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Managing budgets
Budgets can be used to monitor and control company spending. For example, you can specify total, annual, monthly, weekly and daily budgets and specify that these budgets may not be exceeded or that, if they are exceeded, baskets must be approved before the corresponding orders are sent to the supplier. If baskets for exceeded budgets are to be approved, you must create a corresponding budget rule. See Defining approval rules and roles for more information.
Budgets can be defined for companies, users, basic contracts and control structures (for example, cost types, cost centres, projects and credit cards). Budgets are created on the detail page for each object (for example, in the user profile or basic contract details) and can be edited and deleted in the Budgets list.
Annual, monthly, weekly and daily budgets are automatically reset at the end of the corresponding period, provided that the following prerequisites are fulfilled:
- A budget template has been applied to the budget
- The Check budgets scheduled task has been defined with the appropriate repetition settings. Scheduled tasks are managed by users with the authorization set Administrator.
Budget templates serve two purposes:
- They specify the reset values for the Check budgets scheduled task. When this scheduled task is run, the budgets are reset to the values specified in the appropriate budget template.
- They make it easier to specify budgets for individual objects. For example, if the same budget should apply to a number of users, you can create a budget template and then apply the template for each user. You do not have to specify the budget for each individual user.
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