Budget Purchase
Control purchase spending per allocated budget
Budget Purchase module integrates budget management with purchasing process, automatically checking purchase orders against budget lines and alerting when over-budget.
System tracks actual spending vs budget, blocks or warns when purchase orders exceed budget and creates purchase budget analysis reports.
Key Features
Key points
• Budget Check: Check PO against budget lines
• Over-budget Alert: Alert when exceeding budget
• Approval Workflow: Approve PO per budget
• Real-time Tracking: Track spending in real-time
• Budget Reports: Budget vs actual reports
• Multi-level Control: Control by department/project
Control Process
Steps
1. Setup budget: Set up budget lines for purchase
2. Create PO: Create purchase order
3. Check budget: System checks against budget
4. Alert/Block: Warn or block if over-budget
5. Approval: Approve if needed
6. Track spending: Monitor actual spending
Control Levels
Control levels
| Level | Action | Use case |
|---|---|---|
| Warning | Warn but allow | Flexible, trust buyer |
| Approval | Require approval | Moderate control |
| Block | Block completely | Strict control |
Real-World Scenarios
Key points
• Department budget: Control spending by department
• Project budget: Track purchase costs for projects
• Annual budget: Manage annual purchase budget
Best Practices
Key points
• Set up detailed budget lines by category
• Use analytic accounts for allocation
• Monitor budget utilization regularly
• Configure appropriate approval workflow
• Review and adjust budget periodically
Troubleshooting
Common Issues
| Issue | Cause | Solution |
|---|---|---|
| Budget not checked | Analytic account not assigned | Assign analytic account to PO |
| Wrong budget line | Wrong mapping | Check account mapping |
| Cannot approve | No permission | Grant approval permission |
FAQ
Key points
• When is budget checked? When confirming purchase order.
• Can exceed budget? Depends on config: warning, approval or block.
• How to track budget? Go to Budget Analysis report.
• Allocate budget by project? Use analytic accounts.