Allocation dialog opens with empty Reference Name and Amount fields" caption="Step 4 – Add Budget Allocation dialog opens with empty Reference Name and Amount fields" />
  </Step>

  <Step>
    Fill in the budget details [#fill-in-the-budget-details]

    Complete all fields in the dialog:

    * **Reference Name**: A label for this allocation, e.g. "Q2 FY2026/2027 Marketing Budget". This is for record-keeping and will appear in the budget history table.
    * **Amount**: The amount to add, in the organisation's currency (SGD in this example). Must be greater than zero.
    * **Financial Year**: Select the financial year this allocation applies to. This field only appears for cost centers set to Financial Year budgeting mode.

    <GuideWarning>
      **Important:**

       Budget allocations are additive. Each top-up adds to the cumulative total budget. There is no way to remove an allocation once it is submitted, so verify the amount carefully before clicking Create.
    </GuideWarning>

    <GuideScreenshot src="/docs/screenshots/finance/top-up-cost-center/05.png" alt="Step 5 – Dialog filled with reference name &#x22;Q2 FY2026/2027 Marketing Budget&#x22;, SGD 10,000, and FY 2026/2027 selected" caption="Step 5 – Dialog filled with reference name &#x22;Q2 FY2026/2027 Marketing Budget&#x22;, SGD 10,000, and FY 2026/2027 selected" />
  </Step>

  <Step>
    Submit and confirm [#submit-and-confirm]

    Click **Create Budget Allocation**.

    After you click:

    * A green success toast notification will appear confirming the allocation was created.
    * The dialog will close automatically and the page will refresh.

    <GuideScreenshot src="/docs/screenshots/finance/top-up-cost-center/06.png" alt="Step 6 – &#x22;Budget allocation created successfully&#x22; toast confirms the top-up was recorded" caption="Step 6 – &#x22;Budget allocation created successfully&#x22; toast confirms the top-up was recorded" />
  </Step>

  <Step>
    Verify the updated budget [#verify-the-updated-budget]

    After the page refreshes:

    * The Budget History table will show the new allocation as the latest entry.
    * The **Total Budget** and **Available Budget** summary cards at the top of the page will also update to reflect the added amount.

    <GuideTip>
      **Tip:**

       If the cost center uses Financial Year budgeting, ensure you selected the correct financial year. Allocations assigned to the wrong (or no) financial year appear as "Not Applied" and are excluded from budget checks.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/finance/top-up-cost-center/07.png" alt="Step 7 – Updated Budget History showing the new Q2 FY2026/2027 allocation row, with the summary cards updated at the top" caption="Step 7 – Updated Budget History showing the new Q2 FY2026/2027 allocation row, with the summary cards updated at the top" />
  </Step>
</Steps>