Create budgets and spending lines
In this article
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Definition of budgets and Spending Lines
What is a budget?
A budget is a financial envelope defined for a set of activities or projects.
Each budget is linked to one currency only, and you may create several budgets depending on how your organization uses the platform.
What is a Spending Line?
A Spending Line is a subdivision of a budget. It allows you to allocate precise amounts to specific projects, entities, or needs.
A budget can contain one or several Spending Lines.
Who can create or modify budgets and Spending Lines?
Company Administrators and Buyers can create and modify budgets and Spending Lines at account level.
Entity Administrators can do so only for the entities to which they are assigned.
Important
To use a new currency, you must create a new budget in that currency.
An entity cannot have Spending Lines in different currencies.
A Spending Line can be assigned to one or more entities, and each entity must have at least one Spending Line to allow users to create Requests for Proposals (RFPs).
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How to set up a budget
Step-by-step: create a budget
Go to Entities, then click Budgets and Spending Lines.
On the page that opens, click Create new budget.
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Fill in the required fields:
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Budget information: name, currency, external ID, start and end dates, entities allowed to use this budget.
For Entity Administrators, the list only shows the entities where they are assigned.
Managers: select a manager and a backup among users with the Buyer or Administrator role.
Settings: enter the budget amount, add an additional budget if needed, and add internal notes as comments.
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Click Save at the bottom of the form.
The newly created budget now appears in the Budgets and Spending Lines page.
How to set up a Spending Line
Step-by-step: create a Spending Line
Go to Entities, then open Budgets and Spending Lines.
Under the budget you just created, click (+).
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Complete the required fields:
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Spending Line details: name, external ID, start and end dates, comments, and the amount above which a Buyer or Administrator must validate the expenditure.
Below this amount, the selected proposal is validated automatically based on the Purchase Order duration.
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Best practice:
set 0 if validation must always be performed,
set a very high value (e.g., 100000000) if no validation is required.
Managers: assign a manager and backup (roles: Administrator or Buyer). These managers may differ from those linked to the budget.
Total amounts: enter the total amount of the Spending Line (informational only).
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Click Save.
Your Spending Line is now saved and ready to use.
How to edit a budget or a Spending Line
Step-by-step: edit existing items
Go to Entities, then Budgets and Spending Lines.
Select the relevant budget or Spending Line and click View details.
Click Edit at the top right.
Save your changes.
Important
If you want to deselect an entity in a budget form, you must first remove the Spending Lines assigned to that entity.