🚨 Approvers see the impact on the budget from the Requests tab, before they approve. However, the budget is only impacted when the request is approved by a manager. 🚨

View more details on a budget

  • Click on the budget that you wish to check in Settings > Budgets

  • Have a look at the used, committed and available amounts.

    A used amount is a payment that occurred or a payment that will soon occur (validated by finance teams). Once a spending is considered as used, we are 100% confident that it impacts the budget.

    A committed amount comes from a spending request approved by operational managers. We are close to be sure that this will impact the budget, we consider it as incurred on the budget.

    Available is the amount that has not been committed or used on the budget.

When is a request committed / used ?

Cards

We consider a single-purchase card as committed to the budget when approved by managers and used in the budget when payment is made.

We consider a recurring card as committed to the budget when approved by managers and used in the budget when payment is made.

We consider a physical card as used in the budget when payment is made.

Invoices

We consider an invoice with Purchase Order as committed to the budget when invoice is approved by managers and used in the budget when invoice is validated by finance teams.

We consider an invoice without Purchase Order as committed to the budget when Purchase order is approved by managers and used in the budget when invoice is validated by finance teams.

Expense claims

We consider an expense claim as committed to the budget when approved by managers and used in the budget when validated by finance teams.

What happens when the budget used is over the budget planned?

You will get an error message. If you click on the warning sign (here 107%) you can see all payments linked to this budget, grouped by type of expense. If there's an error of cost center on one of the payments, you can go to the Payables page and edit the cost center of the payment.

How approvers see the budget in Requests

As an approver, you'll see the impact of a request on the total budget. You can check budget details if needed before validating a request or not.

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