Orbis Web · Management
Version 2026.10

File budgets: from the list to a saved budget

Learn how to find budgets, create a new one with its client, dates and destination, and use every button on the screen until you turn it into a file. For agency staff who work with Orbis Web.

Key concepts

What Budgets Files is

This is where you prepare a proposal for a client before the trip exists: you record who the client is, for which dates and to which destination, track whether you have delivered it or it has been accepted and, when the client confirms, you turn it into a file without typing the details again.

The screen is under Management › Budgets Files. It has two parts: the list, with all the budgets and their filters, and the record of each budget, which opens when you click New (+) or open an existing one.

Fields in yellowOn the record, fields with a yellow background are mandatory: Budget, Service Start Date and Expiration Date. You also cannot save without choosing a Client.
ImportantServices and actions appear once you saveWhile the budget is new (the breadcrumb shows «Budgets Files › 0»), the Actions menu only offers Currency and Help. Save it first to add services, duplicate it or create the file.
Common procedure

The 5 steps of a budget

Open the listGo to Management › Budgets Files and find the budget with the filters, or click + to create one.
Fill in the recordType the budget name and check the start and expiration dates.
Choose the clientClick … next to Client and select the customer; their contact details are filled in automatically.
SaveClick ✓ (Save). From then on you can add services and use all the actions.
Follow it upTick Delivered, Accepted or Refused and, if the client confirms, create the file from Actions.
Find your module

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Module

List and buttons

What it is for

Seeing all budgets with their client, branch, user and status, sorting them, filtering them by column and exporting them.

When to use it

At the start of the day to review pending budgets, to find a specific one or to produce a report in Excel or PDF.

Task: find, sort and export budgets from the list. Recreation of the screen with sample data.

Step by step

  1. Click New (+) to create a new budget (see Create a budget).
  2. Type in the Filter... box of any column to narrow down the table, or choose Yes or No under Delivered and Accepted. Click a column heading to sort by it.
  3. Use Show/Hide Columns to choose which columns are displayed.
  4. Click Export to Excel or Export to PDF to download the list.
  5. If the table does not show what you expect, click Reset Filters (the crossed-out funnel, top right or at the end of the filter row).
  6. Choose under Show how many records to display per page (10, 50 or 100) and move through the pages with Previous and Following.
ButtonWhat it does
Help (?)Opens the Orbis Web help (wiki.orbisweb.es). It is also under Actions › Help.
ActionsOn the list it only contains Help.
FiltersOpens the advanced filters panel (see Filters and My filters).
My filters (funnel)Save, export and import filter combinations.
Reset FiltersRemoves all the filters applied and returns to the initial view.
New (+)Opens an empty budget record.
Show/Hide ColumnsList of columns with a checkbox each: Id, Name, Description, Notes, Discharge Date, Modification Date, Customer Code, Client, Branch, User, Delivered, Accepted and Date in.
Export to Excel / PDFDownloads the list with the filters applied.
Module

Filters and My filters

What it is for

Searching budgets by branch, date ranges, name, client, client type or product, and saving those searches to repeat them.

When to use it

When column filters are not enough: for example, budgets with services starting next month, or those of a specific branch.

Task: search budgets with the Filters panel and save the search. Recreation of the screen with sample data; the My filters menu is shown open below the panel.

Step by step

  1. Click Filters to open the panel.
  2. Check From Opening Date: it is set to 1 January of the current year, so older budgets do not appear until you change or clear that date. Fill in any other criteria you need.
  3. Click Filter to apply the criteria, or Reset Filters to go back to the initial values.
  4. To repeat the search another day, open My filters (the funnel with an arrow) and click Save filter.
My filters optionWhat it does
Save filterSaves the current filter combination under a name.
Export filtersDownloads your saved filters so you can take them to another computer or browser.
Import filtersLoads filters you exported earlier.
Filters saved on this web browserShows how many you have. They are stored in the browser: on another computer they will not be there unless you import them.
Reactivar Resumen de FiltrosThis link in the top right corner of the panel (shown in Spanish even with the interface in English) displays the summary of applied filters above the table again if you had hidden it.
Module

Create a budget

What it is for

Recording the proposal for a client: name, travel dates, client, project, origin and destination, and its follow-up status.

When to use it

As soon as a client asks you for a price. Saving it early lets you add services and track its status from the list.

Task: fill in and save a new budget. Recreation of the screen with sample data.

Step by step

  1. Type a name that identifies it in Budget (up to 30 characters).
  2. Enter the Service Start Date (the travel date) and check the Expiration Date, the last day the offer is valid.
  3. Click … next to Client and choose the customer. Identity Document, Phone, Mobile Phone, E-mail and Company Name are filled in with their details.
  4. Choose Origin and Destination with their … buttons and, if you need them, Responsible, Project 1 and Project 2 too (see Client, projects and destinations).
  5. Tick Delivered, Accepted or Refused as things progress, adjust the Date Next Contact and add a Description and Notes.
  6. Click Save (✓). To discard the changes and go back to the list, click Exit without saving changes (✗).
FieldWhat it does
Grey headerData calculated by Orbis Web: Opening Date, Modification Date, Last File created, User, Total Amount of the services, % Profit Tax and Change Applied for the currency. They cannot be edited here.
BudgetName of the budget. Mandatory, 30 characters maximum.
Service Start DateDate the trip starts. Mandatory; when you create the budget it is set to today's date.
Expiration DateLast day the offer is valid. Mandatory; Orbis Web suggests a date you can change.
ResponsibleUser in charge of the budget. It defaults to your user; use … to choose another active user.
ClientCustomer for the budget. It can only be filled in with …; you cannot save without a client.
Project 1 / Project 2Customer projects used to classify the budget. You can type them or choose them with … (50 characters maximum).
Origin / DestinationDeparture point and destination. They can only be filled in with ….
Date Next ContactWhen to call the client again. When you create the budget it is set to today's date.
Delivered / Accepted / RefusedStatus of the budget. Delivered and Accepted can be filtered on the list.
Description / NotesFree text: what the proposal includes and internal comments.
Common mistake«You Must Select a Customer» when savingYou have filled in the details but have not chosen a client with the … button (the Client field cannot be typed in). Select the customer and click Save again.
Module

Client, projects and destinations

What it is for

The … buttons on the record open a selection window with a search box, so you can choose an existing record instead of typing it by hand.

When to use it

Whenever the field has … next to it. If the customer or the destination does not exist yet, you can create it from the window itself.

Task: choose the client of the budget. Recreation of the window with sample data; in front of the name, the real screen also shows the customer code with an icon.

Step by step

  1. Type part of the name or NIF in Search and click the magnifying glass.
  2. If the customer does not exist, click New Customer (or New Contact for a contact) and create it without leaving the budget.
  3. Click the selection button (✓ in a circle) on the row. The window closes and the customer's details are copied to the record.
… buttonWindow it opens
ResponsibleList of active Orbis Web users.
ClientCustomers window, with Search, New Customer and New Contact.
Project 1 / Project 2Available projects, taking the chosen client into account. Choose the client first.
Origin / DestinationList of destinations. If one is missing, you can create it in the New Destination window (Destination, Area, Country, Destination Location and ISO3) and click Accept.
Module

Currency

What it is for

Viewing and changing the budget currency and the exchange rate applied to its amounts.

When to use it

When the client wants the price in another currency, or when the exchange rate has changed since you prepared the budget.

Task: change the currency or the exchange rate of the budget. Recreation of the screen with sample data.

Step by step

  1. On the record, click the € button (Currency) or choose Actions › Currency.
  2. To change the currency, click … next to ISO Currency Code and choose the new one.
  3. Check the Current Change; Change Applied shows the rate the budget currently has.
  4. Click Update to apply the currency and the rate to the budget.
Module

Actions and services of a saved budget

What it is for

Once saved, the budget accepts services (hotel, flight…) and new actions: duplicating it, printing it, attaching documents or turning it into a file.

When to use it

After the first Save. Each action saves any pending changes on the record first.

ActionWhat it does
DoubleCreates a copy of the budget after asking for confirmation («Are you sure?») and opens the copy.
New FileTurns the budget into a file, also after confirmation («Create File From Budget»). Its number appears in Last File.
View the latest budget file createdOpens the file created from the budget. If there is none yet, it warns «No file has been created».
PrintGenerates the budget document to hand over to the client.
Document ManagerOpens the budget's document manager to attach or view files.
Change UserAssigns the budget to another active user.
Currency / HelpThe same as on a new budget (see Currency).
Services tabWhat it does
New (+)Adds a service to the budget.
Export to Excel / PDFDownloads the list of services.
Edit / ConsultOpens the service to change it or just to view it.
Duplicate ServiceAsks «How many new services do you want to create from the current one?» and creates that many copies.
Delete serviceDeletes the service after confirmation.
WarningCreating the file is the last stepBefore clicking New File, check the client, the dates and the services: the file is created with the data the budget has at that moment.
Guidelines

Best practices

Names you can find

Put the destination and the reason in Budget («Lisbon getaway», «Rome company trip»): that is what you will see on the list and in the filters.

Save early

Save as soon as you have the client and the dates. You can then add services and the budget is safe.

Keep statuses up to date

Tick Delivered when you send it and Accepted or Refused when you get an answer: the list will tell you what is pending.

Next contact

Set the Date Next Contact to when you want to call the client again, instead of leaving today's date.

Before creating the file
  • The client is the right customer and their contact details are complete.
  • Service Start Date and Expiration Date are correct.
  • Origin and Destination have been chosen.
  • The services and the Total Amount match what was offered.
  • The currency and the applied rate are the ones agreed.
  • You have ticked Accepted.
Support

Common issues

The list is empty or an old budget is missing.The Filters panel applies From Opening Date as 1 January of the current year by default. Open Filters, change or clear that date and click Filter. Also check the column filters or click Reset Filters.
«You Must Select a Customer» appears when saving.Choose the customer with the … button next to Client; the field cannot be typed in.
I cannot type in Phone, E-mail or Company Name.They are the client's details and are filled in when you choose the client. If they are wrong, correct them on the customer record (Management › Customers).
The Actions menu only has Currency and Help.The budget has not been saved yet. Click Save (✓) and the other actions and the Services tab will appear.
View the latest budget file created says «No file has been created».You have not converted the budget yet. Use Actions › New File.
My saved filters do not appear on another computer.They are stored in the browser. Use Export filters on the original computer and Import filters on the new one.
Still not working?Check the help with the ? button on the screen or contact Pipeline support through your usual channel, giving the budget Id, what you were trying to do and the message that appears.