> ## Documentation Index
> Fetch the complete documentation index at: https://control-dev.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Run a budget round

> Give each budget owner a scope of a plan version to fill by a due date, require a reason for every change, review the submissions, and approve the version when the round closes.

Use a budget round when several people fill parts of one plan version. The round gives each owner a scope, such as an entity or a cost centre, a due date, and instructions. Owners plan inside their scope and submit it for review; reviewers approve a scope or send it back; closing the round approves the version. Every change made during the round is listed with its reason, so the approved version carries its own audit trail.

## Who does what

| Role | What they do |
| - | - |
| Round owner | Sets up the round: the plan version, the scopes and their owners, reviewers, due date, instructions, and reminders. |
| Scope owner | Changes the values inside their scope, gives a reason for each changed row, and submits the scope for review. |
| Reviewer | Approves a submitted scope or sends it back with a note. |

A scope owner needs edit access to the budget. Reviewers and round owners see the round's progress on its board.

## Before you begin

* Create the plan version the round will work on, for example a copy of last year's approved version. See [Plan and review a budget](https://control-dev.mintlify.site/product-docs/budgets/plan-and-review.md).
* Decide the scopes: which entities or dimension items each owner is responsible for, and who reviews them.

## Set up and start a round

1. Open the budget in [**Budgets**](https://app.control.dev/budgets) (Budgets) and select **Start a budget round**.
2. Under **Details**, give the round a **Name**, choose the **Plan version**, set the **Due date**, and write the **Instructions for owners**: what to plan, from which starting point, and what every change needs. Attach **Files for owners** when the instructions refer to a document.
3. Under **Scopes and owners**, add a scope for each owner: pick the **Entities** or **Dimensions** the scope covers, the **Owner**, and the **Reviewer**. Leave **Default reviewer** set to use one reviewer for every scope.
4. Under **Rules**, choose whether every changed row needs a reason. Under **Reminders**, set how many **Days before** the due date and how often after it owners are reminded.
5. Save a draft and use **Preview as** to see the budget the way one owner will see it.
6. Select **Start round**. Owners are notified by email and see the scope under **My tasks**.

## Fill a scope and submit it

1. Open the task from **My tasks** in the sidebar, or open the budget. The scope, its state, due date, and the instructions sit above the grid, and cells outside the scope are read-only.
2. Change the values in the scope. For each changed row, write a reason that says what changed and why. Rows without a reason are marked until they have one.
3. Select **Submit for review**. The reviewer is emailed, and the scope is read-only for you until it is approved or sent back.

A scope that comes back shows the reviewer's note. Change what is needed and submit again.

## Review and close the round

1. Open the round's board from the budget. It lists each scope with its **Owner**, **Reviewer**, **State**, last activity, and whether it is overdue, and a **Digest** of what changed.
2. Open a submitted scope. Its changed rows show the amount when the round opened, the amount now, and the reason.
3. Select **Approve**, or **Send back** with a note under **Your decision**.
4. When every scope is approved, select **Close round and approve version**. The version is locked and shows **Approved** in the budget switcher.

A version cannot be approved while its balance sheet does not balance or does not reconcile to cash. Fix the balance sheet, or approve the version with a reason under **Versions**, then close the round.

## Work on a round from an AI client

An AI client connected to Control's Model Context Protocol (MCP) server can take part in a round for the person who connected it.

| Tool | What it does |
| - | - |
| `list_my_budget_round_tasks` | Lists the scopes the person fills and the submissions waiting for their review, with the round's due date and instructions. |
| `get_budget_round_scope` | Reads one scope: every row changed since the round opened, each changed month, and the reason that covers it. |
| `submit_budget_round_scope` | Submits the person's scope for review. It is refused while a changed row still needs a reason. |

Values are written with the ordinary budget tools, and each write needs an explanation; see [Explain budget values and attach source files](https://control-dev.mintlify.site/product-docs/budgets/explain-budget-values.md).

## Verify the result

* Each scope on the board reads **Approved**, and the version carries the **Approved** tag in the budget switcher.
* The budget's **History** lists every change made during the round with its reason and author.

## Troubleshooting

| Problem | Resolution |
| - | - |
| **Submit for review** is refused | The round requires a reason on every changed row. The message names the rows; add the reasons and submit again. |
| An owner cannot edit a cell | The cell is outside their scope, or the scope is submitted and waiting for review. |
| The version could not be approved | The balance sheet does not balance or reconcile to cash. Correct it, or approve the version with a reason under **Versions**. |
| An owner did not get the email | Check the owner's notification settings under **My tasks**, and that the round was started, not only saved as a draft. |

## Next steps

* [Plan and review a budget](https://control-dev.mintlify.site/product-docs/budgets/plan-and-review.md) to lock the approved version and compare it with actuals.
* [Compare actuals with plans](https://control-dev.mintlify.site/product-docs/reporting/compare-to-plans.md) once the approved version is the comparison point.


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