1.3.2 Scheduled vs. ad-hoc runs

There are two ways a budget run gets started, depending on whether you’re running production budgets or just testing.

Scheduled runs (recommended for production)

Each association has a Budget Delivery action item scheduled on its Vantaca calendar. When the date hits, the XN is auto-created and routed to HOAi — no manual work. You’ll see the draft show up in the Vantaca action item, linked to the HOAi proposal.

Setting up the schedule: add the Budget Delivery event to one association’s Vantaca calendar, then copy it to every other relevant association. Vantaca’s Association Calendar Instructions cover creating the calendar event and copying it across associations.

Ad-hoc runs (testing or re-runs)

Trigger a one-off draft for any association whenever you want:

• From HOAi: the Run Budget button on the Budgets page — see Run a budget with “Run Budget”.
• From Vantaca: Action Items → create a new XN, select Budget Delivery as the action type, starting in the first step. (Want to use a different action item? Tell your FDE which step you’d like the budget to generate on and they can configure it.)

ℹ️ Not the Run Budget button. When a Budget Delivery action item runs in Vantaca, HOAi posts a note on it with a link to the proposal (see Running a budget). The Run Budget button in HOAi is treated as a personal test run — it posts no note on the Vantaca XN, and the draft does not appear in the HOAi Work queue.

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↩ Part of Running a budget · Budgets — Start here